Privacy Policy
Last updated: 31 May 2026
Helpers for Seniors respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use our services, or apply to join our team.
Helpers for Seniors provides friendly, non-personal care and practical home help for seniors across West Kent, including Tonbridge, Sevenoaks, Southborough and Tunbridge Wells.
1. Who we are
For the purpose of data protection law, Helpers for Seniors is the data controller for the personal information we collect and use.
Helpers for Seniors
6 South Frith, London Road
Southborough
TN4 0UQ
Email: hello@helpersforseniors.co.uk
Telephone: 07747 973257
ICO registration number: [Insert if applicable]
2. Personal information we collect
We may collect and use the following types of personal information:
Enquiries and website contact forms
When you contact us by phone, email or through our website, we may collect:
- Your name
- Email address
- Telephone number
- Address or general location
- Details about your enquiry
- Information about the person who may need support
- Any information you choose to include in your message
Client and family information
If you arrange support with us, we may collect:
- Client name and contact details
- Family member or representative contact details
- Home address
- Preferred visit times and routines
- Support needs and preferences
- Notes about household tasks, errands, companionship, appointments or outings
- Emergency contact details
- Access instructions where necessary
- Billing and payment information
- Records of communication with you or your family
Sensitive information
Because we support older people at home, you may choose to share information about health, mobility, dietary needs, allergies, medication routines, disabilities, vulnerabilities or other personal circumstances.
We only collect this type of information where it is necessary to understand the support required, provide a safe and appropriate service, or respond to an emergency.
Job applicants
If you apply to join our team, we may collect:
- Name and contact details
- CV, application form details and work history
- Availability and preferred working hours
- Right to work information
- References
- Interview notes
- Information needed for background checks, including DBS checks where appropriate
- Any information you choose to provide as part of your application
Website usage information
When you visit our website, we may collect limited technical information, such as:
- IP address
- Browser type
- Device type
- Pages visited
- Date and time of visit
- Cookie preferences
This helps us keep the website secure and understand how visitors use it.
3. How we collect personal information
We collect personal information when:
- You complete a website form
- You call, email or message us
- You arrange an initial conversation or home visit
- You or a family member provide information about support needs
- You use our services
- You apply to work with us
- You visit our website
Sometimes we may receive information from a family member, representative, healthcare professional, local organisation, referee or another person involved in arranging support. Where appropriate, we will make sure the individual understands how their information is being used.
4. Why we use personal information
We use personal information to:
- Respond to enquiries
- Arrange initial conversations or home visits
- Understand what support may be helpful
- Provide companionship and practical home help
- Create and manage support arrangements
- Keep family members updated where appropriate
- Manage bookings, visits and communication
- Keep clients, staff and helpers safe
- Deal with payments, invoices and business records
- Respond to questions, complaints or feedback
- Recruit and assess job applicants
- Carry out appropriate background checks
- Improve our website and services
- Meet legal, regulatory and insurance obligations
5. Our lawful basis for using personal information
We only use personal information where we have a lawful reason to do so. Depending on the situation, we may rely on:
Contract
Where we need to use your information to provide services or take steps before entering into a service agreement.
Legitimate interests
Where we use information in a reasonable and expected way to run our business, respond to enquiries, provide safe and reliable support, communicate with families, manage appointments, keep records and improve our services.
Consent
Where you have given us clear permission, for example to receive marketing updates or where we ask for specific consent to use certain sensitive information.
Legal obligation
Where we need to keep records or share information to comply with the law.
Vital interests
Where we need to use or share information in an emergency to protect someone’s life, health or safety.
6. Special category information
Some information, such as health, disability, dietary or mobility information, may be classed as special category data under data protection law. This type of information needs extra protection.
Where we process special category information, we will only do so where necessary and where a valid legal condition applies, such as explicit consent, health or social care purposes where applicable, safeguarding, employment obligations, or vital interests in an emergency.
The ICO explains that special category data requires both a lawful basis under Article 6 of UK GDPR and a separate condition under Article 9.
7. Sharing personal information
We do not sell personal information.
We may share personal information where necessary with:
- Helpers, staff or contractors who provide support
- Family members or representatives, where appropriate
- Emergency services, healthcare professionals or safeguarding bodies where there is a safety concern
- Payment processors, accountants or bookkeepers
- Website, email, IT, hosting or software providers
- Professional advisers, insurers or legal advisers
- DBS, referencing or recruitment service providers
- Regulators, public authorities or law enforcement where required by law
We only share the information needed for the relevant purpose and expect anyone who handles personal information on our behalf to protect it properly.
8. Family updates and communication
Where appropriate, we may keep family members or nominated representatives updated about visits, arrangements or any concerns. We will only do this where it is reasonable, necessary and in line with the client’s wishes wherever possible.
9. Marketing
We may contact you with updates about our services where you have asked to receive them or where we are allowed to do so by law.
You can opt out of marketing communications at any time by contacting us at hello@helpersforseniors.co.uk.
We will not sell your details to third parties for marketing.
10. Cookies
Our website may use cookies and similar technologies to make the website work properly, improve performance and understand how visitors use the site.
Some cookies are essential for the website to function. Others, such as analytics or marketing cookies, will only be used where required consent has been obtained.
You can usually manage or block cookies through your browser settings. Blocking some cookies may affect how the website works.
11. How long we keep personal information
We only keep personal information for as long as necessary.
As a general guide:
- Enquiry records: up to 12 months after the enquiry, unless you become a client
- Client records: up to 6 years after the end of the service relationship
- Financial and accounting records: usually 6 years
- Job applications from unsuccessful candidates: usually up to 6 months, or up to 12 months if you agree that we may keep your details for future opportunities
- Staff and helper records: for the duration of the working relationship and for an appropriate period afterwards
- Marketing preferences: until you unsubscribe or ask us to remove your details
We may keep information for longer if required for legal, insurance, safeguarding or dispute-resolution reasons.
12. How we protect personal information
We take appropriate steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.
These steps may include:
- Limiting access to people who need the information
- Using secure systems and passwords
- Keeping records accurate and up to date
- Storing documents securely
- Training staff and helpers on confidentiality
- Using reputable service providers
- Reviewing what information we keep
13. International transfers
Some of the systems or service providers we use, such as website hosting, email or cloud software providers, may process information outside the UK.
Where this happens, we will take steps to make sure appropriate safeguards are in place to protect your personal information.
14. Your rights
Under data protection law, you have rights over your personal information. These may include the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your information in certain circumstances
- Ask us to restrict how we use your information
- Object to certain uses of your information
- Withdraw consent where we rely on consent
- Ask for your information to be transferred to another provider in certain circumstances
- Complain to the Information Commissioner’s Office
The ICO guidance says privacy information should clearly tell people about their rights, including the right to withdraw consent where consent is used.
To exercise your rights, please contact us at:
Email: hello@helpersforseniors.co.uk
Telephone: 07747 973257
We may need to verify your identity before responding to a request.
15. Complaints
If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated date shown at the top.
17. Contact us
For questions about this Privacy Policy or how we handle personal information, please contact:
Helpers for Seniors
6 South Frith, London Road
Southborough
TN4 0UQ
Email: hello@helpersforseniors.co.uk
Telephone: 07747 973257