Privacy Policy

Companionship Services Ltd
Last updated: 1 November 2026

At Companionship Services Ltd, we understand that trusting someone to support you or somebody you care about also means trusting them with personal information.

We take that responsibility seriously. This Privacy Notice explains what information we collect, why we need it, how we use and protect it, who we may share it with and the rights you have over your information.

Companionship Services Ltd is the data controller responsible for the personal information covered by this notice.

Who We Are

Companionship Services Ltd provides companionship and practical support designed to help people remain connected, independent and living well for longer.

For questions about this Privacy Notice or how we use your personal information, please contact:

Privacy Contact:
Companionship Services Ltd
Email: info@companionship-services.com

Who This Privacy Notice Applies To

Information We May Collect

Photography, Video and Marketing

How We Obtain Personal Information

Why We Use Personal Information

Our Lawful Bases for Using Personal Information

Health and Other Sensitive Information

How We Manage Client Information

Who We May Share Information With

International Transfers

How Long We Keep Your Information

How We Protect Your Information

Your Data-Protection Rights

Withdrawing Your Consent

Providing Information to Us

Automated Decision-Making

Questions or Concerns

Changes to This Privacy Notice

This notice may apply to: Current and prospective clients Family members, representatives and emergency contacts People enquiring about our services Colleagues and job applicants Professional contacts and referral partners Suppliers and service providers Visitors to our website People who contact or engage with us through social media People who agree to participate in photography, video or marketing materials Where appropriate, we may provide additional privacy information when we collect particular types of information.

The information we collect depends on your relationship with us and why we need the information. Personal and Contact Information This may include: Name Address Telephone number Email address Date of birth, where relevant Emergency contact details Details of family members or representatives involved in arranging support Information About Our Companionship Services To arrange and provide our services appropriately, we may collect: Service requirements and preferences Dates and times of visits Companionship notes or visit reports Interests, routines and preferences Communication requirements Mobility or accessibility information Relevant information about home or living arrangements Information necessary to plan and safely provide companionship Communications between us, clients, family members or representatives Health and Wellbeing Information Sometimes we may need relevant information about a person's health, wellbeing, mobility, memory or other circumstances so that we can provide appropriate and safe companionship. Health information may be classed as special category personal data and receives additional protection under data-protection law. We only seek information that is relevant and necessary for the purpose for which it is required. Financial and Administrative Information This may include: Billing and invoicing details Records of payments Information about services purchased Correspondence relating to accounts Information required for financial and business administration Recruitment and Colleague Information If you apply to work with us or become a colleague, we may collect information including: CV and application information Employment history References Qualifications and training Right-to-work information DBS information where applicable Contact and emergency-contact details Information necessary to manage our working relationship Additional privacy information may be provided to applicants and colleagues where appropriate. Website and Enquiry Information When you contact us through our website, telephone, email or another communication channel, we may collect: Your name and contact details Details of your enquiry Information you choose to provide Technical website information collected through cookies or similar technologies, where applicable

Where you voluntarily agree to participate in photography or filming, we may process: Photographs Video footage Your image Your voice Approved identifying information Records of the consent you have provided We will explain how we intend to use the material when asking for your consent. Depending on what you specifically agree to, photographs or video may be used on our website, social media, printed or digital marketing, presentations or other agreed communications. Where we rely on your consent, you may withdraw that consent for future processing at any time.

We may receive information: Directly from you From a family member or authorised representative From somebody making an enquiry on your behalf From a residential or other care provider, where appropriate From a healthcare, community or referral professional, where appropriate Through our website or other communication channels From referees during recruitment From prospective or existing colleagues From other appropriate sources where there is a lawful reason for us to receive the information Where information is provided by somebody other than the person it relates to, we will handle it in accordance with applicable data-protection requirements.

We may use personal information to: Respond to enquiries Assess whether our companionship service is suitable Arrange and provide companionship services Match clients with suitable companions Plan and manage visits Communicate with clients, families and authorised representatives Provide agreed visit updates Help us provide services appropriately and safely Manage bookings, cancellations and changes Maintain appropriate service and business records Issue invoices and administer payments Respond to questions, complaints or concerns Recruit and manage colleagues Meet contractual and legal obligations Protect our clients, colleagues and business Maintain and improve the quality of our service Communicate with professional and community partners Use photography or video for agreed marketing purposes

UK data-protection law requires us to have a lawful reason for using personal information. Depending on the circumstances, we may rely on: Contract Where processing is necessary to provide a service you have requested, enter into an agreement with you or fulfil our contractual obligations. Legal Obligation Where we need to use information to comply with a legal obligation. Legitimate Interests Where processing is necessary for a legitimate business or service-related purpose and those interests are not overridden by your rights and interests. This may include appropriately administering our services, maintaining records, responding to enquiries, protecting our organisation and communicating with relevant professional contacts. Consent Where we have specifically asked for your permission, including certain photography, video or marketing activities. Where we rely on consent, you can withdraw it. Vital Interests In limited circumstances, information may need to be processed to protect someone's life or physical safety. The lawful basis we rely upon will depend on the information involved and the reason we are using it.

