Privacy Policy.

Care Hires Limited — carehires.com   ·   Last updated: 5 August 2026   ·   Version 2.1

1. Who we are

Care Hires Limited (“CareHires”, “we”, “us”) operates a technology platform that connects care providers and recruitment agencies and supports the booking and compliance processes around care work. We are the controller of the personal data described in this policy. Our registered office is The Dock, Exploration Drive, Leicester LE4 5NU (company number 09319071), and we are registered with the Information Commissioner's Office under registration ZA750310.

For any privacy question, or to exercise your rights, contact our data protection team at dpo@carehires.com, or write to us at the address above.

2. The personal data we process

Depending on how you interact with us, we process: identity and contact details; account and login information; right-to-work information; qualifications, work history and compliance documentation; shift, booking and timesheet data; financial and invoicing details (we do not hold full card data, which is handled by PCI-compliant payment providers); technical information about your visits to our site, such as IP address, browser type and pages viewed; and platform usage and security logs.

Because we operate in the care sector, compliance records can include Disclosure and Barring Service (DBS) certificate numbers, status outcomes and supporting documents. This is criminal-offence data and we handle it under the conditions in Schedule 1 of the Data Protection Act 2018 (employment, and safeguarding of children and individuals at risk), supported by our Appropriate Policy Document. Where workers choose to tell us about challenges affecting their work, this may include health-related information, which we treat as special category data and protect accordingly.

The people whose data we process include care workers and candidates, agency and care-provider contacts, and visitors to our website.

3. How and why we use your data

We use personal data to make introductions and publicise assignments; to verify that workers meet regulatory and client requirements; to administer bookings, timesheets and billing; to operate, secure and improve the platform and our website; to communicate with you; and to meet our legal and regulatory obligations.

Our lawful bases are: performance of a contract; compliance with a legal obligation; and our legitimate interests in operating and securing the platform. Where we send marketing, we rely on your consent, which you can withdraw at any time using the unsubscribe link in any message or by contacting us. We do not sell your data, and we do not use it for unrelated advertising, profiling or research.

4. Who we share your data with

We share personal data only as needed to run the service and meet our obligations. Recipients include: our cloud hosting and database providers (UK data centres); our email and communications providers; PCI-compliant payment providers; the agencies and care providers you interact with through the platform (with worker identifiers minimised); our operational and compliance support providers described in section 5; and professional advisers, regulators and authorities where the law requires it. If we sell or buy any business or assets, or if Care Hires or substantially all of its assets are acquired, personal data may be disclosed to the prospective buyer under appropriate protections.

5. Where your data is stored, and international access

Your personal data is stored on secure servers in the United Kingdom, and our backups remain in the United Kingdom. Some of our operational, technical and compliance support functions are performed by authorised staff located outside the United Kingdom, currently in Sri Lanka, Pakistan and India. These staff access our UK-hosted systems remotely through secure, encrypted connections; personal data is not stored on, downloaded to or replicated on any device or system outside the United Kingdom.

Because these countries do not have UK adequacy regulations, this access is an international transfer under UK data protection law. We safeguard it with the Information Commissioner's International Data Transfer Agreement, supported by a completed transfer risk assessment and strict technical measures: access is role-based and limited to the minimum needed, protected by multi-factor authentication, fully logged and auditable, and provided only through company-issued devices with no ability to export or download personal data. You may request further information about these safeguards, or a copy of the relevant transfer documentation, using the contact details in this policy.

6. How long we keep your data

We keep personal data only as long as necessary for the purposes described, in line with our retention schedule. Headline periods: identity and contact data — duration of our relationship plus six years; right-to-work records — duration of engagement plus two years; DBS information — six months from the relevant recruitment or compliance decision, after which only the outcome record is kept; shift, timesheet and financial records — six years; security logs — twelve months. When data is no longer needed, we securely delete or anonymise it.

7. Your rights

You have the right to: access your data; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing; data portability where applicable; and withdraw consent at any time where we rely on it. To exercise any right, or to raise any concern about how we handle your personal data, contact dpo@carehires.com — we respond within one calendar month and aim to resolve every concern directly with you. Should you remain dissatisfied after contacting us, you are entitled to lodge a complaint with the Information Commissioner's Office (ico.org.uk).

8. Security

All information you provide is stored on secure servers in the United Kingdom. Connections to our platform are encrypted in transit, data is encrypted at rest, access is role-based and logged, and multi-factor authentication protects accounts. Where you have a password, you are responsible for keeping it confidential. No internet transmission is completely secure; once we receive your information, we apply strict procedures and security features to prevent unauthorised access.

9. Cookies

Where our website uses cookies or similar technologies, we present a clear notice and obtain consent where required. You can control cookies through your browser settings. We do not use cookies for advertising profiling.

10. Changes to this policy

We may update this policy from time to time. The current version is always published on this page with its 'Last updated' date, and we will highlight material changes and, where appropriate, notify you by email.

11. Contact

Care Hires Limited, The Dock, Exploration Drive, Leicester LE4 5NU, United Kingdom. Data protection contact: dpo@carehires.com. General support: support@carehires.com.

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