CareOps UK is committed to protecting the privacy and security of personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
CareOps UK ("we", "our", "us") operates the CareOps platform, accessible at careops.uk and its subdomains. CareOps is a care management software platform for domiciliary care providers registered in the United Kingdom.
For data protection enquiries, contact us at: hello@careops.uk
2. What Personal Data We Collect
We collect the following categories of personal data:
Platform Users (Staff, Carers, Managers)
- Full name, email address, job role
- Login credentials (passwords are encrypted and never stored in plain text)
- Activity logs and access records within the platform
- Device and browser information for security purposes
Care Recipients (Clients)
- Name, address, date of birth, contact details
- Health and care needs information (Special Category Data)
- Care plans, visit notes and incident reports
- Emergency contact information
Website Visitors
- IP address and browser data (via analytics)
- Pages visited and time on site
- Contact form submissions
3. Legal Basis for Processing
We process personal data under the following lawful bases:
- Contract performance — to deliver the CareOps platform to authorised users
- Legitimate interests — to maintain platform security and improve our services
- Legal obligation — to comply with CQC, NHS, and UK regulatory requirements
- Explicit consent — where required for special category health data
- Vital interests — in emergency safeguarding situations
4. How We Use Your Data
- To provide access to the CareOps platform
- To manage care records, schedules and compliance documentation
- To send invitation and system emails (e.g. noreply@careops.uk)
- To monitor platform security and prevent unauthorised access
- To generate anonymised analytics to improve platform performance
- To comply with CQC inspection requirements
5. Special Category Data
Health and care data relating to service users is classified as Special Category Data under UK GDPR Article 9. We process this data only where explicit consent has been obtained or where it is necessary for the provision of health and social care services under Schedule 1 of the Data Protection Act 2018.
6. Data Sharing
We do not sell personal data. We may share data with:
- Platform infrastructure providers — for hosting and data storage (UK-based where possible)
- Regulatory bodies — CQC, local authorities, or law enforcement where legally required
- Care providers — data is shared within the authorised care organisation only
7. Data Retention
- Care records are retained for a minimum of 7 years in line with NHS and CQC guidance
- User account data is retained for the duration of employment plus 2 years
- Website analytics data is retained for 26 months
8. Your Rights Under UK GDPR
You have the right to:
- Access your personal data (Subject Access Request)
- Correct inaccurate data
- Erasure ("right to be forgotten") where applicable
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
To exercise any of these rights, email us at hello@careops.uk. We will respond within 30 days.
9. Cookies
We use essential cookies to maintain your session on the platform. Analytics cookies are only placed with your consent. See our Cookie Policy for full details.
10. Security
We implement industry-standard security measures including encrypted data transmission (TLS), encrypted password storage, role-based access controls, and regular security reviews.
11. International Transfers
We aim to keep all personal data within the United Kingdom or the European Economic Area. Where transfers outside the UK occur, we ensure appropriate safeguards are in place in accordance with UK GDPR Chapter V.
12. Complaints
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
13. Changes to This Policy
We may update this Privacy Policy from time to time. The date at the top of this page will reflect the most recent update. Continued use of the platform constitutes acceptance of any changes.
14. Contact Us
For all data protection enquiries: hello@careops.uk
CareOps UK, United Kingdom