Privacy Policy

Olive Grove Care Last updated: 16th September 2026

1. Who we are

Olive Grove Care (“we”, “us”, “our”) is a home care provider registered with the Care Quality Commission (CQC), providing visiting homecare, live-in care and respite care services to older people and adults with long-term health conditions.

Registered office / trading address: Crown House, Suite 211, North Circular Road, London NW10 7PN 

Telephone: 020 3886 3676 Email: [email protected]

We are the “data controller” for the personal data described in this policy, unless stated otherwise.

If you have any questions about this policy or how we handle your personal data, please contact us using the details above, or contact our Data Protection Lead at [email protected].

2. Scope of this policy

This policy explains how we collect, use, store and protect personal data when you:

• visit or use our website, olivegrovecare.co.uk;
• make an enquiry about our services, by phone, email, or through our website forms;
• subscribe to our newsletter;
• apply for a job with us;
• become a client and receive care services from us, or are a family member, representative or emergency contact of a client;
• otherwise interact with us (for example, as a supplier, contractor, or professional partner such as a GP, social worker or local authority).

Because we provide regulated home care, some of the personal data we hold — particularly about clients — is health data and other special category data. Section 6 below explains how we handle this.

3. Personal data we collect

Depending on your relationship with us, we may collect:

Website visitors and enquirers

• Name, email address, telephone number, postal address
• Details of the enquiry (e.g. who care is needed for, the type of care of interest, preferred contact times)
• Technical data such as IP address, browser type, device information and website usage data (see our Cookie section below)
• Marketing preferences, if you subscribe to our newsletter

Clients (people receiving care)

• Contact and identification details (name, date of birth, address, next of kin/emergency contacts)
• Health and care information, including medical history, diagnoses, medication, mobility and care needs, risk assessments, and details recorded in care plans and daily care logs
• Information relating to mental capacity, safeguarding concerns, or vulnerabilities, where relevant
• Financial information relevant to arranging and paying for care (e.g. billing details, insurance or local authority funding information)
• CCTV or call-monitoring data, where used at our office premises

Family members and representatives

• Contact details and information relevant to your role (e.g. power of attorney, next of kin status)

Job applicants and carers/staff

• CV, application and interview details, references, right-to-work checks, DBS (Disclosure and Barring Service) checks, qualifications and training records, employment history
• Rota, visit and performance records once employed

We collect this data directly from you, from your representatives or next of kin, and in some cases from third parties such as GPs, hospitals, local authorities, social workers or previous care providers, where necessary to arrange or deliver safe care.

4. How we use your personal data and our legal basis

We only use personal data where we have a lawful basis to do so under UK GDPR. The table below summarises our main purposes and legal bases.

5. Cookies and website analytics

Our website may use cookies and similar technologies to operate correctly, remember preferences, and understand how visitors use the site (for example, via analytics tools). Some cookies are essential for the website to function; others (such as analytics or social media cookies) are only set with your consent, where required by law.

You can control or delete cookies through your browser settings. Blocking some cookies may affect how the website functions.

6. Special category (health) data

Because we provide care services, we hold health-related and other special category data about clients. We only process this data:

• with the explicit consent of the client (or their legally authorised representative), where practicable; and/or
• where necessary for the provision of health or social care, under a contract with a health professional, and subject to confidentiality obligations equivalent to those of a health professional; and/or
• where necessary to protect someone’s vital interests (e.g. in a medical emergency, where consent cannot be obtained); and/or
• where necessary for reasons of substantial public interest, such as safeguarding.

We limit access to health and care data to staff and carers who need it to provide safe care, and to regulators or professionals (such as GPs or district nurses) where necessary for the client’s care.

7. Who we share personal data with

We may share personal data with:

• Carers and staff directly involved in delivering your care
• Healthcare professionals involved in your care (e.g. GPs, district nurses, hospitals), with appropriate consent or legal basis
• Local authorities, social workers, safeguarding boards or the CQC, where required by law or regulation
• Insurance providers, where care is funded through insurance
• IT, payroll, DBS-checking, and other service providers who process data on our behalf under contract
• Emergency services, in an emergency
• Professional advisers (e.g. accountants, solicitors) where necessary
• A buyer, in the event we sell or transfer part or all of our business, subject to appropriate safeguards

We do not sell personal data to third parties.

Where we use processors based outside the UK, we ensure appropriate safeguards are in place (such as the UK’s International Data Transfer Agreement or adequacy regulations).

8. How long we keep personal data

We retain personal data only for as long as necessary for the purposes it was collected, including to satisfy legal, regulatory, accounting or reporting requirements. As a guide:

• Client care records are typically retained for a minimum of 5 years after the end of care, or longer for certain records as required by CQC/NHS records management guidance.
• Recruitment records for unsuccessful applicants are typically retained for up to 12 months
• Employment records are retained for the duration of employment plus a statutory period afterwards
• Marketing/newsletter data is retained until you unsubscribe or withdraw consent

9. Your rights

Under UK GDPR, you have the right to:

• be informed about how we use your data;
• access the personal data we hold about you;
• request correction of inaccurate data;
• request erasure of your data, in certain circumstances;
• restrict or object to certain processing;
• request data portability, where applicable;
• withdraw consent at any time, where we rely on consent (e.g. marketing);
• lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk, or by calling 0303 123 1113.

Where a client lacks mental capacity to exercise these rights themselves, we will work with their legally authorised representative (e.g. attorney or deputy) in line with the Mental Capacity Act 2005.

To exercise your rights, please contact us using the details in Section 1.

10. How we protect personal data

We use appropriate technical and organisational measures to protect personal data, including access controls, staff training and confidentiality agreements, secure storage of physical and electronic records, and DBS checks for staff who work with clients.

11. Children

Our services are directed at adults. We do not knowingly collect personal data from children via our website.

12. Changes to this policy

We may update this policy from time to time, for example to reflect changes in the law or our practices. The “last updated” date at the top shows when it was last revised. We encourage you to review this page periodically.

13. Contact us

If you have questions, concerns, or wish to exercise your data protection rights, please contact:

Olive Grove Care Crown House, Suite 211, North Circular Road, London NW10 7PN Telephone: 020 3886 3676 Email: [email protected]

You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk