Privacy Notice

Last updated: 30 September 2026

1. Introduction

Quality Care Time Ltd (“Quality Care Time”, “QCT”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information lawfully, fairly, securely and transparently.

This Privacy Notice explains how we collect, use, store and share personal information when you enquire about or receive our care services, visit our website, communicate with us, or otherwise interact with Quality Care Time.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Quality Care Time Ltd provides domiciliary care and support services.

For the personal information covered by this notice, Quality Care Time Ltd will generally act as the data controller, meaning we are responsible for deciding why and how personal information is processed.

Quality Care Time Ltd
5th Floor, The Grange
100 High Street
London
N14 6BN

Telephone: 0203 488 3182
Email: info@qualitycaretime.org
ICO Registration Number: ZA476177

3. Information We May Collect

The information we collect depends on your relationship with us and the services we provide.

Personal and contact information

We may collect:

Your name
Date of birth
Address
Telephone number
Email address
Emergency contact details
Next-of-kin details
Details of authorised representatives, advocates or family members involved in your care

Care and health information

Where you receive or are being assessed for care services, we may collect information including:

Medical conditions and relevant medical history
Medication information and medication administration records
Allergies
Mobility and moving-and-handling needs
Nutrition and hydration needs
Continence needs
Personal-care needs
Mental capacity and decision-making information
Communication needs
Care plans
Risk assessments
Care reviews
Daily care records
Accident and incident information
Safeguarding information
Information provided by health and social care professionals involved in your care

Information concerning a person's health is classed as special category personal data under UK data protection law and receives additional protection.

Financial and administrative information

We may collect:

Billing and payment information
Funding arrangements
Local authority funding information
NHS or Continuing Healthcare funding information where applicable
Information necessary to manage contracts and administer care services

Other information

We may also collect:

Complaints, compliments and feedback
Correspondence with you or your representatives
Information supplied by health and social care professionals
Information you provide through our website, forms, telephone calls or emails
Website technical information such as IP address, device/browser information and cookie information where applicable

We aim to collect only information that is relevant and necessary for the purposes for which it is being used.

4. Why We Use Your Information

We may use personal information to:

Assess your care and support needs
Develop, provide, review and update your care and support
Maintain accurate care records
Administer or support medication where this forms part of your care
Manage risks and protect your health, safety and wellbeing
Communicate with you and your authorised representatives
Communicate with professionals involved in your care
Coordinate your care with relevant health and social care services
Respond appropriately in an emergency
Identify, report and manage safeguarding concerns
Investigate and manage accidents, incidents, complaints and concerns
Manage contracts, funding, invoices and payments
Monitor and improve the quality and safety of our services
Meet our regulatory, safeguarding and legal obligations
Cooperate appropriately with the Care Quality Commission (CQC), local authorities, NHS organisations and other authorised bodies
Respond to enquiries submitted through our website or other contact methods
Protect our systems and maintain information security

5. Our Lawful Bases for Processing Personal Information

We must have an appropriate lawful basis under the UK GDPR whenever we process personal information.

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to enter into or perform a contract for care or other services.

Legal obligation – where we need to process information to comply with a legal, safeguarding or regulatory obligation.

Legitimate interests – where processing is necessary for our legitimate business or service interests and those interests are not overridden by your rights and interests.

Vital interests – in limited circumstances where processing is necessary to protect someone's life.

Consent – where consent is the appropriate lawful basis for a particular activity. Where we rely upon consent, you have the right to withdraw that consent.

We do not routinely rely upon consent as the UK GDPR lawful basis for processing health information that is necessary to provide care.

Consent to receive care or treatment and consent as a lawful basis for processing personal information under UK data protection law are separate matters.

6. Special Category Information

Because Quality Care Time provides health and social care support, we need to process information concerning people's health and, where relevant, other special category personal information.

When processing special category information, we require both an appropriate lawful basis under Article 6 of the UK GDPR and an appropriate condition under Article 9.

Where applicable, we may rely upon:

Article 9(2)(h) – Health or Social Care

This permits the processing of special category information where it is necessary for the provision or management of health or social care, subject to the requirements of UK law.

Other Article 9 conditions may apply depending upon the circumstances, including where processing is necessary to protect vital interests or for reasons of substantial public interest, such as certain safeguarding purposes.