Some of the information we process may be particularly sensitive, including health information. This is known as special category personal data and receives additional protection under UK data-protection law. We will only process this information where we have an appropriate lawful basis, an applicable condition for processing special category data, and where the information is necessary for the relevant purpose.

We use Carepatron as our client management system to help us securely manage information relating to our clients and services. For customer data processed through the platform, Carepatron's UK Data Processing Addendum identifies its customer as the data controller and Carepatron as the data processor. [carepatron.com] Carepatron states that it hosts data using cloud infrastructure provided by Amazon Web Services, Microsoft Azure and Google Cloud. [help.carepatron.com] The use of a specialist client management system does not change our responsibility for determining why and how our clients' personal information is used.

We do not sell your personal information. Where necessary and lawful, we may share relevant information with: Companions or colleagues who need the information to provide or manage the service Authorised family members or representatives Care providers or relevant professionals, where appropriate and lawful Accountants, legal advisers, insurers or other professional advisers Payment, banking or accounting providers Technology and service providers, including our client management system, Carepatron Communications, website and secure data-storage providers Recruitment or background-check providers, where applicable Public authorities, regulators or law-enforcement organisations where required by law Other providers processing information on our behalf We aim to limit information shared to what is appropriate and necessary for the purpose.

Some of the technology and service providers we use operate internationally. This includes Carepatron, our client management provider. Carepatron Ltd is incorporated in New Zealand and its UK Data Processing Addendum provides contractual provisions relating to its processing of UK customer data and relevant international transfers. [carepatron.com] Where personal information is transferred or made accessible outside the UK, we take appropriate steps to ensure that applicable UK data-protection requirements are met and appropriate safeguards are in place where required.

We do not keep personal information for longer than we reasonably need it. How long information is retained will depend on: Why it was collected How long it is needed to provide or administer our service Contractual requirements Legal or regulatory requirements Financial and accounting requirements Safeguarding, complaint or dispute considerations Whether information may be required to establish, exercise or defend a legal claim Different types of information may therefore be kept for different periods. When information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

We take the protection of personal information seriously and use appropriate organisational and technical measures. These may include: Secure storage Password and account controls Restricting access to people who need the information Appropriate security measures Confidentiality and data-protection expectations for colleagues Procedures for safely handling and sharing information Reviewing how information is stored, accessed and managed No system can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.

Depending on the circumstances, you may have the right to: Access personal information we hold about you Correct inaccurate or incomplete information Request deletion of information in certain circumstances Restrict processing in certain circumstances Object to certain uses of your information Request data portability where this right applies Exercise certain rights relating to automated decision-making Not every right applies in every situation. The rights available can depend on why and how we process your information. Where we rely on legitimate interests, you may have the right to object to that processing. You also have the right to object to your personal information being used for direct marketing. To exercise your rights, please contact: Companionship Services Ltd Email: info@companionship-services.com Telephone: 0800 002 5035

Where we rely on your consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing that took place before your consent was withdrawn. To withdraw your consent, contact: Email: info@companionship-services.com Telephone: 0800 002 5035

Some personal information is necessary for us to arrange, administer or safely provide our services, meet legal obligations or fulfil a contract. If necessary information is not provided, there may be circumstances where we are unable to provide or continue a particular service. We aim only to request information that is relevant to the purpose for which we need it.

We do not intend to make decisions about clients based solely on automated processing where those decisions would have legal or similarly significant effects. If this changes, we will update this Privacy Notice as appropriate.

If you have a question or concern about how we use your personal information, please contact us. We would welcome the opportunity to address your concerns. Privacy Contact: Companionship Services Ltd Email: info@companionship-services.com Telephone: 0800 002 5035 You also have the right to raise a concern with the UK's data-protection regulator: Information Commissioner's Office (ICO) Website: ico.org.uk

We may update this Privacy Notice from time to time to reflect changes to our services, how we use personal information or applicable legal requirements. Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals. Last updated: 1 November 2026