Privacy Policy

Last updated: 26th February 2026

This Privacy Policy explains how Thom Richardson Trading (“we”, “us”, “our”) collects,
uses, and protects personal data when providing social care services or when you use our website
www.thomrichardsontrading.com.

We are committed to protecting personal data and complying with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Health and Social Care confidentiality requirements
  • Safeguarding legislation

1. Types of Personal Data We Collect

Due to the nature of social care services, we may collect both personal data and special category (sensitive) data.

Personal data

  • Name
  • Address
  • Contact details
  • Date of birth
  • Emergency contact information
  • Next of kin details
  • Care needs and service history
  • Appointment and visit records

 

Special category data (sensitive data)

  • Health and medical information
  • Disability or care needs
  • Medication information
  • Information about your home or property
  • Safeguarding concerns
  • Risk assessments
  • Ethnicity (where relevant)
  • Religious or cultural care requirements

 

Website data

  • IP address
  • Device and browser information
  • Website usage analytics
  • Cookies

2. How We Use Personal Data

We process personal data to:

  • Provide safe and appropriate services
  • Conduct care assessments and risk management
  • Coordinate care with families, professionals, and authorities
  • Maintain care records and safeguarding documentation
  • Manage bookings, schedules, and service delivery
  • Comply with regulatory and safeguarding obligations
  • Process invoices and payments
  • Improve service quality and training
  • Respond to enquiries and complaints

 

3. Legal Basis for Processing

Personal data

  • Performance of a contract
  • Legitimate interests in delivering safe care services
  • Legal obligations under care regulations

 

Special category data

  • Provision of health or social care (UK GDPR Article 9(2)(h))
  • Safeguarding of vulnerable individuals
  • Explicit consent where required
  • Legal obligations in the public interest

4. Sharing Personal Data

We may share personal data where necessary with:

  • Family members or authorised representatives
  • Healthcare professionals (GPs, nurses, therapists)
  • Local authorities and safeguarding teams
  • Regulatory bodies (e.g., Care Quality Commission where applicable)
  • Accountants or legal advisors
  • IT and secure record-keeping providers

 

We only share data necessary for care delivery or legal compliance.

We never sell personal data.

5. Confidentiality and Safeguarding

We maintain strict confidentiality standards consistent with social care practice.

Information may be shared without consent where:

  • There is a safeguarding risk
  • Required by law
  • Necessary to protect life or wellbeing

6. Data Retention

We retain care records in line with UK social care guidance:

  • Care records: typically 6–8 years after service ends
  • Safeguarding records: as required by regulation
  • Financial records: minimum 6 years

7. Data Security

We implement appropriate safeguards including:

  • Secure digital storage systems
  • Restricted access to care records
  • Staff confidentiality obligations
  • Encrypted communication where appropriate

8. Your Rights

Individuals have rights under UK GDPR including:

  • Access to personal data
  • Correction of inaccurate information
  • Request for erasure (where legally possible)
  • Restriction or objection to processing
  • Data portability
  • Right to complain to the ICO

Note: Some rights may be limited where data is required for safeguarding or legal compliance.

9. Cookies and Website Use

Our website may use cookies for:

  • Essential functionality
  • Performance monitoring
  • Improving user experience

Users can manage cookie settings in their browser.

10. Contact Details

Thom Richardson Trading

Email: thom@thomrichardsontrading.com

Phone: 07962 392 392

You can also contact:

Information Commissioner’s Office (ICO)
https://ico.org.uk

11. Policy Updates

This policy may be updated periodically. The latest version will always be available on our website.