Ethica Services Ltd (T/A Ethica Care) Privacy Policy

This privacy policy was last reviewed and updated in March 2026.

Our registered contact details
Name: Ethica Services Limited

Address: 37 Manor Rd, Colchester CO3 3LX
Phone Number: 0207 112 8186
E-mail: team@ethicacare.co.uk

 

The type of personal information we collect
We currently collect and record the following information:

  • Personal identifiers, name, address, telephone number
  • Personal information (for example, health condition and personal preferences)

 

How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you or by your care funder for one of the following reasons:

  • To ensure that we can contact you, locate you and safely provide care.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Social Services if they fund your care. This is to enable us to contact you, locate you and safely provide care.
  • NHS if they fund your care. This is to enable us to contact you, locate you and safely provide care.

We use the information that you have given us in order to contact you, locate you and safely provide person centred care.

We may share this information with the body that funds your care i.e., Social Services, NHS.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent if you are a private client. You can remove your consent if we are no longer providing your care. You can do this by contacting team@ethicacare.co.uk

(b) We have a contractual obligation with Social Services or NHS.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We have a regulatory obligation under or CQC license terms.

(f) We have a legitimate interest.

  

How we store your personal information
Your information is securely and electronically stored.

We keep personal contact details for as long as is necessary, usually up to 6 years. We will then permanently delete your information unless you are an existing client.

Your data protection rights
Under data protection law, you have the following rights:

Your right to restrict processing — You have the right to ask us to restrict the processing
of your personal information in certain circumstances, for example if you dispute the accuracy
of the data we hold about you, or if you have objected to our use of it and we are
considering your objection.

Your right to object — You have the right to object to our processing of your personal
information where we rely on legitimate interests as our lawful basis. You also have the right
to object at any time to your personal information being used for direct marketing purposes.
Where you object to direct marketing, we will stop processing immediately.

Rights related to automated decision-making — You have the right not to be subject to a
decision based solely on automated processing where that decision has a legal or similarly
significant effect on you. We do not currently carry out any solely automated
decision-making.

Your right of access - You have the right to ask us for copies of your personal information if you fund your own care. If your care is funded by NHS or Social Services, the request must be made to the relevant funder.

Your right to rectification – If you fund your care you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. If your care is funded by NHS or Social Services, the request must be made to the relevant funder.

Your right to erasure - If you fund your care you have the right to ask us to erase your personal information in certain circumstances. If your care is funded by NHS or Social Services, the request must be made to the relevant funder.

Your right to data portability - If you fund your care you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. If your care is funded by NHS or Social Services, the request must be made to the relevant funder.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at team@ethicacare.co.uk, 0207 112 8186 if you wish to make a request.

Website Visitors
When you visit our website, we automatically collect certain technical information, including
your IP address, browser type, device type, the pages you visit, and how long you spend on
each page. This information is collected via cookies and analytics tools — see our Cookie
Policy for full details.

We use this information to understand how our website is used and to improve it. The lawful
basis for this processing is our legitimate interest in maintaining and improving our online
presence (Article 6(1)(f), UK GDPR).

We use Google Analytics to collect this information on our behalf. Data collected by Google
Analytics is anonymised and aggregated. We do not use it to identify individual visitors.

This data is retained for up to 26 months, after which it is automatically deleted from our
analytics platform. Analytics cookies are only placed with your consent.

Contact Form Enquiries
When you submit an enquiry via our website contact form, we collect your name, email address,
phone number, and the content of your message.

We use this information solely to respond to your enquiry. The lawful basis for this
processing is our legitimate interest in responding to communications sent to us
(Article 6(1)(f), UK GDPR).

We will not use your contact details to send you marketing communications unless you have
separately opted in to receive them.

Contact enquiry data is retained for up to 12 months and then permanently deleted, unless
your enquiry leads to a care services contract, in which case it will be retained as part of
your client record.

Job Applicants
When you apply for a role with us via our website, we collect the personal information you
provide in your application form and CV. This typically includes your name, contact details,
address, employment history, qualifications, and any other information you choose to include.

We use this information to assess your suitability for the role you have applied for. The
lawful basis for this processing is that it is necessary as part of the steps taken at your
request prior to entering into a contract of employment (Article 6(1)(b), UK GDPR).

All roles with Ethica Care require an Enhanced DBS check. If your application progresses,
we will collect and process criminal records information in connection with this check. This
processing is carried out under Article 10 of the UK GDPR and Schedule 1, Part 3 of the
Data Protection Act 2018.

Unsuccessful applications are retained for six months from the date a decision is
communicated, after which all data is permanently deleted. If your application is successful,
your information is transferred to your personnel file and retained for the duration of
your employment, plus six years.

We do not share your application data with third parties other than those directly involved
in the recruitment or pre-employment checking process.

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at registeredmanager@ethicacare.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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