Privacy Policy

Last updated: 14 September 2026

1. Who we are
Inclusive Care Options Ltd is the controller of personal information described in this notice.
Company number: 15347262
Registered office: 31 Crocus Field, Dollis Valley Way, Barnet EN5 2UA
Email: contact@inclusivecareoptions.co.uk
Telephone: 0800 246 1434

2. Who this notice covers
This notice applies to people who visit our website, contact us, make or are named in a referral, use or consider our services, act for a person needing support, work with us professionally, apply for a role, or otherwise provide information to us.

3. Information we may collect
Depending on your relationship with us, we may collect:
• identity and contact details;
• referral, assessment and care information;
• health, disability, medication, communication, mobility, behavioural-support, safeguarding and risk information;
• details about relatives, representatives, advocates, professionals and emergency contacts;
• funding, invoicing and payment information;
• correspondence, complaints, feedback, incidents and enquiries;
• website and cookie information; and
• applicant information, including employment history, qualifications, right-to-work information, references, interview notes, equality-monitoring information and information needed for pre-employment checks.

We may receive information directly from you or from an authorised representative, family member, advocate, health or social-care professional, commissioner, local authority, NHS body, referee, recruitment provider or other organisation involved in the relevant process. If you give us information about another person, please make sure they know you are doing so where it is appropriate and lawful.

4. Why we use information
We use personal information to:
• respond to enquiries and assess referrals;
• decide whether we can safely meet a person’s needs;
• plan, provide, review and improve care and support;
• communicate with people, families, representatives and professionals;
• manage safeguarding, risk, incidents, complaints and quality assurance;
• meet legal, contractual, regulatory, insurance and accounting duties;
• recruit, verify and select workers;
• protect our systems, staff and the people we support; and
• understand and improve our website.

5. Lawful bases
Our Article 6 UK GDPR bases depend on the purpose and may include:
• steps before entering into a contract and performance of a contract;
• compliance with a legal obligation;
• protection of vital interests;
• our legitimate interests or those of another organisation, where these are not overridden by the individual’s rights; and
• consent, for example for optional marketing or non-essential cookies where consent is required.

Consent is not our default basis for providing care. Where we rely on consent, it can be withdrawn at any time without affecting earlier lawful processing.

6. Special-category and criminal-offence information
Health, disability and some equality information are special-category data. We identify both an Article 6 basis and an Article 9 condition before processing this information.

Where necessary for providing or managing health or social care, we may rely on Article 9(2)(h) of the UK GDPR together with the relevant condition in Schedule 1 of the Data Protection Act 2018 and duties of confidentiality. Depending on the purpose, another condition may apply, including employment and social protection, vital interests or substantial public interest, together with any required Schedule 1 condition and safeguards.

We process criminal-offence information only where it is necessary and lawful, including for appropriate recruitment and safeguarding checks.

7. Referrals and care enquiries
Referral forms may contain sensitive health and support information. Please provide only information that is relevant to the initial enquiry. We use it to triage the referral, contact the referrer or person concerned, assess suitability, manage risk and arrange secure follow-up. More detailed records are created only where needed.

8. Recruitment
We use applicant information to receive applications, assess suitability, arrange interviews, verify qualifications and work history, obtain references, meet right-to-work and safeguarding requirements, make recruitment decisions and keep appropriate records. Information may be shared with authorised managers, referees, recruitment or occupational-health providers, the Disclosure and Barring Service and regulators or public bodies where relevant and lawful. We do not use solely automated decision-making to decide applications.

9. Sharing information
We share information only where needed and lawful. Recipients may include:
• authorised ICO staff and workers;
• GPs, nurses, therapists, pharmacists and other health or social-care professionals;
• commissioners, funding bodies, local authorities and NHS organisations;
• advocates, representatives, relatives or emergency contacts where authorised or otherwise lawful;
• safeguarding bodies, emergency services, regulators, insurers, auditors and legal advisers;
• secure IT, care-management, communications, website, payroll and professional-service providers acting under contract; and
• law-enforcement or other public bodies where disclosure is required or permitted by law.

We do not sell personal information.

10. Retention
We keep information only for as long as it is needed for the purpose collected and to meet legal, regulatory, safeguarding, clinical, insurance and accounting requirements. Retention periods vary by record type, whether support begins, the person’s age, any ongoing concern or claim and applicable guidance. Records are securely deleted or anonymised when no longer required. You may ask us about the period that applies to a particular record.

11. Security
We use access controls, staff confidentiality requirements, secure systems, training, incident management and proportionate technical and organisational measures to protect information. No internet service is completely risk-free, so please avoid sending unnecessary sensitive detail through a basic website form.

12. International transfers
Some contracted technology providers may process information outside the UK. Where this occurs, we use a lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and assess additional protections where required.

13. Your rights
Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request erasure or restriction, object to processing, receive portable information and challenge qualifying automated decisions. You can also withdraw consent where processing is based on consent. These rights are not absolute and exemptions may apply.

To exercise a right or ask a data-protection question, contact:
Email: contact@inclusivecareoptions.co.uk
Telephone: 0800 246 1434

14. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or by telephone on 0303 123 1113.

15. Cookies
Please see our Cookie Notice for information about essential cookies, optional analytics and your choices.

16. Changes to this notice
We review this notice and update the date above when material changes are made.