Privacy Policy

1. Who we are

Betna Agencies Ltd(“we”, “us”, “our”) is a home care provider registered in England & Wales and regulated by the Care Quality Commission (CQC). We are committed to protecting and respecting your privacy in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the “data controller” responsible for your personal data. Our registered office is Office 12, Sovereign House, 184 Nottingham Road, Nottingham, NG7 7BA.

2. Information we collect

We may collect and process the following types of information:

• Identity & contact details — name, date of birth, address, telephone number and email address.
• Health & care information — medical history, medication, care needs, GP details and care plans (for clients).
• Next of kin & representatives — contact details for family members or appointed representatives.
• Recruitment information — CV, references, right-to-work documents and DBS checks (for job applicants and staff).
• Enquiry information — details you provide through our contact and enquiry forms.
• Website data — limited technical data such as your browser type and pages visited (see Cookies below).

3. How we use your information

We use your personal information to:

• Assess care needs and deliver safe, person-centred care.
• Respond to enquiries and arrange care assessments.
• Manage our relationship with clients, families and staff.
• Process recruitment applications and employ care workers.
• Meet our legal, regulatory and CQC obligations.
• Improve our services and the quality of care we provide.

4. Lawful basis for processing

We only process your personal data where we have a lawful basis to do so. Depending on the circumstances, this may include:

• Consent — where you have given clear consent for us to process your data for a specific purpose.
• Contract — where processing is necessary to provide care services under an agreement with you.
• Legal obligation — where we must process data to comply with the law or regulatory requirements.
• Vital interests— where processing is necessary to protect someone's life or wellbeing.
• Legitimate interests — where processing is necessary for our legitimate business interests and does not override your rights.

5. Special category data

As a care provider, we process health and other sensitive (“special category”) data. We do this on the basis that it is necessary for the provision of health and social care, and for reasons of substantial public interest, in line with the UK GDPR and Data Protection Act 2018. This data is handled with additional safeguards and strict confidentiality.

6. How we share your information

We never sell your personal data. We may share your information, only where necessary, with:

• Care workers directly involved in delivering your care.
• Healthcare professionals such as GPs, district nurses and hospitals.
• Local authorities and the NHS where care is funded or commissioned.
• Regulators including the Care Quality Commission, where legally required.
• Trusted service providers (for example secure IT systems) who act on our behalf under strict data protection agreements.

7. How long we keep your data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet our legal and regulatory obligations. Care records are retained in line with the relevant Department of Health and Social Care and NHS records management retention guidelines. When data is no longer needed, it is securely destroyed.

8. How we protect your data

We take the security of your data seriously and use appropriate technical and organisational measures to prevent unauthorised access, loss or misuse. These include secure storage, access controls, staff training and confidentiality agreements. Where data is held electronically, it is protected using industry-standard security measures.

9. Your rights

Under data protection law, you have the right to:

• Be informed about how your data is used.
• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data in certain circumstances.
• Restrict or object to certain processing.
• Request the transfer of your data (data portability).
• Withdraw consent at any time, where consent is the lawful basis.

To exercise any of these rights, please contact us using the details below. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

10. Cookies & website data

Our website uses a minimal amount of essential data to function correctly and to understand how visitors use the site so we can improve it. We do not use intrusive tracking or sell website data. You can control cookies through your browser settings at any time.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be published on this page with a revised “last updated” date.

12. How to contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us: