Privacy Policy

Last updated: 3 October 2026

1. Data Controller & Introduction

Trinity Havens Ltd is the Data Controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Trinity Havens Ltd is registered in England and Wales under Company Registration Number 11427962, with our registered office at Unit 30, Flexspace Business Centre, Battlefield Enterprise Park, Stafford Drive, Shrewsbury, SY1 3FE. We are registered with the Care Quality Commission (Location ID: 1-27216741196) for Personal Care.

If you have any questions regarding how your data is handled, you may reach our designated Privacy Contact at enquiries@trinityhavens.com or write to our registered office address.

2. Data We Collect

We may collect and process the following categories of information:

Identity & Contact Data: Name, telephone number, email address, postal address, and postcode provided when completing our initial enquiry form or contacting our team.
Enquiry & Support Preferences: Broad types of support requested (e.g. personal care, companionship, meal support, respite), preferred contact times, and non-sensitive notes.
Technical Data: Internet protocol (IP) address, browser type and version, time zone setting, and operating system collected for website security, spam prevention, and diagnostics.

Special Category Data: Our website initial enquiry form is deliberately designed not to request detailed medical diagnoses, care records, or medication lists. Detailed health information is gathered only during subsequent, confidential in-person care assessments with explicit legal basis and consent.

3. Purposes & Legal Basis for Processing

We process your personal information for the following purposes and under the following legal bases:

Responding to Enquiries (Legitimate Interests / Consent): To answer your care questions and coordinate a no-obligation initial discussion or home care assessment.
Service Delivery & Care Planning (Contractual & Vital Interests): Where care services are formally agreed upon following assessment.
Legal & Regulatory Compliance (Legal Obligation): To meet statutory requirements imposed by the Care Quality Commission, local safeguarding authorities, and health and social care legislation.
Site Security & Anti-Spam (Legitimate Interests): To protect our website and systems against automated bots, fraud, and cyber threats.

4. Who We Share Data With

We do not sell, rent, or trade your personal data. We disclose personal data only on a strictly need-to-know basis to:

Hosting & Cloud Infrastructure: Secure web hosting and server providers maintaining UK/EEA data centres.
Communications & Email Providers: Secure business email providers facilitating encrypted message delivery.
Care Management / AIM Platform: Dedicated care software platforms (when connected) used for scheduling, auditing, and client records management under strict data processor agreements.
Technical Support: Authorised IT maintenance personnel operating under confidentiality agreements.
Professional Advisers: Accountants, legal counsel, or compliance consultants bound by professional confidentiality.
Regulators & Safeguarding Bodies: The Care Quality Commission (CQC), local council adult social care teams, or emergency services where legally required or to prevent harm.

5. Data Hosting & International Transfers

All website data and enquiry records are hosted within the United Kingdom and European Economic Area (EEA). We do not permit unrestricted access to personal data by overseas developers or third parties. Any remote technical administration is conducted over encrypted connections with multi-factor authentication and role-based access controls.

6. Automated Decision-Making

We do not use automated decision-making or automated profiling. Every enquiry received via our website is reviewed personally by a member of the Trinity Havens team.

7. Data Retention & Security

We implement appropriate technical and organisational security measures to protect personal data against unauthorised access, alteration, or disclosure. Initial enquiries that do not result in an ongoing care package are safely disposed of after 12 months. When a care package is initiated, records are retained in compliance with statutory health and social care retention schedules.

8. Your Rights & How to Complain

Under UK data protection law, you have rights including:

Right of Access: Request a copy of your personal data.
Right to Rectification: Request correction of inaccurate information.
Right to Erasure: Request deletion of your data where no overriding legal obligation exists.
Right to Restrict or Object: Restrict or object to specific processing activities.

To exercise any of these rights, please contact our Privacy Contact at enquiries@trinityhavens.com.

If you are not satisfied with our response or believe your data has been handled unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK data protection supervisory authority:
Website: ico.org.uk | Helpline: 0303 123 1113.

9. Recruitment & Job Applications

When you apply for a care role through our website, we collect the details you submit (name, contact information, town and postcode, role and availability preferences, notes, and your CV) for the purpose of assessing your application and contacting you about it. Recruitment enquiries are handled by recruitment@trinityhavens.com.

We process application data to take steps at your request prior to entering an employment contract, and to meet our legal obligations (for example right-to-work and DBS checks). CVs and application details are kept only as long as needed for recruitment purposes and any resulting employment records — unsuccessful applicants' data is deleted within 12 months unless you ask us to keep it on file. Your rights under section 8 apply to recruitment data as well.