Privacy Policy

    Last updated: 19 September 2026

    Introduction

    Care Safety Innovations ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our VCC iCON system and visit our website.

    Information We Collect

    Personal Information

    We may collect personal information that you voluntarily provide to us when you:

    • Register for our services
    • Request a demo or trial
    • Contact us for support
    • Subscribe to our newsletter
    • Attend our events

    This information may include your name, email address, phone number, company name, job title, and any other information you choose to provide.

    Care Data

    When using the VCC iCON system, we process care-related data including:

    • Care visit records and documentation
    • Audio and visual recordings of care visits (with appropriate consent)
    • Care plans and assessments
    • Service user information
    • Carer schedules and assignments
    • GPS location data during care visits

    Technical Information

    We automatically collect certain information when you use our services:

    • Device information (type, operating system, unique device identifiers)
    • Log data (IP address, browser type, pages visited)
    • Usage data (features used, time spent, interaction patterns)
    • Cookies and similar tracking technologies

    How We Use Your Information

    We use the information we collect to:

    • Provide, maintain, and improve our services
    • Process and manage care visits
    • Generate care documentation and reports
    • Ensure compliance with regulatory requirements
    • Communicate with you about our services
    • Provide customer support
    • Detect, prevent, and address technical issues
    • Analyze usage patterns to improve our products
    • Send marketing communications (with your consent)

    Legal Basis for Processing (GDPR)

    Under the General Data Protection Regulation (GDPR), we process your data based on:

    • Consent: You have given explicit consent for specific purposes
    • Contract: Processing is necessary for fulfilling our contractual obligations
    • Legal Obligation: We must comply with legal and regulatory requirements
    • Legitimate Interests: Processing is necessary for our legitimate business interests

    Data Sharing and Disclosure

    We may share your information with:

    • Service Providers: Third-party companies that help us operate our services (hosting, analytics, support)
    • Care Regulators: When required for compliance with care regulations
    • Authorized Family Members: Care information shared with explicit consent
    • Legal Authorities: When required by law or to protect our rights
    • Business Transfers: In connection with mergers, acquisitions, or asset sales

    We do not sell your personal information to third parties.

    Enquiry and Demo Requests

    When you submit an enquiry or request a demo through this website, the details you provide are used to respond to you and to manage the resulting sales conversation. Depending on the form, they are recorded in our Microsoft 365 environment and in Microsoft Dynamics 365, our customer relationship management system. Both are operated for us by Microsoft under a data processing agreement.

    We rely on our legitimate interest in responding to enquiries to contact you about the request you submitted. Marketing updates are separate: we send those only if you tick the opt-in box on the form, and you can withdraw that at any time without affecting our response to your enquiry.

    We also record how you reached the site alongside your enquiry, where that information is available: any campaign parameters in the link you followed, the website that referred you, and the page you first landed on. This tells us which of our activities are useful and is stored only for the duration of your browser session before being attached to your enquiry.

    You can ask us to delete your enquiry record at any time using the contact details below.

    Data Security

    We implement appropriate technical and organizational measures to protect your information:

    • Encryption of data in transit and at rest
    • Secure, enterprise-grade cloud infrastructure
    • Regular security assessments and updates
    • Access controls and authentication
    • Staff training on data protection
    • Incident response procedures

    Data Retention

    We retain your information for as long as necessary to:

    • Provide our services to you
    • Comply with legal obligations (including care records retention requirements)
    • Resolve disputes and enforce agreements
    • Meet regulatory requirements

    Care records are typically retained for 7 years in accordance with care sector regulations.

    Your Rights

    Under data protection law, you have the right to:

    • Access: Request copies of your personal data
    • Rectification: Request correction of inaccurate data
    • Erasure: Request deletion of your data (subject to legal obligations)
    • Restriction: Request limitation of processing
    • Data Portability: Receive your data in a structured format
    • Objection: Object to processing based on legitimate interests
    • Withdraw Consent: Withdraw consent for processing at any time

    To exercise these rights, please contact us using the details below.

    Cookies

    We use cookies and similar tracking technologies to improve your experience. You can control cookies through your browser settings. For more information, please see our Cookie Policy.

    International Data Transfers

    Your information may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers, including:

    • Standard Contractual Clauses
    • Adequacy decisions by relevant authorities
    • Privacy Shield certification (where applicable)

    Children's Privacy

    Our services are not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

    Changes to This Policy

    We may update this Privacy Policy from time to time. We will notify you of significant changes by:

    • Posting the new policy on our website
    • Updating the "Last Updated" date
    • Sending you an email notification (for material changes)

    Contact Us

    If you have questions about this Privacy Policy or our data practices, please contact us:

    • Email: privacy@caresafetyinnovations.com
    • Phone: +44 20 4617 9000
    • Address: Care Safety Innovations, United Kingdom

    Data Protection Officer

    If you have concerns about how we handle your data, you can contact our Data Protection Officer at: dpo@caresafetyinnovations.com

    Supervisory Authority

    You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

    • Website: www.ico.org.uk
    • Phone: 0303 123 1113