Privacy Policy

Careflare is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect personal information when you use the Careflare website, platform, and related services.

Who we are

Careflare is a reporting and organisational learning platform designed to support incident reporting, trend monitoring, and operational oversight within social care organisations.

For the purposes of UK data protection law, Careflare acts as a data controller in relation to personal data collected through the website and platform.

Information we may collect

Depending on how the platform is used, Careflare may collect and process information including:

Account and organisation information

• Names

• Email addresses

• Organisation details

• Home or service information

• User roles and permissions

Incident reporting information

Information submitted through incident reporting forms may include:

• Incident descriptions

• Operational details

• Locations

• Dates and times

• Near misses

• Learning and improvement records

• Staff-submitted observations or concerns

Careflare is designed to minimise unnecessary personal or sensitive data wherever possible.

Technical and usage information

We may collect technical information including:

• Browser type

• Device information

• IP addresses

• Login activity

• Website usage data

• Session and performance information

This information helps us maintain platform security, functionality, and performance.

How we use information

We use information to:

• Provide access to the platform

• Support incident reporting and operational oversight

• Monitor trends and reporting activity

• Support organisational learning workflows

• Improve platform functionality and user experience

• Maintain security and prevent misuse

• Communicate with users and organisations

• Meet legal or regulatory obligations where applicable

Careflare is designed to support organisational review and learning processes and does not replace professional judgement or organisational responsibility.

Legal basis for processing

Depending on the context, Careflare may process personal information under one or more lawful bases including:

• Legitimate interests

• Contractual necessity

• Legal obligations

• Consent where appropriate

Organisations using Careflare remain responsible for ensuring they use the platform in accordance with their own legal, regulatory, and organisational obligations.

Data storage and security

Careflare uses cloud-based systems and third-party providers to securely store and process information.

We take reasonable technical and organisational measures to help protect data against:

• Unauthorised access

• Loss

• Misuse

• Disclosure

• Alteration

No online platform can guarantee absolute security, but we are committed to maintaining appropriate safeguards and responsible data handling practices.

Third-party providers and systems

Careflare may use trusted third-party platforms and services to support website functionality, hosting, communications, authentication, analytics, payments, automation, and platform operations.

These providers may include:

• Airtable

• Softr

• Tally

• Stripe

• OpenAI services

• Google services

• Hosting and infrastructure providers

Third-party providers process data in accordance with their own privacy and security policies.

International data transfers

Some third-party providers used by Careflare may process data outside the United Kingdom.

Where international transfers occur, we aim to ensure appropriate safeguards are in place in accordance with applicable data protection laws.

Data retention

We retain information only for as long as reasonably necessary to:

• Provide services

• Support organisational reporting and learning

• Meet legal or regulatory obligations

• Resolve disputes

• Maintain platform integrity and security

Retention periods may vary depending on organisational settings, legal requirements, and operational needs.

Your rights

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

• Access to your personal information

• Correction of inaccurate information

• Deletion of personal information

• Restriction of processing

• Objection to processing

• Data portability

• Withdrawal of consent where applicable

Requests may be subject to legal, regulatory, or operational limitations.

Cookies and website technologies

Careflare may use cookies and similar technologies to support website functionality, platform security, analytics, and user experience.

Please refer to our Cookies Policy for further information.

Children’s privacy

Careflare is designed for organisational and professional use and is not intended for use by children.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to the platform, services, technologies used, or legal requirements.

Any updates will be published on this page.

Contact us

If you have any questions about this Privacy Policy or how Careflare handles personal information, please contact us using the contact details provided on our website.