Privacy Policy

Last updated: 8 August 2026

1. Who we are

Flexxy Care is operated by Flexxy Care Services Ltd, a company registered in England and Wales under company number 13762836.

Contact address:
Anglo Dal House
5 Spring Villa Road
Edgware
England
HA8 7EB

Telephone: +44 7557 907620
Email: info@flexxycare.com
Website: www.flexxycare.com

For data-protection purposes, Flexxy Care Services Ltd is the data controller responsible for deciding how and why your personal information is used.

ICO registration number: [Insert number if applicable]

2. About this policy

This Privacy Policy explains how we collect, use, store and protect personal information when you:

Visit or use our website;

Make a care enquiry or request an assessment;

Refer someone for care;

Receive or enquire about our services;

Apply for a job or submit recruitment documents;

Communicate with our team; or

Act on behalf of a client, relative or another organisation.

We process personal information in accordance with applicable UK data-protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

3. Information we may collect

Depending on your relationship with us, we may collect:

Personal and contact information

Name, address and date of birth;

Telephone number and email address;

Emergency-contact and next-of-kin details;

Preferred communication method;

Information about relatives, representatives or advocates.

Care and health information

When you request or receive care, we may collect information about:

Physical or mental health;

Medical conditions, disabilities and allergies;

Medication and treatment;

Mobility, nutrition and personal-care requirements;

Communication, cultural or religious preferences;

Care assessments, risk assessments and care plans;

Healthcare professionals involved in your care;

Safeguarding concerns, incidents or accidents.

Health information is legally classed as special-category personal data and receives additional protection.

Referral information

If you refer another person, we may collect:

Your name, organisation and contact details;

Your relationship to the person being referred;

Information about that person’s circumstances and care requirements;

Relevant health, support and safeguarding information.

You should tell the person that you are sharing their information with us whenever it is safe and appropriate to do so.

Recruitment information

If you apply to work with us, we may collect:

Employment history, qualifications and references;

CVs, application forms and supporting documents;

Identity and right-to-work information;

Professional registrations;

Interview and assessment records;

Information concerning health or reasonable adjustments;

Criminal-record or safeguarding information where legally permitted and necessary.

Website and technical information

We may automatically collect:

IP address;

Browser and device information;

Website activity and pages visited;

Cookie preferences;

Security, diagnostic and access information.

Communications

We may retain emails, telephone notes, form submissions, complaints, feedback and other correspondence.

4. How we obtain information

We may obtain personal information:

Directly from you;

From a family member, representative or advocate;

From a person making a referral;

From healthcare and social-care professionals;

From local authorities, NHS organisations or commissioners;

From recruitment agencies, referees and background-check providers;

Through our website, email and telephone communications;

Where necessary, from publicly accessible or legally authorised sources.

5. Why we use personal information

We may use personal information to:

Respond to enquiries and callback requests;

Assess care and support requirements;

Develop and deliver personalised care plans;

Arrange and coordinate care services;

Communicate with clients, families and professionals;

Administer referrals;

Manage medication, health, safety and wellbeing;

Meet safeguarding responsibilities;

Deal with incidents, complaints and emergencies;

Recruit, assess and manage workers;

Maintain business, insurance and financial records;

Operate, secure and improve our website;

Prevent fraud or misuse;

Establish, exercise or defend legal claims;

Meet legal, regulatory and contractual obligations.

6. Our lawful bases

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract: processing is necessary to enter into or perform a contract with you.

Legal obligation: processing is necessary to comply with the law.

Legitimate interests: processing is necessary to operate and protect our organisation, communicate effectively and improve our services, provided your rights do not override those interests.

Consent: you have given us permission for a specific use of your information.

Vital interests: processing is necessary to protect someone’s life or physical safety.

Public task: where processing is required in connection with an applicable public-interest function.

