Privacy Policy

Last updated: 17 August 2026

Requires review before launch

This policy is a draft prepared alongside the new website. Ency Care's compliance lead needs to confirm the retention periods, the lawful bases, the ICO registration number and the list of processors before it is published.

This policy explains how Ency Care Ltd (“Ency Care”, “we”) collects and uses personal information through this website, and what your rights are. We are the data controller for that information.

Who we are and how to contact us

Ency Care Ltd
Cavendish House, Plumpton Road, Hoddesdon, Hertfordshire EN11 0LB
Telephone: 07438 103862
Email: info@encycare.co.uk

The information we collect

Care enquiries

When you complete our care enquiry form we ask for your name, your relationship to the person needing care, your contact details, and information about the support that person needs. That may include information about their health, mobility, medication and living situation. Information about someone's health is “special-category data” under UK data protection law and we treat it accordingly.

We ask you not to include medical records, NHS numbers, financial details or other highly sensitive information in the form. Anything clinical is better discussed properly at the care assessment.

Recruitment enquiries

If you contact us about care work we collect the details you send us, such as your name, contact details and employment history.

Website usage

Our hosting provider processes technical information such as IP address and browser type in order to serve the site securely. Where we use analytics or other non-essential cookies, we will ask for your consent first and you can withdraw it at any time. See our Cookie Policy.

Why we use it, and our lawful basis

To respond to your care enquiry and, where appropriate, arrange a care assessment. Our lawful basis is your consent for the initial enquiry, and where the information concerns health we rely on the additional condition for the provision of health or social care.
To provide care once a package is agreed. At that point processing is necessary to perform our contract with you and to meet our legal obligations as a registered care provider.
To consider your job application, where our lawful basis is the steps necessary to enter into an employment contract, and our legal obligations relating to safe recruitment.
To send you marketing, only where you have given separate, optional consent. You can withdraw that consent at any time without affecting your enquiry.
To keep the website secure, which is necessary for our legitimate interests in preventing spam, fraud and abuse.

Who we share it with

We do not sell personal information. We share it only where we need to:

service providers who host this website and deliver enquiry emails to us, who act on our instructions under a written contract;
health and social care professionals involved in someone's care, where that is appropriate and lawful;
regulators such as the Care Quality Commission, and other bodies where we have a legal duty to disclose, including safeguarding responsibilities.

How long we keep it

Enquiries that do not proceed to care are kept only as long as needed to deal with the enquiry and any follow-up, and are then deleted. Records relating to care we have provided are kept for the period required by our regulatory and legal obligations.

Requires review before launch

Specific retention periods need to be inserted here, for example how long unsuccessful enquiries are held, and the retention period applied to care records and recruitment files.

How we protect it

The website is served over an encrypted connection. Enquiries are delivered to a controlled inbox that only authorised staff can access. Staff are trained on confidentiality and data protection as part of induction.

Your rights

You have the right to:

ask what personal information we hold about you, and get a copy;
have inaccurate information corrected;
ask us to delete information, or restrict how we use it, in certain circumstances;
object to processing based on our legitimate interests;
withdraw consent at any time where we rely on consent;
ask for information to be transferred to another provider.

To exercise any of these rights, contact us using the details above. If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk, though we would appreciate the chance to put things right first.

Changes to this policy

If we change how we use personal information we will update this page and change the date at the top.