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Privacy Policy

Effective Date: 15 July 2025

Hope Spring Healthcare UK (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data when you interact with our services, whether as a client, employee, applicant, or website visitor.

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1. Who We Are

Hope Spring Healthcare UK is a provider of domiciliary and supported living care services based in the UK. We are registered with and regulated by the Care Quality Commission (CQC). We are the data controller of the personal data we collect and are responsible for how your data is handled in accordance with the UK General Data Protection Regulation (UK GDPR).

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2. What Personal Data We Collect

We collect and process different types of personal data depending on your relationship with us.

a. For Clients and Service Users

• Full name, date of birth, and contact details

• Address and living arrangements

• Health and medical records

• Next of kin or emergency contacts

• GP and medical provider details

• Care assessments and support needs

• Communication preferences

b. For Employees, Carers, and Job Applicants

• Name, contact details, and date of birth

• National Insurance number and bank details

• Employment history, qualifications, training records

• DBS (Disclosure and Barring Service) check results

• References, right to work, interview notes

c.

For Website Visitors

• IP address and browser type

• Pages visited and time spent

• Cookies and usage data (see section 9)

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3. How We Use Your Information

We use your information for the following purposes:

• To provide high-quality, personalised care services

• To manage employment and recruitment processes

• To ensure health, safety, and safeguarding of clients

• To comply with legal and regulatory obligations

• To improve our services and user experience

• To communicate with clients, families, and staff

• To respond to enquiries submitted via our website or WhatsApp chat

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4. Legal Basis for Processing

We process your data lawfully under one or more of the following bases:

• Consent – where you have given permission (e.g. marketing or optional data)

• Contractual necessity – to deliver care services or manage employment

• Legal obligation – for regulatory or safeguarding requirements

• Legitimate interest – to operate, improve, or administer our services

• Vital interests – in emergency situations to protect life

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5. Data Sharing

We only share your information where it is lawful and necessary, including with:

• General Practitioners (GPs) and healthcare providers

• Local authorities and safeguarding teams

• Regulatory bodies such as the CQC and DBS

• Payroll and HR service providers

• Emergency services when required

• IT and software vendors under strict confidentiality

We never sell or rent your personal data.

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6. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, regulatory, and contractual requirements. The exact retention periods vary depending on the nature of the data and your relationship with us.

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7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to access – You can request a copy of the personal data we hold about you

• Right to rectification – You can ask us to correct any inaccurate or incomplete data

• Right to erasure – You can ask us to delete your data where appropriate

• Right to restrict processing – You can ask us to stop processing your data temporarily or permanently

• Right to data portability – You can request your data in a structured format

• Right to object – You can object to how we use your data for legitimate interests

• Right to withdraw consent – Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 10.

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8. Data Security

We implement robust physical, technical, and organisational measures to protect your data, including:

• Encrypted digital storage

• Password-protected systems and user-level access controls

• Staff training on data protection and confidentiality

• Regular audits and compliance checks

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9. Cookies and Website Usage

We use cookies on our website to improve user experience, monitor performance, and analyse traffic. Cookies are small text files stored on your device. You can manage cookie preferences in your browser settings.

For more information, please refer to our [Cookie Policy] (or request it if not yet published).

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10. Contacting Us

If you have questions or wish to make a data rights request, please contact:

Hope Spring Healthcare UK

📍 84 Salop Street, Wolverhampton

📞 Phone: 07364 156 108

📧 Email: brian@hopespringshealthcare.co.uk

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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11. Updates to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website. Please check back periodically to stay informed.