Privacy Policy

1. Who we are

CareTrack ("we") provides staff compliance tracking software to care providers in the United Kingdom. For the personal data of your staff that you enter into CareTrack, you are the data controller and we act as your data processor. For your own account and billing details, we are the controller.

2. What we collect

• Account data: name, work email address, organisation name, role.
• Staff compliance data you enter: staff names, job titles, sites, start dates, contact details, requirement records, completion and expiry dates, notes and uploaded certificates.
• Billing data processed by our payment provider (we never store card numbers).
• Essential technical logs needed to keep the service secure and available.

3. Why we use it

To provide the service you have asked for: showing compliance status, sending reminder emails, producing evidence exports, and supporting your account. We rely on contract as the lawful basis for service data, and legitimate interests for security and service improvement.

4. Cookies and analytics

We set only strictly necessary cookies (sign-in session and your cookie choice) by default. Non-essential analytics are not loaded unless you accept them in the cookie banner, and you can change your mind at any time.

5. Sharing and sub-processors

We use a small number of sub-processors for hosting, database and file storage, transactional email and payments. A current list is maintained in our Data Processing Agreement.

6. Retention

Compliance records are retained for as long as your organisation has an active account, plus a wind-down period after cancellation, after which data is deleted or anonymised.

7. Your rights

You may request access, correction, deletion, restriction or portability of personal data. Account owners can raise an export or deletion request from Settings → Data & privacy. You may also complain to the Information Commissioner's Office (ICO).

8. Contact

Privacy queries: [PLACEHOLDER — add your data protection contact address].