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Privacy Policy

A legal disclaimer

Last Updated: 10th May 2025

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Our Data Protection Officer contact details

Name: Simon Whalley

Email: info@theophelian.com

 

 

The type of personal information we collect

We currently collect and process the following information:

 

  • Personal identifiers, contacts, and characteristics (for example, name, address, phone number, and email)

 

 

How we get the personal information and why we have it

Most of the personal information we process is provided directly by you, or by someone acting on your behalf, for the following purposes:

 

  • To enable us to provide care services and related support to you or your child

  • To meet our regulatory, safeguarding, and contractual obligations

 

 

We may share this information with statutory agencies where deemed appropriate for the safeguarding of children and vulnerable adults.

 

 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

 

  • Your consent (you can remove your consent at any time by contacting info@theophelian.com)

  • We have a contractual obligation

  • We have a legal obligation

  • We have a legitimate interest

 

 

 

How we store your personal information

Your information is securely stored with safeguards to prevent external access. We keep all personal data for a period of 12 months after it is no longer required for service or regulatory purposes. We dispose of your information by securely shredding hard copies and permanently deleting electronic records.

 

In cases where data relates to safeguarding concerns, information will be retained until it is no longer required for any statutory purpose.

 

 

Your data protection rights

Under data protection law, you have rights including:

 

  • Your right of access – You can ask us for copies of your personal information.

  • Your right to rectification – You can ask us to correct information you think is inaccurate or complete information you think is incomplete.

  • Your right to erasure – You can ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing – You can ask us to restrict processing of your personal information in certain circumstances.

  • Your right to object to processing – You can object to our processing of your personal information in certain circumstances.

  • Your right to data portability – You can ask us to transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

 

 

You are not required to pay any charge for exercising your rights. We have one month (30 days) to respond to your request.

 

Please contact us at info@theophelian.com if you wish to make a request.

 

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@theophelian.com.

 

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have handled your data:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

ICO Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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