Privacy Policy

At Next Door Companions Ltd, we respect your privacy and are committed to protecting your personal data. This privacy notice explains how we collect, use, store, and share your personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are (Data Controller)

Next Door Companions Ltd is an introductory care agency. We match clients who require care with suitable, self-employed companions so that clients can remain living safely and comfortably in their own homes. We do not provide care services directly; we ensure that introduced companions are vetted, qualified, and suitable.

Data Controller: Next Door Companions Ltd

Email: info@nextdoorcompanions.co.uk

Address: 2 Coscombe Circus, Plymouth. PL9 7FF

Company Registration Number: 17394813

Information We Collect

To provide our introductory agency services, we collect and process the following categories of personal data:

Basic Personal Details: Name, address, phone number, email address, and date of birth.
Client Information (Special Category Data): Care needs, health preferences, emergency contact details, and relevant medical/lifestyle context necessary to match you with a suitable companion.
Companion Information: Qualifications, training certificates, DBS checks/vetting information, references, identity documents, bank details, and work availability.
Technical & Usage Data: IP address and website usage data collected via our website for security and operational purposes.

Lawful Basis for Processing Your Data

Under UK GDPR, we must have a valid legal basis to process your personal data:

Contractual Necessity: Processing is necessary to fulfil our contract with you or take pre-contractual steps (e.g., matching clients with companions, processing bookings, invoicing, and payments).
Legitimate Interests: Processing is necessary for our legitimate operational interests (e.g., communicating with you, running our business efficiently, maintaining website security, and improving our services).
Legal Obligation: Processing is necessary to comply with legal, regulatory, and safeguarding requirements.
Explicit Consent for Special Category Health Data: Where we process health or care preferences, we obtain your explicit consent during on boarding to facilitate safe and appropriate introductions.

How We Share Your Data

We never sell your personal information. We only share data when necessary and lawful:

Introductions: With clients and self-employed companions to facilitate care introductions and matches.
Third-Party Service Providers: Trusted data processors who support our business operations (e.g., IT hosting providers, accounting and payment systems, vetting software). All processors are subject to strict data confidentiality agreements.
Legal and Regulatory Bodies: Local authorities, law enforcement, or regulatory bodies when required by law or safeguarding regulations.

If any data is transferred outside the United Kingdom, we ensure appropriate safeguards (such as UK International Data Transfer Agreements) are in place.

Data Retention

We retain personal data for 8 years following the end of our relationship with you. This retention period allows us to meet statutory legal and financial accounting obligations, facilitate re-engagements, and address potential disputes or safeguarding queries. After this period, your data will be securely deleted or permanently anonymized.

Your Legal Rights

Under the UK GDPR, you have the following rights regarding your personal data:

Right of Access: Request a copy of the personal data we hold about you.
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure: Request deletion of your data where legally permissible.
Right to Restrict or Object: Object to or restrict processing under certain conditions.
Right to Data Portability: Request transfer of your data to another controller in a structured, machine-readable format.
Right to Withdraw Consent: Where processing is based on consent (such as health/care needs data), you can withdraw consent at any time without affecting prior lawful processing.

Requests are processed free of charge. However, a reasonable fee may apply for manifestly unfounded, excessive, or repeated requests.

To exercise any of these rights, please contact us at info@nextdoorcompanions.co.uk.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint with the UK data protection regulator:

Information Commissioner's Office (ICO)

Website: www.ico.org.uk

Phone: 0303 123 1113