Privacy Policy

Effective Date: 1 January 2024  |  Last Updated: 1 January 2024

1. Introduction

INFOTECH 360 LTD ("we", "us", "our") operates the Plan 4 Care platform and website located at plan4care.co.uk.

Plan 4 Care is a care management system designed for:

• Domiciliary care providers
• Care homes
• Nursing homes
• Supported living services

This Privacy Policy explains how we collect, use, process, and protect personal data when you:

• Visit our website
• Use the Plan 4 Care platform
• Contact us or request information about our services

We are committed to protecting personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and guidance from the Information Commissioner's Office.

2. Data Controller

The Data Controller responsible for personal data processed through this website is:

3. About Plan 4 Care

Plan 4 Care is a cloud-based care management platform used by professional care providers to manage:

• Care planning
• Staff management
• Medication records
• Incident reporting
• Risk assessments
• Care notes
• Service user information

The platform centralises administrative and operational care management processes to help care organisations deliver safe and efficient care.

4. Who Uses Our Platform

• Accounts on the Plan 4 Care platform are created by authorised care providers only.
• Service users, residents, or patients do not create accounts themselves.
• Care providers using the system are responsible for ensuring they have appropriate legal authority to input and manage personal data within the platform.

5. Personal Data We Collect

5.1 Information Collected from Website Visitors

When visiting our website we may collect:

• Name
• Email address
• Phone number
• Organisation name
• Message content (via contact forms)
• IP address
• Browser information
• Device information

5.2 Analytics Data

Our website uses analytics tools to help us understand how visitors use our website. This information may include:

• Pages visited
• Time spent on pages
• Browser type
• Device type
• Geographic region
• Referral sources

Analytics data is used only for improving the website and user experience.

6. Personal Data Processed in the Platform

Care providers using the platform may store and manage personal data relating to service users including:

Identity Information

• Name
• Address
• Date of birth
• NHS number (if provided by the care provider)

Care Information

• Care plans
• Care notes
• Risk assessments
• Incident and accident reports
• Support records

Medical Information

• Medication records
• Medical history
• Health conditions
• Care observations

This type of information may constitute special category health data under UK GDPR.

7. Staff Data

Care providers may also store information relating to their staff including:

• Name
• Role
• Contact details
• Employment records
• Payroll related data

8. Relatives and Next of Kin

Care providers may store information relating to relatives or next-of-kin including:

• Name
• Relationship
• Contact details

9. Lawful Basis for Processing

We process personal data under the following lawful bases:

10. Children's Data

The Plan 4 Care platform may process personal data relating to children where they are receiving care services. Such information is entered and managed by authorised care providers who are responsible for ensuring appropriate legal authority or consent exists for processing that data.

The platform itself is not intended for direct use by children.

11. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data. Security measures include:

• HTTPS encrypted connections
• Encryption of stored data
• Secure authentication systems
• Role-based access controls
• User activity logging
• Infrastructure monitoring
• Automated backups
• Secure cloud infrastructure

Our services are hosted by Amazon Web Services in data centres located in the United Kingdom.

12. International Data Transfers

We do not transfer personal data outside the United Kingdom. All primary system data is stored within UK-based infrastructure.

13. Third-Party Service Providers

We use trusted service providers to support our services. These include:

All providers are required to maintain appropriate data protection safeguards.

14. Data Sharing

We do not sell personal data. Personal data may be shared only in limited circumstances including:

• When required by law
• When required by regulators
• When necessary to protect legal rights

Information may be disclosed to regulatory bodies such as the Care Quality Commission if legally required. We do not share system data with NHS systems.

15. Data Retention

Personal data is retained only for as long as necessary. Typical retention periods include:

When a care provider leaves the platform, data can be exported and may be deleted after 30 days, subject to legal retention requirements.

16. Your Data Protection Rights

Under UK GDPR individuals may have the right to:

• Request access to personal data
• Request correction of inaccurate data
• Request erasure of personal data
• Request restriction of processing
• Request data portability
• Object to certain processing activities

Requests should be sent to: hello@plan4care.co.uk

We aim to respond within one month.

17. Cookies

Our website uses cookies and similar technologies. Cookies help us:

• Operate the website
• Analyse traffic and usage patterns
• Improve performance

Types of cookies used include:

You can control cookies through your browser settings.

18. Data Breach Procedures

We maintain procedures to detect, report, and investigate data breaches. If a breach occurs that poses a risk to individuals, we will notify the appropriate authorities and affected parties in accordance with UK GDPR requirements.

19. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published on our website with a revised effective date.

20. Contact Us

For privacy related questions or requests please contact: