Privacy Notice
Version 2.0 · In force from 9 August 2026
1. Controller and contact
CareGist is operated by H-Kay Limited, registered in England and Wales under company number 10417923, with registered office at C/O Bilberry Accountants Ltd, Castle Court, 41 London Road, Reigate, England, RH2 9RJ. H-Kay Limited is the controller for personal data described in this notice. Contact privacy@caregist.co.uk for privacy questions or rights requests.
2. Data we process
- Account and organisation data: name, work email, password hash, organisation, role, membership, and territory settings.
- Subscription records: plan, entitlement, status, contractual acceptance, and Stripe identifiers. Full card data is handled by Stripe.
- Workspace content: saved views, customer provider lists, event actions, optional outcomes, and support messages.
- Delivery data: configured endpoint, delivery state, retry history, cursor, and signing-key identifier. Secret values are not displayed in delivery health.
- Security and usage data: IP address or a derived security hash, browser information, session records, audit events, pages and features used, and error telemetry.
- Claims and corrections: claimant identity, contact details, evidence supplied, and correction content.
3. CQC source and report data
CareGist retrieves public CQC location, provider, registration, rating, and inspection-report information under the Open Government Licence v3.0. A public report can contain names or professional information. Public availability does not remove data-protection obligations, so CareGist limits processing to the defined signal and evidence purposes.
Source reports may be stored privately as immutable evidence with their URL, retrieval time, and SHA-256 checksum. Evidence extraction records page, heading, and text-span references. Manager absence may be processed only if separately approved after privacy review; it is never labelled as a vacancy. Named-manager change processing is not part of the launched service.
4. Purposes and lawful bases
| Purpose | Lawful basis |
|---|---|
| Create accounts, workspaces, subscriptions, and deliver contracted features | Contract |
| Secure the service, isolate tenants, prevent abuse, and maintain audit records | Legitimate interests and legal obligation where applicable |
| Track saved, dismissed, exported, or reported outcomes to personalise deterministic ranking | Contract and legitimate interests |
| Process CQC reports into traceable source facts and explanations | Legitimate interests in providing evidence-linked business intelligence |
| Process payments, accounting records, and contractual acceptance | Contract and legal obligation |
| Respond to claims, corrections, support, and rights requests | Contract, legitimate interests, and legal obligation as applicable |
5. Explanations, ranking and automated processing
Automated tools may extract report facts and draft a plain-language explanation. CareGist separates source facts from interpretation and suppresses a narrative that does not pass its evidence gate. Customer data is not included in report-narrative prompts.
Initial ranking uses recency, contracted territory, service type, explicit provider lists, and the organisation's actions or optional outcomes. CareGist does not use this processing to make legal or similarly significant decisions about individuals, and predictive provider scores are not launched.
6. Sharing and processors
CareGist uses contracted providers for infrastructure, database hosting, payment processing, email, support, monitoring, and—only when enabled—model processing. Current core providers include Vercel, Neon, and Stripe. We share only what is necessary for the service and use contractual safeguards for restricted transfers where required.
We do not sell personal data. Organisation content is not disclosed to other CareGist customers. We may disclose data where required by law or to protect the rights, security, and integrity of the service.
7. Retention
- Account and organisation data: while the account is active and ordinarily 30 days after a valid deletion request, subject to legal holds.
- Subscription, invoice, acceptance, and accounting records: normally 6 years where required for UK records.
- Workspace actions and outcomes: while the organisation uses Radar and for up to 12 months after termination unless the contract or a deletion request requires less.
- Delivery attempts and operational logs: ordinarily 90 days; security and audit events may be retained longer where justified.
- Public CQC source snapshots and event evidence: retained for provenance, dispute handling, and reproducibility while the relevant service operates, then reviewed for deletion or archive.
- Claims and corrections: while needed to verify and maintain the listing, with verification evidence periodically reviewed.
8. Security and tenant isolation
Measures include HTTPS, password hashing, least-privilege access, organisation ownership on workspace records, database tenant controls, explicit cross-tenant denial tests, audit logging, signing-key rotation, durable delivery queues, and restricted access to production systems. No system can provide absolute security.
9. Your rights
Subject to applicable UK GDPR conditions, you may request access, rectification, erasure, restriction, portability, or object to processing based on legitimate interests. You may also raise concerns about automated processing and lodge a complaint with the Information Commissioner's Office. We normally respond to a valid rights request within one month.
Contact privacy@caregist.co.uk or visit ico.org.uk.
10. Cookies and changes
Necessary cookies and local storage support authentication, security, and requested preferences. CareGist does not use advertising cookies. Details of the browser storage and first-party operational telemetry currently used are described in the Cookie Policy. Material changes to this policy will be posted here and notified to registered customers where appropriate.