Privacy Policy

Effective Date: 1, June 2025
Care Wise Academy Limited
United Kingdom

At Care Wise Academy Limited, your privacy is important to us. This Privacy Policy explains how we collect, use, store, and protect your personal data in relation to our training services. It also explains your rights and how you can contact us about your data.

By using our services, website, or participating in our training programs, you agree to the practices described in this policy.

1. Who We Are

Care Wise Academy Limited is a UK-based care training provider delivering mandatory and statutory health and social care training in line with Care Quality Commission (CQC) and UK Core Skills Training Framework (CSTF) standards.

Contact Details:

2. What Personal Data We Collect

We collect and process personal data required to deliver and administer training services, meet legal obligations, and communicate with users.

a. Data You Provide Directly

  • Full name
  • Email address
  • Phone number
  • Organisation/employer details
  • Job title or role
  • Booking information (courses, date/time)
  • Feedback forms and assessments
  • ID or certification documents (when required)

b. Automatically Collected Data

  • IP address
  • Device information (browser type, OS)
  • Website usage and session data
  • Cookies and tracking technologies (see Section 9)

c. Special Category Data (if applicable)

Where necessary, we may collect limited health or accessibility information to tailor training delivery (e.g., physical access needs, dietary preferences for on-site training). This data is processed with explicit consent.

3. How We Use Your Personal Data

Your data is only used where we have a lawful basis. These include contractual necessity, legal obligation, legitimate interest, and consent.

We use your data to:

  • Process bookings and manage course attendance
  • Verify identity and issue training certificates
  • Communicate pre- and post-training instructions
  • Respond to inquiries and provide customer support
  • Improve course delivery through feedback
  • Maintain internal records and audit logs
  • Comply with regulatory requirements (e.g., CQC, insurance, HMRC)

4. Legal Bases for Processing

We rely on the following lawful grounds:

  • Consent – For marketing emails, optional surveys
  • Contractual obligation – For training bookings and certification
  • Legal obligation – For invoicing, tax, and regulatory reporting
  • Legitimate interest – For improving services, fraud prevention, and record-keeping

5. How We Share Your Data

We do not sell your personal information. Your data may be shared with:

  • Training instructors and administrative staff
  • Certification bodies (e.g., CPD providers)
  • Payment processors (e.g., Stripe, PayPal)
  • IT service providers (website, email, cloud storage)
  • Regulators or legal authorities (if legally required)

We ensure third parties follow appropriate data protection and confidentiality agreements.

6. Data Storage and Retention

All data is securely stored on encrypted systems and/or GDPR-compliant platforms.

Retention periods:

  • Booking and training records: up to 6 years (legal/statutory requirement)
  • Marketing preferences: until opt-out or withdrawal of consent
  • Inquiries and correspondence: up to 2 years

When data is no longer needed, it is securely deleted or anonymised.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right to access – Request a copy of your personal data
  • Right to rectification – Request correction of inaccurate or incomplete data
  • Right to erasure – Request deletion where applicable (e.g., after consent withdrawal)
  • Right to restrict processing – Limit how we process your data
  • Right to data portability – Request transfer of your data
  • Right to object – Object to processing based on legitimate interest
  • Right to withdraw consent – For any processing based on your consent

To exercise any of these rights, please contact us at: privacy@carewiseacademy.co.uk

8. Data Security Measures

We take data protection seriously and implement technical and organisational safeguards, including:

  • SSL encryption on our website
  • Role-based access control to sensitive data
  • Regular data backup and system updates
  • Staff training on GDPR and information governance
  • Secure storage of physical records (if any)

9. Cookies and Website Tracking

We use cookies and similar technologies to improve website functionality and monitor performance. These may collect anonymous usage data like page views, duration, and device type.

Users are prompted to accept or reject cookies upon visiting our site.

You can manage cookie settings in your browser preferences or contact us for more details.

10. Third-Party Links

Our website may contain links to external sites. We are not responsible for their content or privacy practices. We recommend reviewing the privacy policies of any external sites you visit.

11. Children’s Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal data from children without verifiable parental or guardian consent.

12. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in regulations or practices. All updates will be posted on our website with a new “Effective Date.”

13. How to Contact Us

For questions, concerns, or complaints about this policy or how your data is handled:

Email: privacy@carewiseacademy.co.uk
Postal Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
Phone: +44(0)7448966916

If you’re unsatisfied with our response, you can contact the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

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