Last updated: August 2026
1. Introduction
CareLoop360 ("we", "us", "our") is a care management platform that helps care providers manage scheduling, payroll, and staff communication. This Privacy Policy explains how we collect, use, and protect personal data when you use our platform.
2. Data We Collect
We may collect and process the following categories of personal data:
- Account information: name, email address, and role within your organisation.
- Care worker records: contact details, employment information, and scheduling data.
- Service user records: care needs, contact details, and care delivery records.
- Family member information: name, email, and relationship to service users.
- Operational data: timesheets, mileage logs, and visit notes.
- Technical data: IP address, device information, and usage analytics.
3. How We Use Your Data
We process personal data for the following purposes:
- To provide and manage the CareLoop360 platform and its features.
- To schedule care visits and manage staff rotas.
- To process payroll and timesheet submissions.
- To facilitate communication between care staff, office staff, and family members.
- To maintain care records for compliance with regulatory requirements.
- To improve and develop our services.
4. Legal Basis for Processing
We process personal data under the following legal bases: performance of a contract, compliance with legal obligations (including CQC and care regulations), legitimate interests in operating the platform, and consent where applicable.
5. Data Sharing
We do not sell your personal data. We may share data with authorised personnel within your organisation who need access for care delivery and administration. We may also share data with third-party service providers who support our platform operations, under appropriate data processing agreements.
6. Data Security
We implement appropriate technical and organisational measures to protect personal data, including encryption in transit and at rest, role-based access controls, and regular security reviews. Access to personal data is restricted to authorised personnel only.
7. Data Retention
We retain personal data for as long as necessary to fulfil the purposes outlined in this policy and to comply with legal and regulatory requirements. Care records are retained in accordance with applicable care sector regulations.
8. Your Rights
Under UK GDPR and the Data Protection Act 2018, you have the right to:
- Access your personal data.
- Request correction of inaccurate data.
- Request erasure of your data (subject to legal obligations).
- Object to or restrict certain processing.
- Data portability.
- Withdraw consent at any time (where processing is based on consent).
9. International Transfers
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify users of significant changes and update the "Last updated" date above.
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact your organisation administrator or the CareLoop360 support team.