For health and other special-category information, we must also satisfy an additional legal condition. Depending on the circumstances, this may include:

Providing or managing health or social care;

Protecting someone’s vital interests;

Meeting employment and social-protection obligations;

Protecting individuals from harm or safeguarding risks;

Establishing, exercising or defending legal claims;

Substantial public-interest reasons; or

Your explicit consent where consent is appropriate.

Consent is not necessarily our lawful basis for delivering care or meeting legal and safeguarding obligations.

7. Who we may share information with

Where necessary and lawful, we may share relevant information with:

Care workers and authorised employees;

Healthcare and social-care professionals;

GPs, pharmacies, hospitals and NHS organisations;

Local authorities and service commissioners;

Family members, representatives or advocates where authorised;

Safeguarding authorities, emergency services or the police;

Regulators and other public authorities;

Insurers, solicitors, accountants and professional advisers;

Recruitment, screening and reference providers;

Website, email, hosting, cloud-storage and IT-support providers;

Payment and financial-service providers;

Other suppliers acting under our instructions.

We only share information that is reasonably necessary for the relevant purpose. Suppliers processing information for us must protect it and use it only for authorised purposes.

We do not sell personal information.

8. International transfers

Some technology providers may process information outside the United Kingdom. Where this occurs, we will take appropriate measures to protect the information, such as using a country covered by UK adequacy regulations or approved contractual safeguards.

9. How long we retain information

We retain personal information only for as long as reasonably necessary for its original purpose and to satisfy legal, safeguarding, insurance, contractual and regulatory obligations.

The period depends on the type of information. For example:

Unsuccessful care enquiries and referrals will normally be retained for up to 12 months after the matter closes, unless a longer period is justified;

Unsuccessful recruitment records will normally be retained for up to six months, unless you consent to longer talent-pool retention;

Financial and transaction records may normally be retained for at least six years;

Care, medication, incident and safeguarding records may need to be retained for longer under applicable care-sector requirements;

Marketing information is retained until consent is withdrawn or it is no longer required.

Information may be retained for longer where a complaint, safeguarding matter, investigation or legal claim is ongoing or reasonably anticipated.

10. Information security

We use appropriate organisational, physical and technical safeguards designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

Access is restricted to people who need the information for legitimate purposes. However, no internet transmission or electronic-storage system can be guaranteed to be completely secure.

11. Your data-protection rights

Depending on the circumstances, you may have the right to:

Ask for access to your personal information;

Ask us to correct inaccurate or incomplete information;

Ask us to erase your information;

Ask us to restrict its use;

Object to certain processing;

Receive certain information in a portable format;

Withdraw consent at any time where processing relies on consent;

Object to direct marketing;

Complain about how we use your information.

These rights are not absolute, and legal exemptions may apply.

To exercise your rights, email info@flexxycare.com. We may need to verify your identity before responding.

12. Marketing

We will only send electronic marketing where permitted by law. Where consent is required, you may withdraw it at any time by contacting us or using the unsubscribe facility included in the message.

Withdrawing from marketing will not prevent us from sending essential communications about an enquiry, application or service.

13. Cookies

Our website may use essential cookies required for security and functionality. With your permission, it may also use analytics or other non-essential cookies.

Non-essential cookies should not be activated before you provide consent. Please see our separate Cookie Policy and cookie-preference tool for further information.

14. Information about children

Our services may occasionally involve information relating to children or young people. Such information will receive additional protection and will only be processed where there is an appropriate legal basis and adequate safeguards.

Our website is not intended for children to submit personal information independently without appropriate involvement from a parent, guardian or responsible professional.

15. Automated decisions

We do not currently make decisions that produce legal or similarly significant effects using solely automated processing. If this changes, we will update this policy and provide the information required by law.

16. External websites

Our website may contain links to third-party websites. We do not control their privacy practices and encourage you to read their privacy policies before providing personal information.

17. Complaints

Please contact us first if you have concerns about how we handle personal information:

Email: info@flexxycare.com
Telephone: +44 7557 907620

You may also complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

18. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will be published on our website with its revised date.