PRIVACY POLICY

Last updated: May 2025

Who we are

Civik Care Group (“we”, “us”, “our”) is the trading name of Civik Care Group Limited (company no. 16404932).
Registered office: Office 15 Basepoint Centre, Yeoford Way, Marsh Barton Trading Estate, Exeter, Devon, England, EX2 8LB
We provide domiciliary and supported-living care across East Devon. Under UK data-protection law (UK GDPR and the Data Protection Act 2018) we are the Data Controller.

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1. Personal data we collect

• Website callback form – name, phone, email, best call time and any notes you type (source: provided by you).

• Telephone / email enquiries – caller ID, email address and any care-need details you share (source: provided by you).

• Technical cookies – IP address, device or browser type and basic site-usage data (source: automated via Wix essential cookies).

Clinical or detailed care information is collected later in a secure system (Log My Care) and is not gathered through this website.

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2. Why we use your data and our legal bases

• Arrange and manage your requested callback or enquiry – Consent (UK GDPR Art. 6 (1)(a)).

• Keep internal enquiry logs and follow-up notes – Legitimate interests (Art. 6 (1)(f)).

• Meet legal or regulatory duties (e.g. CQC, safeguarding) – Legal obligation / public task.

• Provide basic website security and functionality (cookies) – Legitimate interests.

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3. How long we keep it

• Initial website enquiries: kept for 12 months after last contact if you do not become a client.

• Clients: data is moved to your care record and kept in line with CQC / NHS guidance (a minimum 8 years).

• Cookie data: see section 6.

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4. Sharing your data

We do not sell your data. We share it only with:

1. Service providers we rely on – Wix (website hosting), Google Workspace (email), Log My Care (clinical records), Xero (accounting). Each is contractually bound to protect your data.

2. Regulators or authorities when required by law – e.g. Care Quality Commission, NHS, HMRC, safeguarding bodies.

All transfers stay within the UK or EEA. If an international transfer is needed we will use an adequacy decision or Standard Contractual Clauses.

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5. Your rights under UK GDPR

• Access the personal data we hold about you.

• Ask us to correct or delete it.

• Restrict or object to our processing.

• Withdraw consent at any time (where processing is based on consent).

• Request data portability (where applicable).

Contact us using the details in section 8; we will respond within one month. You can also complain to the Information Commissioner’s Office (ico.org.uk) if you are unhappy with our response.

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6. Cookies

Our site uses essential Wix cookies for security and basic operation; these load automatically. We currently do not use optional analytics or marketing cookies. If that changes, a cookie banner will let you opt in or out.

Essential cookies (examples: XSRF-TOKEN, hs) support session security and typically last for the session or up to two years. They cannot be opted out of without affecting site functionality.

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7. Data security measures

• SSL encryption on every page.

• Role-based access controls in Google Workspace, Log My Care and Wix.

• Regular staff training on confidentiality and GDPR.

• Devices protected by strong passwords and multi-factor authentication.

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8. Contact us

Data Protection Lead: J. Burns
Email: info@civikcaregroup.co.uk
Phone: +44 1395 891 012
Postal: Office 15 Basepoint Centre, Yeoford Way, Marsh Barton Trading Estate, Exeter, Devon, England, EX2 8LB

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9. Changes to this policy

We will update this page whenever we make significant changes and, where feasible, notify you directly.