1. PRIVACY AND DATA PROTECTION POLICY

Policy Statement

Your Care Companion Ltd recognises that protecting personal information and maintaining confidentiality are fundamental responsibilities when delivering health and social care services.

Individuals receiving care, making enquiries, applying for employment, or otherwise interacting with Your Care Companion Ltd trust us to handle their personal data responsibly and securely.

We are committed to ensuring that personal data is collected, processed, stored and shared in accordance with relevant legislation and professional standards.

Your Care Companion Ltd processes personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Information Commissioner’s Office (ICO) guidance
• relevant Care Quality Commission (CQC) standards relating to confidentiality and record keeping.

Our data governance approach is built upon transparency, accountability and respect for individual rights.

Scope

This policy applies to all personal data processed by Your Care Companion Ltd.

It covers information relating to:

• individuals receiving care services
• relatives, representatives and advocates
• people making enquiries about services
• employees and care professionals
• consultants and contractors
• job applicants
• partner organisations and professionals.

Personal data may be collected through:

• the website and online enquiry forms
• telephone or email communication
• care management systems
• recruitment and employment processes
• operational records and documentation.

All staff and consultants working with Your Care Companion Ltd must comply with this policy.

Data Protection Principles

Your Care Companion Ltd adheres to the principles defined under UK GDPR.

Personal data must be:

Lawfully, Fairly and Transparently Processed

Personal information is processed only where a lawful basis exists, and individuals understand how their data will be used.

Collected for Specific Purposes

Information is collected only for legitimate purposes related to care provision, service delivery, organisational operations or employment.

Data Minimisation

Only information necessary for the intended purpose is collected.

Accuracy

Reasonable steps are taken to ensure information is accurate and updated where necessary.

Storage Limitation

Data is retained only for appropriate periods based on legal and operational requirements.

Integrity and Confidentiality

Appropriate security measures protect personal data from loss, misuse or unauthorised access.

How Personal Data Is Collected

Your Care Companion Ltd may collect personal data through several channels including:

• initial enquiries regarding care services
• care assessments and care planning processes
• website enquiry forms
• recruitment and employment applications
• referrals from healthcare professionals or local authorities
• safeguarding or regulatory requirements.

Individuals should inform us of any changes to their personal information.

Categories of Personal Data

Service Users

Where individuals receive care services, we may process:

• name and contact details
• address and date of birth
• emergency contact information
• health information relevant to care
• care assessments and care plans
• medication information
• safeguarding and risk information
• service records.

Family Members and Representatives

Information may include:

• names and contact details
• relationship to the individual
• communication preferences.

Employees and Applicants

We may process:

• name, address and contact details
• employment history and CV
• training certificates and qualifications
• right to work documentation
• identity verification
• DBS checks
• references
• payroll and financial details.

This information supports safer recruitment and responsible employment practices.

Lawful Bases for Processing

Personal data is processed under lawful bases, including:

• consent
• contractual necessity
• compliance with legal obligations
• protection of vital interests
• legitimate organisational interests.

Where health data is processed, additional legal conditions apply.

Data Sharing

Information may be shared where necessary with:

• healthcare professionals
• local authorities
• safeguarding authorities
• regulatory bodies, including the CQC
• professional advisers such as accountants or legal advisers
• emergency services when required.

All information sharing follows confidentiality and data protection requirements.

Data Security

Your Care Companion Ltd implements appropriate security measures, including:

• secure digital care systems
• restricted access permissions
• encrypted communications where appropriate
• secure storage of records
• staff training in confidentiality and information governance.

Access to personal data is limited to individuals who require the information to perform their duties.

Data Retention

Personal data is retained only for as long as necessary to meet legal, regulatory and operational requirements.

Where data is no longer required, it is securely deleted or destroyed.

Individual Rights

Individuals have the following rights under data protection law:

• right to be informed
• right of access
• right to rectification
• right to erasure
• right to restrict processing
• right to data portability
• right to object.

Requests are normally responded to within one month.

2. COOKIE POLICY

Your Care Companion Ltd uses cookies to improve website performance and user experience.

Cookies are small files stored on a user’s device which allow websites to function efficiently.

Types of cookies used may include:

• essential cookies required for website functionality
• performance cookies analysing website usage
• functional cookies remembering user preferences.

Users can manage cookie preferences through browser settings.

3. WEBSITE TERMS OF USE

The content on the Your Care Companion Ltd website is provided for general informational purposes.

