Privacy Policy

Local Village Care is a trading name of Anna Moore. References to "we", "our", or "us" in this policy refer to Anna Moore, trading as Local Village Care.

We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our website and services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We may collect the following types of personal information:

• Contact information: Name, email address, phone number, postcode, preferred contact method, and enquiry source when you submit our contact form or contact us directly
• Lead and enquiry details: Information about care needs, location, family context, follow-up notes, and whether an enquiry becomes a client relationship
• Client and care information: Contact details, addresses, emergency contacts, GP details, care preferences, care plans, visit notes, tasks, consent records, incidents, complaints, safeguarding notes, billing information, and documents shared for care administration
• Website usage data: Anonymous or aggregated analytics and conversion measurement data if you accept non-essential cookies, plus technical security information such as IP address, browser details, request logs, cookie consent status, admin session activity, and audit logs

Care work can involve health, wellbeing, mobility, medication-prompt, safeguarding, and vulnerability information. We treat this as sensitive information and only record what is needed to respond to enquiries, assess whether support is suitable, provide agreed care, keep proper records, manage safety concerns, or meet legal and professional responsibilities.

Care documents uploaded or stored in the admin portal are treated as private care records. They are not intended for public access and should only be viewed by Anna or authorised people with a genuine care, safeguarding, legal, or administrative need.

We use your personal information to:

• Respond to enquiries and manage follow-up in our private lead pipeline
• Assess whether the support requested is suitable for the service Anna provides
• Arrange and deliver care services if you become a client
• Plan visits, write care notes, manage care plans, record tasks, and keep family or agreed contacts informed where appropriate
• Handle consent, safeguarding concerns, incidents, complaints, billing, and record keeping
• Protect the website and private admin portal from misuse, unauthorised access, spam, and security incidents
• Improve our website and services
• Comply with legal obligations

We process your personal data based on:

• Consent: When you submit our contact form, you consent to us using your information to respond to your enquiry and contact you about the support requested
• Legitimate interests: To provide and improve our services, keep a secure lead pipeline, prevent misuse, and manage ordinary business administration
• Contract: To provide care services to clients, or to take steps before agreeing care
• Sensitive care information: Where health, wellbeing, safeguarding, or other care information is needed, we also rely on relevant UK GDPR special category conditions, such as health or social care, safeguarding, vital interests, legal claims, or substantial public interest where applicable
• Legal obligation: Where required by law, safeguarding, accounting, tax, or regulatory responsibilities

We do not sell your personal information to third parties. We may share your information with:

• Email providers who help us send and receive enquiry messages
• Website, database, hosting, private storage, and security providers who help run the website and admin portal
• Analytics and advert conversion measurement providers, only where configured and subject to your cookie choice
• Family members, emergency contacts, GPs, healthcare professionals, safeguarding teams, emergency services, or local authorities where necessary for care, safety, safeguarding, or legal reasons
• Accountants, insurers, legal advisers, or public authorities where needed for business, tax, legal, or insurance purposes

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or destruction. Our website uses HTTPS encryption for secure data transmission.

The admin portal is private, protected by authentication, marked as noindex, and used to manage care records, lead records, visit notes, documents, and audit logs. New care document uploads use private storage and authenticated download routes. Access to care information should be limited to what is necessary for care, safeguarding, legal, or administrative purposes.

We retain enquiry and lead records for up to 2 years unless you become a client, ask us to delete them sooner, or there is a legal, safeguarding, complaint, or insurance reason to keep them for longer.

Client care records, visit notes, documents, consent records, incidents, complaints, safeguarding records, invoices, and audit logs are kept only for as long as needed for care, accountability, safeguarding, legal, tax, insurance, or dispute purposes. Accounting and legal records may normally be kept for up to 6 years.

We review records before deletion where there may be an open safeguarding concern, complaint, unpaid invoice, insurance issue, legal claim, or regulatory reason to keep them for longer. When information is no longer needed, it should be securely deleted, anonymised, or archived with restricted access.

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Request restriction of processing
• Object to processing of your data
• Data portability
• Withdraw consent at any time

To exercise these rights, please contact us using the details below.

You also have the right to complain to the Information Commissioner's Office if you are unhappy with how your personal data is handled.

If you have questions about this Privacy Policy or wish to exercise your data rights, please get in touch:

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