Supporting
Independence
with Dignity and
Compassion.

1. Introduction

At Careluna Services Ltd, we are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect personal data about our clients, staff, job applicants, and visitors to our website. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in all our data-handling activities.

We encourage you to read this policy carefully to understand how we manage your information.

2. Who We Are

Careluna Services Ltd provides professional home care and support services across Barking an surrounding areas

Registered address:
Careluna Services Ltd
Jhumat House,
160 London Road,
Barking,
IG11 8 BB
Telephone: 07735 215898
Email: info@carelunaservices.co.uk
Website: www.carelunaservices.co.uk

We are the data controller responsible for determining how your personal data is used.

If you have any questions about this policy or your data, please contact our Data Protection Officer (DPO) at:
Data Protection Officer
Email: info@carelunaservices.co.uk
Phone: 07735 215898

3. What Information We Collect

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

A. Clients and Service Users

Full name, address, contact details, and date of birth Health and medical information (to develop and deliver care plans) Next of kin and emergency contact details Financial and payment details (where applicable) Notes and records relating to your care and wellbeing Communication records (emails, calls, meeting notes)

B. Employees, Carers, and Job Applicants

Contact details and identification documents Employment history, qualifications, and references DBS (Disclosure and Barring Service) checks Payroll, pension, and tax details Training, performance, and supervision records Emergency contact information

C. Website Visitors

Information submitted via online contact forms IP address, browser type, and device information Usage data collected via cookies or analytics tools

4. How We Collect Information

We collect information in the following ways:

Directly from you, your family, or representatives From healthcare professionals or local authorities involved in your care From job applications and recruitment forms Through our website or online forms During the course of providing our services

5. Why We Collect and Use Your Data

We use personal data to:

Provide safe, high-quality home care and support services
Prepare and maintain accurate care plans and records
Communicate with clients, families, and professionals involved in care
Manage staff recruitment, employment, and payroll

Meet our legal and regulatory obligations (including CQC compliance) Process invoices, payments, and financial transactions Improve our services and manage enquiries

6. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Consent – where you have given clear permission Contract – to fulfil a contract for care or employment Legal obligation – to comply with laws or regulatory requirements Vital interests – to protect someone’s life in an emergency Legitimate interests – for purposes such as quality monitoring or service improvement

7. How We Protect Your Information

We take data security seriously. Your information is:

Stored securely in locked cabinets and password-protected systems Accessed only by authorised staff who have signed confidentiality agreements Protected using encryption, secure networks, and regular backups

We have policies and procedures in place to prevent unauthorised access, alteration, loss, or disclosure of your data.

8. Sharing Your Information

We only share your data where it is necessary, appropriate, and lawful to do so, for example with:

Health and social care professionals involved in your care
Local authorities or the Care Quality Commission (CQC)
Payroll, pension, and HR service providers
Our insurers, auditors, or legal advisers
Emergency services (in urgent situations)
We never sell or trade your personal data to third parties.

9. How Long We Keep Your Data

We keep personal data only as long as necessary for the purposes it was collected and in line with legal and regulatory requirements. For example:

Client care records: at least 8 years after care ends (longer for children)
Employee records: 6 years after employment ends
Financial records: 6 years (to comply with HMRC rules)

After this period, your data will be securely deleted or destroyed.

10. Your Rights

11. Cookies and Website Analytics

Our website uses cookies to enhance your browsing experience and gather anonymous usage statistics.

You can control or disable cookies in your browser settings. For more details, see our Cookie Policy.

12. International Data Transfers

We normally store your data within the UK. If we ever need to transfer data outside the UK, we will ensure appropriate safeguards (such as approved contractual clauses) are in place to protect your information.

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. The most recent version will always be available on our website and will include the “last updated” date.

14. How to Contact Us

If you have any questions, concerns, or requests about how we handle your data, please contact:

Name: Tola
Email: info@Carelunaservices.co.uk
Telephone: 07735 215898
Address: Careluna Services Ltd
Jhumat House,
160 London Road,
Barking,
IG11 8 BB

15. How to Contact the Information Commissioner’s Office (ICO)

If you are not satisfied with how we handle your data, you can make a complaint to the Information Commissioner’s Office (ICO):
Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF