Last updated: 20 August 2026 · Version 4.0

1. About this notice

Compassionate Care Day Services Ltd ("we", "us", "our") provides day services for adults with learning disabilities, including activities, community engagement and door-to-door transport. To do that we hold information about the people who attend our service, their families and representatives, and people who contact or visit us.

This notice explains what information we hold, why we hold it, who we share it with, how long we keep it, and what rights you have. It applies to:

• people who use our service, and their families, carers and representatives

• people who enquire about our service

• professionals we work with, such as social workers and health staff

• visitors to our website

Our staff, workers and job applicants are covered by a separate staff privacy notice, available on request.

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2. Who is responsible for your information

We are the data controller for the information described in this notice.

Company: Compassionate Care Day Services Ltd

Registered in England and Wales, company number: 14214402

Registered office: St Thomas Hall, Longford Road, Longford, Coventry, CV6 6DR

ICO registration number: ZB514879

Data protection contact: Hassan Hanif, Director

Email: hassan@compassionatecaredayservices.co.uk

Telephone: 07885 432 397

We are not required to appoint a statutory Data Protection Officer, but the person named above is responsible for data protection and is your first point of contact for any question about your information.

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3. What information we hold

About people who use our service

• Name, date of birth, address, telephone number and email address

• Next of kin, family contacts, and details of any attorney, deputy or advocate

• Support plans, needs assessments and daily records

• Health information, including diagnoses, disabilities, allergies, dietary requirements, epilepsy or seizure plans, mobility and continence needs

• Medication information, where we support a person with medication

• Communication needs and preferences

• Behaviour support plans and risk assessments

• Information about mental capacity and any best interests decisions

• Attendance records and transport arrangements, including pick-up and drop-off addresses

• Accident, incident and safeguarding records

• Funding and placement information, and the name of the placing local authority

• Photographs and video, where consent has been given

• Complaints and correspondence

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About families, representatives and enquirers

• Name, relationship to the person using our service, and contact details

• Correspondence with us

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About website visitors

• Information you provide through our enquiry form

• Technical information collected by cookies, described in section 10

Special category and criminal offence information

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Much of what we hold is "special category" information under data protection law, because it concerns health and disability. We may also hold information about ethnicity, religion or belief where this is relevant to dietary, cultural or communication needs. Occasionally we hold information relating to criminal offences, for example where it forms part of a risk assessment shared with us by a placing authority. This information is subject to the additional protections described in section 4.

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4. Why we use your information, and our legal basis

Data protection law requires us to have a lawful basis for using personal information, and an additional condition for special category information. Ours are set out below.

To provide and manage day services — assessing whether we can meet someone's needs, planning and delivering support, arranging transport, keeping daily records.

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• Lawful basis: performance of a contract, or our legitimate interests in operating the service where the contract is with a local authority rather than the individual

• Special category condition: provision of health or social care under Article 9(2)(h) of the UK GDPR, together with the condition at paragraph 2 of Schedule 1 to the Data Protection Act 2018.

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To keep people safe and meet safeguarding responsibilities — recognising and reporting concerns, cooperating with enquiries under section 42 of the Care Act 2014, and sharing information with the local authority and other partners where there is a risk of harm.

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• Lawful basis: legal obligation, and our legitimate interests in protecting adults at risk

• Special category condition: substantial public interest — safeguarding of children and of individuals at risk, at paragraph 18 of Schedule 1 to the Data Protection Act 2018.

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We may share safeguarding information without your consent where it is necessary to protect someone from harm. We will normally tell you when we do this, unless doing so would increase the risk to the person concerned or prejudice an investigation.

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In an emergency — contacting emergency services, family or health professionals.

• Lawful basis and condition: vital interests, where someone is physically or legally incapable of giving consent

To meet our legal and regulatory duties — health and safety, accident reporting, insurance, employment law, tax and company law.

• Lawful basis: legal obligation

• Special category condition: legal claims, or substantial public interest, as applicable

To respond to enquiries and complaints.

• Lawful basis: legitimate interests in responding to people who contact us

To use photographs and video on our website and social media.

• Lawful basis and condition: explicit consent, which can be withdrawn at any time. Where a person lacks capacity to consent, we will follow the Mental Capacity Act 2005 and make a best interests decision in consultation with their representative

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To send information about our service, activities and events.

• Lawful basis: consent. You can opt out at any time by contacting us or using the unsubscribe link

Where we rely on a Schedule 1 condition, we maintain an Appropriate Policy Document as required by Part 4 of Schedule 1 to the Data Protection Act 2018. A copy is available on request.

