Companionship Form A Privacy Notice
This notice explains how Clarus Healthcare LTD. uses information submitted through the Companionship Initial Enquiry form.
Who we are and how to contact us
Clarus Healthcare LTD. is the data controller for the information submitted through the Clarus Companionship: Initial Enquiry form. Our operating address is Whittington Hall, Whittington Road, Worcester WR5 2ZX. Our ICO registration number is ZC038962. You can contact our Data Protection Lead at dpo@clarushealthcare.co.uk or telephone 01905 918 478.
What we collect
This form collects the contact and enquiry information you choose to provide: your name, telephone number, email address where supplied, your relationship to the person interested, the interested person’s name where applicable, broad age range, general companionship interests, broad location, existing-care answers, and contact preferences. The optional free-text field should not contain medical, medication, financial or access information.
Why we use the information and our lawful basis
| Purpose | Information used | Lawful basis |
|---|---|---|
| Respond to the enquiry | Identity, contact details, enquiry interests, broad location and contact preference. | Legitimate interests: to respond to a request for information, consider a suitable companionship route and communicate safely with the person making the enquiry. |
| Manage a possible companionship next step | General support interests, timing, existing-care answers, consent / authority information and contact details. | Legitimate interests: to administer and document proportionate service-enquiry decisions. Where a contract is later considered, we may also process information to take steps at the requester’s request before entering into an arrangement. |
| Protect people, systems and records | Minimum enquiry record, system logs and any concern reported through the form. | Legitimate interests: to prevent misuse, maintain security, investigate concerns and protect clients, staff and the organisation. We may also use information where necessary to meet applicable legal obligations. |
| Optional direct marketing | Only the channels and preferences separately selected by the person. | Consent. This is optional, may be withdrawn at any time, and is not needed for Clarus to respond to the Form enquiry. |
Who sees the information
Information is available only to authorised Clarus Healthcare Ltd managers and staff who need it to respond to the enquiry or safely manage approved next steps. We use carefully selected IT, website, form, care-management, communication and finance providers that process information on our behalf under appropriate arrangements. We may share information with emergency services, safeguarding bodies, regulators or other organisations where this is necessary to protect someone, deal with a concern or comply with a legal requirement. We do not sell personal information.
Sensitive information and third-party enquiries
The initial enquiry form is not designed to collect health, medication, financial or other special-category information. Please do not enter it. If such information is sent to us, we will limit access and only use or retain it where necessary and lawful, for example to respond to an immediate safety concern. If you complete the form for someone else, you must be authorised to share their information and should provide only what is needed for this initial enquiry.
How long we keep it
If the enquiry does not lead to a service or another documented operational need, Clarus Healthcare Ltd will keep Form information for up to six months after the last meaningful contact and then securely delete or anonymise it. If a companionship service, free visit, complaint, safeguarding process or another formal record begins, the information may be moved to the relevant secure record and retained under the applicable service / records-retention policy. We may retain limited information for longer where it is necessary to establish, exercise or defend legal claims or meet a legal obligation.
Security and international transfers
Clarus Healthcare Ltd uses appropriate technical and organisational safeguards, including restricted access, secure digital storage and staff privacy training. Clarus Healthcare Ltd does not routinely transfer this Form A information outside the UK. If this becomes necessary, appropriate legal safeguards will be used.
Your rights and complaints
You can ask us to provide a copy of your information, correct inaccurate information, erase information in certain circumstances, restrict processing or object to processing based on legitimate interests. You may withdraw optional marketing consent at any time. Contact dpo@clarushealthcare.co.uk to exercise these rights. If you remain dissatisfied, you may complain to the Information Commissioner’s Office at www.ico.org.uk or call 0303 123 1113.
Automated decision-making
Clarus Healthcare Ltd does not use Initial Enquiry information to make solely automated decisions about you or the person interested. The enquiry is reviewed by a person.