Privacy Policy
How we collect, use, and protect your personal information in compliance with UK GDPR and the Data Protection Act 2018.
Introduction
Wrenbury Care Services Ltd ("we", "our", "us") is committed to protecting the privacy and security of the personal information of our service users, their families, our staff, and visitors to our website. This Privacy Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: Wrenbury Care Services Ltd
Email: hello@wrenburycare.co.uk
Website: wrenburycare.co.uk
Information We Collect
Service Users and Their Representatives
- Full name, date of birth, address, and contact details
- Next of kin and emergency contact information
- Health and medical information (including GP details, diagnoses, medication, and care needs)
- Care assessments, care plans, and daily care records
- Mental capacity assessments and best interest decisions
- Financial information relevant to care funding
- Photographs (where consent is given)
Website Visitors
- Information you provide through contact forms (name, email, phone, message)
- Referral form submissions
- Technical data (IP address, browser type, pages visited) via cookies
Job Applicants and Staff
- CV and application details
- Employment history and references
- DBS check results
- Training records and qualifications
- Right to work documentation
How We Use Your Information
We process personal data for the following purposes:
- Providing care: To assess care needs, create care plans, deliver care services, and maintain care records as required by CQC regulations
- Legal obligations: To comply with CQC registration requirements, safeguarding duties, health and safety legislation, and employment law
- Legitimate interests: To respond to enquiries, manage referrals, improve our services, and maintain quality assurance
- Consent: For marketing communications (where you have opted in) and non-essential cookies
Legal Basis for Processing
| Purpose | Legal Basis |
|---|---|
| Delivering care services | Contract performance / Vital interests / Legal obligation |
| Processing health data | Substantial public interest / Health and social care purposes (Schedule 1, DPA 2018) |
| Safeguarding | Legal obligation / Vital interests |
| CQC compliance | Legal obligation |
| Employment | Contract performance / Legal obligation |
| Website analytics | Consent (cookies) / Legitimate interests |
| Marketing | Consent |
How We Share Your Information
We may share personal information with:
- Healthcare professionals involved in your care (GPs, district nurses, hospitals)
- Local authority adult social care teams and safeguarding boards
- Care Quality Commission (CQC) for regulatory purposes
- Emergency services where there is a risk to life
- Our insurers and legal advisers where necessary
- HMRC and pension providers (for staff payroll)
We will never sell your personal data to third parties. We do not transfer personal data outside the UK unless appropriate safeguards are in place.
How We Protect Your Information
We implement appropriate technical and organisational measures to protect personal data, including:
- Secure storage of paper records in locked cabinets
- Password-protected electronic systems with role-based access controls
- Staff training on data protection and confidentiality
- Regular data protection audits and reviews
- Secure disposal of records when no longer required
- Encryption of electronic data where appropriate
How Long We Keep Your Information
- Adult care records: 8 years after the last entry or 3 years after death
- Staff records: 6 years after employment ends
- Safeguarding records: Retained indefinitely in accordance with local authority guidance
- Website enquiries: 2 years
- Job applications (unsuccessful): 6 months
Your Rights
Under UK GDPR, you have the right to:
- Access your personal data (Subject Access Request)
- Rectification of inaccurate or incomplete data
- Erasure of your data (where there is no legal obligation to retain it)
- Restriction of processing in certain circumstances
- Data portability (receiving your data in a structured format)
- Object to processing based on legitimate interests or direct marketing
- Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, contact us at hello@wrenburycare.co.uk. We will respond within one calendar month.
Complaints
If you are unhappy with how we have handled your personal data, you can contact us first at hello@wrenburycare.co.uk. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. This policy was last updated in February 2026.