Privacy notice
This sets out what information I collect during the research stage of FamilyCareRecord, why I collect it, and what your rights are. I have tried to write it so that it can actually be read. If anything is unclear, email me at tim@familycarerecord.co.uk and I will answer in person.
Who is responsible
FamilyCareRecord is a trading name of FamoRenovo Limited, registered in England and Wales, company number 17161700, registered office 41 Royal Wells Court, Flat 1, Church Road, Tunbridge Wells, Kent, TN1 1JT. FamoRenovo Limited is the data controller. The person responsible for data protection is Tim Brocklehurst, tim@familycarerecord.co.uk.
What we collect and why
If you join the waitlist: Your email address, your first name if you give it, which of four groups you belong to (carer, employer, carers' organisation, other), the date and time, and a one-way hash of your internet address used only to limit abuse of the form. We use this to contact you about the research and, later, about the tool. Lawful basis: Your consent, given by ticking the box on the form.
If you answer the questionnaire: Your answers, the date and time, a one-way hash of your internet address used only to limit abuse of the form, and your email address only if you choose to give it. Each response is stored under a code such as Q014, not a name. The questionnaire asks you not to include anyone's name or identifying details, and if you write about the health of the person you care for we keep only what you wrote, under that code. We use the answers to decide what to build. Lawful basis: Your consent, given by ticking the box at the end. If you give an email address, we use it only for the follow-ups you ticked and to confirm what you agreed to.
If you book a conversation: The booking service collects your name, email address and chosen time and shares them with us. We use this to hold the conversation. Lawful basis: Your consent, given when you book.
During a conversation: We take notes. The notes are stored under a participant code, not your name, and the link between the code and your name is kept separately. We only record a conversation if you say yes at the start, and a recording is transcribed within a week and then deleted. If you mention the health of the person you care for, we record only what is needed to understand the situation and never their name. Lawful basis: Your consent, given verbally at the start of the conversation and noted at the time. Where health information about another person is mentioned, we rely on the same consent and on keeping that information to the minimum.
When you visit this site: Our hosting provider keeps standard server logs, which include your internet address, the pages requested and the time, for security and fault-finding. This site sets no cookies and loads nothing from other companies' servers. Lawful basis: Our legitimate interest in running a secure website.
Who else sees it
- Krystal Hosting Ltd (United Kingdom), which hosts this site and our email.
- Cal.com, Inc. (United States), the scheduling service used for bookings, which processes your name, email address and chosen time under its own privacy notice at cal.com/privacy.
- People helping to build the tool, who may see summaries of conversations with all identifying details removed.
- Carers' organisations that introduced you may receive a summary of what carers told us as a group, never anything that identifies you.
We do not sell personal information, and we do not use it for advertising.
How long we keep it
Waitlist details, questionnaire answers and conversation notes are kept for twelve months from the date of collection, then deleted, unless you have asked to stay in touch beyond that. Recordings are deleted within a week of transcription. Server logs are kept by the hosting provider for their standard period.
Your rights
You can withdraw consent at any time, and ask to see, correct or delete what we hold about you, by emailing tim@familycarerecord.co.uk. We will act within one month, and usually the same day. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. FamoRenovo Limited is registered with the ICO under number ZC144129. I would rather you told me first so I can put it right, but that is your choice.
Changes
If this notice changes, the version number and date at the top will change, and anyone on the waitlist will be told by email before any change that affects them.