Your information
Privacy notice
How we collect, use and protect personal information — written plainly, so you can see exactly what happens to your details.
This notice explains how Lotus Life Health Care Ltd collects, uses and protects personal information. It covers the people we support and their families, people who enquire about our services, job applicants and staff, and visitors to this website.
1. Who we are
We are the data controller for the information described in this notice.
- Registered name: Lotus Life Health Care Ltd
- Company number: 17481126, registered in England and Wales
- Registered office:
- Email: hello@lotuslifehealthcare.co.uk
- Phone:
We are registering with the Information Commissioner's Office (ICO) as a data controller; our registration number will be published here once issued.
2. What information we collect
| Who | What we collect |
|---|---|
| People enquiring about support | Name, phone number, email address, the area you live in, and what you tell us about the support you are looking for. |
| People we support | Contact and next-of-kin details, the agreed support plan, visit records and notes, any risks in the home, preferences and routines, and any health or care information you or your family choose to share with us so we can support you safely. |
| Job applicants and staff | Application details, work history, right-to-work documents, references, DBS check outcome, training records, and the information needed to employ and pay you. |
| Website visitors | Whatever you type into our enquiry or application forms. This site does not use analytics or advertising cookies — see our cookie policy. |
3. Why we use it, and our lawful basis
- To answer your enquiry — our legitimate interests in responding to someone who has contacted us, or taking steps to enter into a contract with you.
- To agree and deliver your support — performance of our contract with you.
- To keep people safe and meet our legal duties — legal obligation (for example safeguarding, health and safety, and employment law) and, where relevant, substantial public interest under UK GDPR Article 9(2)(b) and (h).
- Health and care information — where we need to record health-related information to support you safely, we rely on UK GDPR Article 9(2)(h) (health and social care) or your explicit consent.
- Recruitment — steps prior to entering an employment contract, and our legal obligation to check right to work and carry out safer recruitment checks.
Where we rely on consent, you can withdraw it at any time. That will not affect anything we did before you withdrew it.
4. Where we get information from
Usually directly from you or your family. We may also receive information from a social worker, GP, hospital discharge team or local authority where they are arranging support with you, and from referees and the Disclosure and Barring Service when we recruit.
5. Who we share it with
We do not sell personal information and we do not share it for marketing. We may share it with:
- Health and social care professionals involved in your support, where you have agreed or where it is needed to keep you safe;
- The local authority safeguarding team, the Care Quality Commission, or the police, where we have a safeguarding or legal duty to report a concern;
- Our IT and email providers, who host our systems under a written contract that requires them to protect your information and use it only on our instructions;
- Our insurers, accountants and professional advisers, where necessary.
6. Where your information is stored
Our email and business systems are hosted on servers located in Germany, within the European Economic Area. The UK Government has found the EEA to provide an adequate level of data protection, so no additional transfer safeguards are required. If that ever changes, or if we use a provider outside the UK and EEA, we will put approved safeguards in place such as the UK International Data Transfer Addendum.
7. How long we keep it
| Record | Kept for |
|---|---|
| Enquiries that do not lead to support | 12 months |
| Care and support records | 8 years after our support ends, in line with health and social care records guidance |
| Unsuccessful job applications | 6 months |
| Staff records | 6 years after employment ends |
| Safeguarding records | In line with the local authority safeguarding retention requirements |
8. How we protect it
Access is limited to staff who need it for their role. Accounts are individually named and protected with strong passwords and multi-factor authentication, devices and backups are encrypted, and staff are trained in confidentiality and data protection before they start. We review our security arrangements at least annually.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you (a subject access request);
- have inaccurate information corrected;
- ask us to erase information, or to restrict or object to how we use it, in certain circumstances;
- ask for your information in a portable format where we rely on consent or contract;
- withdraw consent where we rely on it.
To exercise any of these, email us at hello@lotuslifehealthcare.co.uk. We will respond within one month. There is no charge in normal circumstances.
10. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or by calling 0303 123 1113.
11. Changes to this notice
We review this notice at least once a year and whenever our services change. The version and date at the top of the page tell you which version applies.