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5. Where we get information from

We collect most information directly from the person using our service and their family. We also receive information from:

• placing local authorities, including social workers and care managers

• health professionals, including GPs, community nurses and specialist teams

• advocates and representatives including parents/guardians

• previous or other care providers, where a person moves to us

• previous schools if service user has left education recently

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6. Who we share information with

We do not sell personal information, and we do not share it for marketing purposes. We share information only where there is a lawful reason to do so, with:

• Placing local authorities, including Coventry City Council and other councils that commission places, for care management, funding, contract monitoring and safeguarding

• Health and social care professionals involved in a person's care

• Emergency services, where there is a risk to life or health

• Advocates, attorneys and deputies acting for a person

• Safeguarding partners, including the local authority safeguarding team and the police, where a concern is raised

• Our staff and transport drivers, on a need-to-know basis

• Professional advisers, such as our insurers, accountants and legal advisers

• IT and service providers who process information on our behalf under written contracts, including our website host and email provider

• Regulators, courts and public bodies, where we are required to disclose by law

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7. Storing information outside the UK

Some of our IT providers store or process information outside the United Kingdom. Where this happens, we make sure the transfer is protected by one of the safeguards permitted by data protection law, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum. Care records themselves are held within the UK.

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8. How long we keep information

We keep information only for as long as we need it.

Type of recordHow long we keep it

Care and support records 8 years after our last contact with the person

Safeguarding recordsIn line with the placing authority's requirements, normally at least 6 years after the case is closed

Accident and incident records3 years from the date of the last entry

Enquiries that do not result in a placement12 months

Contracts and financial records6 years plus the current financial year

Photographs and video used with consentUntil consent is withdrawn, or 3 years, whichever is sooner

Website enquiry form submissions12 months

Retention periods follow the Records Management Code of Practice 2021 and any longer periods required by the local authorities that commission our places. When a retention period ends, we securely destroy the records.

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9. Your rights

You have the following rights in relation to your information. Some apply only in particular circumstances, and we will explain if a right does not apply to your request.

• Access — to be told what information we hold about you and to receive a copy

• Rectification — to have inaccurate information corrected, or incomplete information completed

• Erasure — to have information deleted. This right is limited, and does not usually apply to care records we are required to keep

• Restriction — to ask us to limit how we use your information while a query is resolved

• Portability — to receive certain information in a machine-readable format, where we rely on consent or contract and the processing is automated

• Objection — to object to processing based on our legitimate interests, and to object to direct marketing at any time

• Withdrawal of consent — where we rely on consent, such as for photographs or marketing, you can withdraw it at any time. This does not affect anything we did before you withdrew it

• Complaint — to complain to us and to the Information Commissioner's Office

We do not make any decisions about people using automated processing alone.

If you are making a request on behalf of someone who uses our service, we will need to see evidence of your authority to act, such as a lasting power of attorney or a deputyship order, or we will consider the request under the Mental Capacity Act 2005.

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10. How to make a request

Write to us at St Thomas Hall, Longford Road, Longford, Coventry, CV6 6DR, or email hassan@compassionatecaredayservices.co.uk.

There is no charge. We will ask you to confirm your identity, and we will respond within one month of receiving your request and any identification we need. If your request is complex or you have made several requests, we may extend this by up to a further two months, and we will tell you within the first month if we need to do so.

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11. Cookies

Cookies are small files placed on your device when you visit a website. Our site is built on Wix and uses the following:

TypePurposeConsent needed

EssentialSecurity, load balancing and remembering your cookie choices. The site will not work properly without theseNo

AnalyticsGoogle Analytics, which tells us how many people visit, which pages they view and how long they stayYes

FunctionalRemembering preferences such as languageYes

Non-essential cookies are only set once you have given consent through the banner shown when you first visit. You can change or withdraw your choices at any time using the cookie settings link on the site, or by clearing cookies in your browser settings. Withdrawing consent does not affect the site's basic functions.

Information about the cookies used by Google Analytics is available from Google's developer documentation.

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12. Other websites

Our website contains links to other sites. This notice does not cover those sites, and we are not responsible for their content or their handling of your information. Please read their own privacy notices.

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13. Complaints

If you are unhappy with how we have used your information, please contact us first so we can put it right. We will acknowledge your complaint and tell you the outcome.

You can also complain to the Information Commissioner's Office at any time:

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

Telephone: 0303 123 1113 (Monday to Friday, 9am to 5pm, excluding bank holidays) Website: ico.org.uk

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14. Changes to this notice

We review this notice at least annually and whenever our processing changes. The version number and date at the top of the page show when it was last updated. Where changes are significant, we will tell people who use our service directly.

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