Privacy notice

This page covers the personal data we collect through this website, and explains how children's records are handled inside the Hearth service, where your organisation stays in control.

Two very different kinds of data

Website and enquiry data: when you browse this site or request a demo, Hearth decides how that data is used, so Hearth is the data controller for it. That is what most of this notice covers.

Children’s records inside the service: the daily logs, incident records and care records a home keeps in Hearth belong to that home. Your organisation is the data controller; Hearth processes those records only on your instructions, under a written data processing agreement we provide before any real records go in. We never use children’s records for marketing, analytics or training AI models. See our security overview and subprocessor register for how that data is protected.

Who we are

The controller of website and enquiry data is Hearth Systems Ltd. You can reach us about anything in this notice at privacy@carehearth.co.uk.

What we collect on this website

If you request a demo we collect what you type into the form: your name, work email, home or organisation name, phone number (optional) and home size, plus the time you submitted it. Please don’t include any information about children in the form. It is for arranging a conversation, nothing more.

This site sets no advertising or analytics cookies and runs no third-party trackers. The only cookie Hearth uses is an essential, signed session cookie when a member of staff signs in to the service itself.

Why we use it, and our lawful basis

• To respond to your enquiry and arrange a demo: taking steps at your request before entering a contract (UK GDPR Article 6(1)(b)) and our legitimate interest in responding to people who contact us (Article 6(1)(f)).
• To follow up with you about Hearth afterwards: our legitimate interest in marketing the service to relevant organisations. You can object at any time and we will stop.

Who we share it with

Enquiry data is stored on our UK-hosted infrastructure and handled by the service providers listed in our subprocessor register, under contracts that bind them to our instructions. We do not sell personal data, and we only disclose it if the law requires us to.

How long we keep it

Enquiry data is kept only as long as needed to deal with your request and any follow-up, at most 12 months from our last contact, then deleted, unless a legal reason requires longer. Records inside the service follow the statutory retention rules for children’s homes, controlled by your organisation’s own retention policy.

Your rights

You have the right to access your data, have it corrected or erased, restrict or object to our processing, and to data portability. To exercise any of these, email privacy@carehearth.co.uk. You can also complain to the Information Commissioner’s Office at ico.org.uk or 0303 123 1113, though we’d appreciate the chance to put things right first.

Changes

We’ll update this notice as the business and the service develop; the current version always lives at this address, with the date below.

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