Your Privacy Matters
This is the Privacy Notice of Haven Respite Ltd, a care coordination company supporting carers and families across the UK.
As part of the services we offer, including matching carers with respite support (Buddies), we are required to process personal data about our clients, staff, self-employed care professionals (Buddies), and, in some instances, their friends or relatives.
"Processing" means collecting, recording, organising, storing, sharing, or securely destroying data.
We're committed to being transparent about how we use personal data, why we need it, and your rights in relation to it.
Questions or concerns? Contact us at contact@havenrespite.co.uk
Quick Navigation
Carers, Clients & Families
What data do we collect?
- Basic details (name, address, contact info, date of birth)
- Next of kin or emergency contact
- Financial or funding information
- Support preferences and scheduling needs
Special Category Data:
- • Health conditions relevant to care
- • Cultural or religious considerations
- • Access needs or support history
Why do we collect it?
- Match you with appropriate Buddies
- Coordinate respite bookings and safe handovers
- Meet legal obligations under Health and Social Care Act 2012
Lawful Bases:
- • Legal obligation (e.g. safeguarding)
- • Public interest (e.g. safe care planning)
- • Consent (e.g. sharing care needs with a Buddy)
Buddies (Employed and Self-Employed Care Workers)
What data do we collect?
- Full name, address, contact details
- Right to work, ID, UTR or payroll details
- DBS check, qualifications and training status
- Work preferences, availability and travel range
- Emergency contact
- Optional: profile photo and bio for matching
Why do we collect it?
- Confirm your identity and eligibility to work
- Match you safely with clients
- Meet legal and safeguarding obligations
- Pay or process you through our umbrella partner
Lawful Bases:
- • Legal obligation (vetting, safeguarding, payroll)
- • Contractual necessity (freelance or PAYE work)
- • Legitimate interest (platform coordination, matching)
- • Consent (optional data such as bios/photos)
Friends, Relatives, or Emergency Contacts
We may hold contact information for people listed as:
This data is held on the lawful basis of legitimate interest and only used when necessary for safety or urgent communication.
Sharing Your Data
We may lawfully share your data with the following partners and authorities on a need-to-know basis:
Where and How We Store Your Data
Storage Methods:
- Secure cloud-based systems
- Encrypted communication platforms
- Password-protected databases
Retention Periods:
Up to 8 years after service ends
Up to 6 years after contract ends
Note: All data is securely deleted or anonymised when no longer required, in line with the NHS Records Management Code of Practice.
Our Website
When visiting www.havenrespite.co.uk:
Anonymous Browsing
We may collect anonymous browsing data via cookies
Contact Forms
We use contact forms to gather enquiries
Third-party Platforms
We use third-party booking or form platforms
You can read more in our Cookie Policy or by contacting us directly.
Your Rights Under UK GDPR
Access
Access your personal data
Correction
Request corrections to inaccurate data
Deletion
Request deletion of data where applicable
Withdraw Consent
Withdraw consent (where processing is based on consent)
Restrict Processing
Restrict or object to processing in some cases
Lodge Complaint
Lodge a complaint with the ICO if concerned
Contact Us
Exercise Your Rights
Email: privacy@havenrespite.co.uk
General Enquiries
Email: contact@havenrespite.co.uk
ICO Registration
We are registered with the Information Commissioner's Office (ICO) for GDPR compliance.
Registration Number: ZB939133
Learn more about ICO →National Data Opt-Out (NHS)
At present, Haven Respite does not share data for planning or research purposes covered by the National Data Opt-Out. We review this annually.