We will only process special category information where there is an appropriate legal basis for doing so.

7. Sharing Your Information

We only share personal information where there is an appropriate reason and lawful basis for doing so.

Depending on your circumstances and care needs, information may be shared with:

GPs
Community nurses
Hospitals and other NHS services
Pharmacies
Social workers
Local authorities
NHS organisations and Continuing Healthcare teams
Emergency services
Safeguarding authorities
The Care Quality Commission (CQC)
Other health and social care professionals involved in your care
Your authorised representatives, advocates or people involved in your care
Professional advisers
Organisations providing systems or services to Quality Care Time under appropriate contractual and data-protection arrangements
Law enforcement agencies or other public authorities where disclosure is legally required or otherwise lawfully justified

We consider confidentiality and data-protection requirements whenever information is shared.

There may be circumstances where information needs to be shared without consent, for example where there is a safeguarding concern, serious risk of harm, emergency or another lawful requirement to disclose information.

Quality Care Time does not sell your personal information.

8. How We Keep Your Information Safe

We take appropriate organisational and technical measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or misuse.

These measures include, where appropriate:

Secure electronic care-record systems
Individual user accounts and access controls
Password and authentication controls
Restricting access according to staff roles and responsibilities
Secure storage and transmission of information
Confidentiality requirements for staff
Data-protection and information-governance training
Procedures for reporting and managing data breaches
Regular review of information-security arrangements

Staff must only access personal information where they have an appropriate reason to do so as part of their role.

9. How Long We Keep Information

We retain personal information only for as long as it is required for the purposes for which it was collected and to meet applicable legal, regulatory, contractual and professional requirements.

Different types of information and records may therefore be retained for different periods.

Where information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

10. Your Data Protection Rights

Depending upon the circumstances, you may have the following rights under data-protection law:

Right of access – you can ask us for copies of personal information we hold about you.

Right to rectification – you can ask us to correct information you believe is inaccurate or complete information you believe is incomplete.

Right to erasure – you may ask us to delete your personal information in certain circumstances.

Right to restriction of processing – you may ask us to restrict how we use your personal information in certain circumstances.

Right to object – you may object to certain processing of your personal information.

Right to data portability – in certain circumstances, you may have the right to receive information you have provided to us in a structured and commonly used format or ask us to transfer it to another organisation.

Rights relating to automated decision-making – you have rights relating to decisions made solely through automated processing where applicable.

These rights are not absolute and do not apply in every circumstance.

For example, we may need to retain certain care records despite a request for deletion because of our legal, regulatory or professional responsibilities.

To exercise your rights, please contact us using the details contained in this Privacy Notice.

11. Confidentiality

We recognise that information concerning a person's health, care and personal circumstances is confidential.

Information will only be accessed or shared where appropriate, and our staff are expected to maintain confidentiality.

Our responsibilities under data-protection legislation operate alongside our professional responsibilities concerning confidentiality and safe information sharing.

12. Website and Cookies

Our website may use cookies and similar technologies to enable the website to operate correctly, understand how visitors use our website and improve the experience of people using it.

Where required, visitors will be provided with choices concerning non-essential cookies.

Please see our Cookie Policy for further information about how cookies are used on our website.

13. Personal Data Breaches

If a personal-data breach occurs, Quality Care Time will investigate the incident and assess the potential risk to the people affected.

We will take appropriate steps to contain and manage the breach.

Where legally required, we will report a personal-data breach to the Information Commissioner's Office (ICO) and inform affected individuals.

14. Changes to This Privacy Notice

We may update this Privacy Notice when our services, systems, legal obligations or data-processing activities change.

The most recent version will be published on our website and will show the date on which it was last updated.

15. Questions, Concerns or Complaints

If you have a question about how Quality Care Time uses your personal information, would like to exercise one of your data-protection rights, or are unhappy with how we have handled your information, please contact us:

Quality Care Time Ltd
5th Floor, The Grange
100 High Street
London
N14 6BN

Telephone: 0203 488 3182
Email: info@qualitycaretime.org
ICO Registration Number: ZA476177

We will try to resolve your concern directly.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

Information Commissioner's Office
Telephone: 0303 123 1113

You can find further information about your data-protection rights and make a complaint through the ICO's website.