1. Introduction

NuvoCare Ltd ("we", "our", or "us") is committed to protecting the privacy and personal data of all individuals who engage with us, including clients/representatives, staff, job applicants, and users of our website. This Privacy Policy, together with our Cookies Policy, explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, website, giving information to us, or working for us, you agree to the practices described in this policy.

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2. Who We Are

NuvoCare Ltd
Registered in England and Wales: [11366928]
Registered Office: [Farrier Chambers, 4 Smith St, Rochdale, OL16 1TU.]
Data Controller Contact: [info@nuvocare.co.uk]

We are registered with the Information Commissioner's Office (ICO).

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3. What This Policy Covers

This policy applies to:

• Clients receiving care services and/or their representatives

• Website users and online visitors

• Job applicants (including recruitment through third-party platforms)

• Staff, including employees, contractors, and volunteers

 

By visiting the website at www.nuvocare.co.uk ( the “Website”) you are accepting and consenting to the practices described in this Privacy Policy. If you do not consent, please do not submit any personal data to us. Our website is not for children, and we do not knowingly collect data relating to children.

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4. What Personal Data We Collect

 

4.1 Clients

We may collect the following personal information when you provide it to us, when you enquire about our services and during the course of providing those services to you:

 

• Name, address, contact details

• Date of birth and gender

• Next of kin and emergency contact details

• Medical history/conditions, allergies, care needs, and preferences

• Other care planning information such as lifestyle, religious/cultural beliefs, language, sexuality etc

• GP and other health professionals involved in your care

• Identifiers such as NHS number, National Insurance number

• Financial/payment data (bank details if direct debit)

• Visual images such as photographs

• Care delivery records

• Risk assessments and incident reports

• Consent and legal documentation

• In some instances, we may also collect personal data relating to criminal convictions or offences.

• CCTV (if on our premises)

• We may also collect and use personal data and other information about other people that contribute to or affect your care and support needs such as next of kin, power of attorney or emergency contact if they contact us on your behalf or via our website.

 

4.2 Website Users

We may collect the following information from you when you visit the website:

• Technical information such as IP address, browser type, login information, time zone setting, operating system and platform;

• Device and usage information

• Information submitted via contact forms (e.g., name, email, phone, message)

• Cookies and analytics data (see Cookies Policy)

• Information about your visit, including the full Uniform Resource Locators (URL), click stream to, through and from the website (including date and time), services you viewed or searched for, page response times, website errors, length of visits to certain pages, page interaction information, methods used to browse away from the page and any phone number used to call our enquiry line.

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4.3 Job Applicants & Staff (Employees, Contractors, Volunteers)

We collect data needed to find you jobs and opportunities and to assess your suitability at various stages of our hiring process. The data we collect includes:

• Full name, contact details

• Gender

• Date of Birth

• Driving Licence

• Next of Kin and emergency contact details

• GP details

• CV, employment and education history, qualifications and training evidence

• Employment References

• Photograph

• Right to work documents (e.g., passport, visa)

• Disclosure and Barring Service (DBS) details

• Interview notes and assessments

• Equal opportunities monitoring (optional)

• Bank details and payroll data

• Vehicle Insurance Evidence

• Employment contracts and HR records

• Health and safety records

• Performance and disciplinary records

• Other information may be gathered in writing or verbally to assist with the screening process and interview stage.

• We also collect 'special category data' on your health, diversity information, and details of any criminal cautions or convictions or driving offences.

• CCTV (if on our premises)

 

Conviction Declarations (applicable to job applicants and staff)

It is critical that during the recruitment/employment phase, you disclose any police-related offences, regardless of when or where they happened. If you do not reveal this information during the recruiting process, your application may be withdrawn or rejected or your position terminated. When considering whether to pursue your application further, we assess the nature of the offence, the time it happened, your age at the time, and any other relevant circumstances.

 

5. How We Collect Your Data

We collect data:

• Directly from you (e.g., forms, applications, verbal communication)

• From third parties (e.g., referees, referrals, health professionals, local authorities, NHS, recruitment agencies, social media, or other representatives involved in your care)

• From third-party service providers we are contracted to (data processors) (e.g. IT and telecoms, support for software, financial and payment systems)

• Automatically via our website (cookies, analytics)

• Through CCTV at our premises (if applicable and clearly signposted)

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6. Lawful Bases for Processing

We process personal data under the following lawful bases (Article 6 UK GDPR):

• Contract: Processing your personal information is necessary for us to comply with our contractual obligations. If you are unable to supply us with the necessary information, we may be unable to fulfil our contractual responsibilities and/or the recruiting process may be terminated.

• Consent: Where you have given clear consent (e.g. for direct marketing or ongoing recruitment) and where processing your personal information is not covered by any of the other lawful bases. You can remove your consent at any time by emailing us.

• Legal Obligation: Where processing is necessary for us to demonstrate compliance with the law and regulatory frameworks

• Vital interests: If processing personal information is required to prevent harm to a person or protect someone’s life.