While every effort is made to ensure accuracy, website content should not replace professional medical advice.

Content may not be reproduced without permission.

External links may be provided for convenience, but Your Care Companion Ltd is not responsible for the content of third-party websites.

4. SAFEGUARDING COMMITMENT STATEMENT

Your Care Companion Ltd is committed to safeguarding individuals receiving care.

Safeguarding involves protecting people from abuse, neglect and exploitation.

Our safeguarding approach includes:

• safeguarding training for staff
• clear safeguarding reporting procedures
• safer recruitment processes
• cooperation with safeguarding authorities
• monitoring of care delivery.

Safeguarding responsibilities apply to all employees.

5. ACCESSIBILITY STATEMENT

Your Care Companion Ltd aims to ensure its website is accessible to as many users as possible.

We strive to ensure the website:

• uses clear language
• functions across devices and browsers
• supports assistive technologies
• provides accessible navigation.

Users experiencing difficulty accessing the website may contact us for assistance.

6. MODERN SLAVERY AND ETHICAL EMPLOYMENT STATEMENT

Your Care Companion Ltd is committed to preventing modern slavery and exploitation.

Our employment practices include:

• transparent recruitment procedures
• verification of identity and right to work
• fair employment conditions
• protection from worker exploitation
• respect for employment rights.

We expect partner organisations to follow similar ethical standards.

7. COMPLAINTS, FEEDBACK AND SERVICE CONCERNS POLICY

Your Care Companion Ltd welcomes feedback from individuals receiving care, their families and professionals.

Feedback helps us improve services and maintain high standards.

Informal Concerns

Many issues can be resolved quickly through discussion with the care team or management.

Formal Complaints

Where concerns cannot be resolved informally, a formal complaint may be submitted.

Complaints may be made by:

• individuals receiving care
• relatives or representatives
• advocates
• professionals.

Complaints Handling

When a complaint is received, we will:

1 acknowledge the complaint promptly
2 investigate the issue thoroughly
3 provide a clear response
4 implement improvements where required.

Escalation

If a complainant is dissatisfied, they may raise concerns with external bodies, including:

• Care Quality Commission (CQC)
• Local Authority safeguarding teams
• Local Government and Social Care Ombudsman.

8. CQC COMPLIANCE, QUALITY ASSURANCE AND GOVERNANCE STATEMENT

Commitment to Safe, Effective and High-Quality Care

Your Care Companion Ltd is committed to delivering safe, effective, caring, responsive and well-led services in accordance with the standards set by the Care Quality Commission (CQC).

Our governance systems are designed to ensure that individuals receive care which respects their dignity, promotes independence and protects their wellbeing.

Regulatory Compliance

Where Your Care Companion Ltd delivers regulated personal care services, these services operate under the regulatory framework of the Care Quality Commission.

This includes compliance with:

Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.

Key regulatory expectations include:

• person-centred care
• dignity and respect
• safe care and treatment
• safeguarding from abuse
• good governance
• safe recruitment
• staff competence and training.

Quality Assurance Systems

Your Care Companion Ltd operates structured governance systems to monitor service quality.

These include:

• care plan reviews
• supervision and staff competency checks
• spot checks of care delivery
• service user feedback
• internal audits
• incident monitoring and learning.

These processes ensure continuous improvement and safe service delivery.

Safeguarding and Risk Management

Safeguarding is central to our governance framework.

Risk management systems ensure that potential risks are identified, assessed and managed appropriately.

Positive risk-taking is supported where it promotes independence while maintaining safety.

Staff Training and Professional Development

Staff receive structured induction training and ongoing professional development.

Training may include:

• safeguarding
• infection prevention and control
• medication safety
• moving and handling
• person-centred care.

This supports staff competence and safe service delivery.

Continuous Improvement

Your Care Companion Ltd promotes a culture of continuous learning and improvement.

We regularly review feedback from:

• service users
• families
• staff
• professionals.

Learning from feedback helps us strengthen governance systems and improve care outcomes.

REFERENCES

Information Commissioner’s Office
https://www.ico.org.uk

UK Government Data Protection Guidance
https://www.gov.uk

UK GDPR and Data Protection Act 2018

POLICY GOVERNANCE

Organisation: Your Care Companion Ltd

Author: Arif Mohammed         
Approved By: Arif Mohammed

Date Issued: 9 March 2026

Version: 1.0

Review Date: March 2027