Privacy Policy for DomCare Portal

This Privacy Policy explains how DomCare Limited collects, uses, stores and shares information when you use the DomCare Portal mobile application and related services.

1. Scope of this Privacy Policy

This Privacy Policy applies specifically to the DomCare Portal app and any related services provided by DomCare Limited through the app.

2. Information We Collect

Depending on how you use the app, we may collect and process the following categories of information:

• Account information, such as your name, email address, phone number, login details, user ID, and role within the service
• Profile information, such as profile photo, onboarding information, employment or applicant details where relevant
• Care-related information, where relevant to authorised users, such as care records, notes, schedules, medication-related records, visit information, documents and service information
• Uploaded files and documents, such as forms, ID documents, training records, payslips, policies, certificates, and other files submitted through the app or portal
• Device and technical information, such as device type, operating system, app version, browser type, IP address, log data, and diagnostic information
• Usage information, such as how you interact with the app, pages or features used, and actions taken within the app
• Notifications and communication data, where push notifications, email or SMS messages are used in connection with the app
• Location or time-related information, if used by the app for attendance, visit logging, safeguarding, service delivery, auditing or fraud prevention purposes

3. How We Use Your Information

We may use your information to:

• Create and manage user accounts
• Provide access to DomCare Portal features and services
• Support care delivery, administration, onboarding, recruitment, payroll, communication, and document management
• Verify identity and maintain account security
• Send service-related notifications, updates, reminders, and important account communications
• Monitor app performance, fix issues, and improve our services
• Maintain audit trails, safeguard service users and staff, and prevent misuse, fraud or unauthorised access
• Comply with legal, regulatory, safeguarding, employment, tax, payroll, health and social care, and compliance obligations

4. Lawful Basis for Processing

Where applicable under UK data protection law, we process personal data on the basis of one or more lawful grounds, including performance of a contract, compliance with legal obligations, legitimate interests, consent where required, and where necessary for health or social care administration and safeguarding obligations.

5. How We Share Information

We do not sell personal data. We may share information only where necessary with:

• Our authorised staff, administrators, managers, and support personnel
• Service providers and technical platforms that help us operate the app and related systems, such as cloud hosting, authentication, storage, communications, analytics, or support tools
• Regulators, safeguarding bodies, local authorities, healthcare professionals, payroll providers, insurers, legal advisers, or other third parties where required or permitted by law
• Law enforcement, courts, regulators, or government authorities where disclosure is required to comply with legal obligations or protect rights, safety, and security

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including service delivery, account administration, safeguarding, legal, regulatory, tax, payroll, employment, care record-keeping, dispute resolution, fraud prevention, and audit requirements.

Retention periods may vary depending on the type of data and the legal or operational reason for keeping it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your circumstances and applicable law, you may have rights to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of your account or personal data, where applicable
• Request restriction of processing
• Object to certain types of processing
• Request transfer of certain data
• Withdraw consent where processing is based on consent
• Lodge a complaint with a relevant supervisory authority

9. Account Deletion

If you want to request deletion of your DomCare Portal account, please visit our account deletion page:

https://domcare.co.uk/delete-account/

When a valid deletion request is received and verified, we will delete the account and associated data unless certain information must be retained for legitimate legal, regulatory, safeguarding, security, fraud prevention, payroll, employment, care, or compliance reasons.

10. Children

DomCare Portal is not intended for general use by children. If we become aware that personal data has been collected from a child inappropriately or without required authority, we will take appropriate steps to review and address the issue.

11. International Transfers

Where we use service providers or systems that process data outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place where required by applicable law.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

13. Contact Us

Effective date: 19 April 2026