• Legitimate interests: We may process your personal information to pursue our legitimate interests in a way which might reasonably be expected as part of running our business, including:​

• Using contact information to send direct marketing information for services to clients or potential clients

• Using contact information to communicate with you in relation to the services you receive from us

• Keeping you updated with company news and events

• Invoice you for our services

• Seek your views or comments on the services we provide

• Corporate due diligence, engagement, innovation and service development

• Recovering money that is owed to us for the services that we supply

• Preventing fraud and crime

• Managing our business

• Responding and processing enquiries with clients and third parties

• Call recording may be used to document business transactions, resolve disputes and monitor service quality and training

• Provision of training and feedback for staff

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•  Public interest: Particularly for processing health or safeguarding data (Article 9(2)(h), (b), (g))

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7. How We Use Your Data

We use your personal data to:

• Provide safe and effective care services

• Set up and manage payment arrangements

• Communicate with clients, families, staff, local authorities, regulatory bodies, NHS and healthcare professionals

• Assess job applications and make hiring decisions

• Manage HR and payroll for staff

• Monitor quality, complaints, and incidents

• Improve our website, services, recruitment, business development and respond to enquiries

• Comply with legal and regulatory obligations (e.g. CQC inspections, safeguarding)

 

8. Who We Share Your Data With

We may share your personal data with:

• NHS and healthcare providers

• Local authorities and social services

• Disclosure and Barring Service (DBS)

• The Care Quality Commission (CQC)

• Payroll and HR providers

• IT service providers (e.g. data storage, recruitment software)

• Professional advisers (e.g. legal, insurance, accounting)

• Regulatory bodies and law enforcement if required by law

• Our staff

We ensure all third parties meet data protection obligations under written agreements.

 

9. International Transfers

We do not routinely transfer your data outside the UK. If any data is transferred internationally (e.g., via cloud services), it will be protected using appropriate safeguards under UK GDPR (e.g., adequacy decision or standard contractual clauses).

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10. Data Retention

We retain data only as long as necessary depending on the purposes for which it was collected and in accordance with our Retention of Records Policy.  The law and our insurers specify how long we must hold this personal information for.  We will not keep your information for longer than is necessary and erase or anonymise your information when we no longer need the information. Retention schedules are available on request.

• Client records: 10 years from end of care

• Recruitment data: 6 months from application unless consent is given for longer to send you similar job alerts or similar opportunities from time to time. You can choose to opt out of these notifications at any time by emailing us. For successful candidates, information will be transferred to a staff file and retained throughout the employment cycle. Following end of employment, it will be stored in accordance with retention schedules for staff records.

• Staff records: 10 years post-employment

• Website enquiries, forms, feedback or complaints: 12 months depending on the nature of the submission.

 

11. Your Rights

Under data protection law, you have the following rights:

• Access –You have the right to access your personal information as outlined in this privacy notice.  We will explain why if all or any part of the information needs to be withheld.

• Rectification – Correction of any mistakes or incomplete information we hold about you. Inaccurate data is not necessarily the same as a difference of opinion. If you don’t agree with our opinion, we will record your view alongside ours.

• Erasure –Under certain circumstances, you have the right to request deletion or removal of personal information we hold about you.  This right is available if the information is no longer covered by a lawful purpose or if we rely on your consent as a lawful basis and you withdraw your consent.  Please note that if you ask us to delete any of your personal information which we believe is necessary for us to comply with our contractual or legal obligations, we may no longer be able to provide services or offer employment to you; We may be required to retain information as required by our Retention Policy and/or in the case of legal claims. In some cases, we may request a reasonable fee based on our administrative costs or be unable to comply if a request is unfounded or excessive.

• Restriction – You have the right to restrict the processing of your personal data for direct marketing if you have issues with the content of the information we hold or disagree with how we have processed your information.

• Data portability – You have the right to receive personal information in an electronic format or if technically feasible to have it transferred to another data controller in some circumstances.  This right covers information you have provided us under the lawful basis of consent and where the information is stored in an electronic format that has not been anonymised.

• Object – You have the right to object to specific types of information processing, including direct marketing and automated decision making except where there are compelling legitimate interests in us processing your information.

• Withdraw consent – Where you have given consent for us to collect and use your personal information (for example, when you subscribe to a mailing list) you can change your mind and withdraw that consent to stop the further use of it for those purposes.  This does not apply if we have collected your personal data in line with our legal obligations or other lawful basis for processing.

 

To exercise your rights, contact us using the details in Section 14.

 

If you believe your data has been misused, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: www.ico.org.uk
Phone: 0303 123 1113

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12. Security of Your Data

We use appropriate technical and organisational measures to protect your data, including encryption, access controls, secure servers, and staff training. Data breaches will be reported in line with ICO guidelines.

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13. Cookies and Website Tracking

Our website uses cookies to enhance user experience and monitor performance. For more information, see our [Cookies Policy]. You can manage your cookie preferences through your browser settings.

 

14. Contacting Us

To ask questions, make a data request, or raise concerns:

Data Protection Lead

NuvoCare

[2nd Floor, Farrier Chambers, 4 Smith St, Rochdale OL16 1TU]

Email: [info@nuvocare.co.uk]

Phone: [0161 3999 786]

 

15. Updates to This Policy

We review this Privacy Policy regularly and may update it at any time. The most recent version will always be available on our website.