How Eidyn Care collects, uses and protects your personal information

Draft prepared 3 September 2026 — for review before publishing at eidyncare.co.uk/privacy-policy/

TO CONFIRM BEFORE PUBLISHING: This is a working draft, not a legally signed-off document. It replaces the current live privacy policy page, which is a generic 2022 template quoting the wrong company address. Please have a solicitor or your compliance lead confirm the bracketed items below before it goes live.

1. Who we are

Eidyn Care is a family-run private home care provider operating across Edinburgh, Fife, Kinross and Perth. This website is operated by two related Scottish companies trading together as “Eidyn Care”:

• Eidyn Care Ltd, company number SC544001
• Eidyn Care (Fife) Ltd, company number SC294522

Both companies are registered in Scotland at Unit 4 (Lower Ground Floor), Q Court, Quality Street, Edinburgh, EH4 5BP, and act jointly as data controller for personal information collected through this website. In this policy, “we”, “us” and “our” refer to both companies together.

We are registered with the Care Inspectorate for the services we provide (Edinburgh: CS2016351640; Fife: CS2011288100).

TO CONFIRM BEFORE PUBLISHING: Confirm the joint-controller wording above reflects how the two entities actually operate — and confirm the Perth & Kinross Care Inspectorate registration number, still shown as outstanding in our last review.

2. How to contact us about privacy

If you have a question about this policy or how we handle your information, contact:

• Email: privacy@eidyncare.co.uk
• Edinburgh office: 4 Q Court, Quality Street, Edinburgh EH4 5BP — 0131 285 1221
• Fife, Kinross & Perth office: 93 Main Street, Lochgelly, Fife KY5 9AF — 01592 382 302

TO CONFIRM BEFORE PUBLISHING: privacy@eidyncare.co.uk is a suggested address — confirm it exists (or nominate the real inbox/person, e.g. Jasmine) before publishing. Confirm whether a formal Data Protection Officer has been appointed; if not, this section should name a contact person instead.

3. What personal information we collect

We collect information in the following ways:

• Enquiry and assessment forms — name, phone number, email, address or area, and details about the care situation, including information about the health, mobility or care needs of the person who may need support.
• Careers applications — CV, cover letter, references and other information you choose to submit via our recruitment pages.
• Direct contact — anything you tell us by phone, email or in person, including call recordings if calls are recorded for training or quality purposes.
• Automatically, via cookies and similar technology — IP address, device and browser type, pages viewed and how you arrived at the site. See our Cookie Policy for full detail.
• Reviews and testimonials — if you choose to submit one for publication.

A note on health information

Because we provide care services, enquiries made through this site — often by a family member on behalf of a parent or relative — frequently include health, mobility or care-need information about someone other than the person filling in the form. This counts as “special category data” under UK GDPR and receives extra protection. We only collect it because it’s necessary to assess whether, and how, we can help, and we rely on your explicit consent (given by submitting the form) or on the fact that processing is necessary for the provision of health or social care.

4. How we use your information, and our legal basis for doing so

5. Cookies

This website uses cookies for essential site functions, analytics and — where you’ve consented — advertising. Full detail, including what each cookie does and how to manage your preferences, is in our separate Cookie Policy.

6. Who we share your information with

We don’t sell personal information. We share it only where necessary, with:

• Our own staff and management involved in handling your enquiry or delivering your care
• Our website hosting and support providers, and IT and software suppliers who help us run the business (for example, our care management system)
• Analytics and advertising providers — currently Google (Analytics and Ads)
• The Care Inspectorate, SSSC and other regulators, where we’re required to report or be inspected
• Our accountants, solicitors and other professional advisers, where necessary
• Anyone else where we’re required to by law, for example to prevent crime or protect someone’s safety

TO CONFIRM BEFORE PUBLISHING: List any CRM, care-management or email marketing platform by name (e.g. the system used for the care rota/records) so this section is accurate rather than generic.

7. International transfers

Some of the providers we use, including Google, may process data on servers outside the UK. Where this happens, we rely on their standard contractual clauses or the UK’s International Data Transfer Addendum, which are the legally recognised way of protecting your information when it leaves the UK.

8. How long we keep your information

TO CONFIRM BEFORE PUBLISHING: The bracketed retention periods above are sensible defaults, not confirmed figures. Please set the actual periods (and make sure the GA4 data-retention setting matches whatever is stated here).

9. Your rights

Under UK GDPR, you have the right to:

• Ask us what personal information we hold about you, and get a copy of it
• Ask us to correct information that’s inaccurate or incomplete
• Ask us to delete your information, in certain circumstances
• Ask us to restrict or object to how we use your information
• Ask for your information to be moved to another provider, where technically possible
• Withdraw consent at any time, where we’re relying on consent

To exercise any of these rights, contact us using the details in Section 2. If you’re not satisfied with how we’ve handled your information, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Children

This website isn’t aimed at children. Enquiries are typically made by adult family members on behalf of a parent or relative who may need care.

11. Keeping your information secure

We use appropriate technical and organisational measures to protect the personal information we hold, including access controls, staff training and secure systems. No method of transmission over the internet is completely secure, but we work to protect your information to industry standard.

12. Changes to this policy

We may update this policy from time to time, for example if we change how we use cookies or add a new service. The date at the top shows when it was last reviewed.