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Privacy Policy

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1. Introduction

At Life Made Easy Ltd, we take your privacy seriously. This policy explains how we collect, use, store, and protect your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZB596087, and act as a data controller for the personal data we handle.

 

 

2. What Data We Collect

Depending on your relationship with us, we may collect the following personal data:

 

Clients

  • Full name, address, phone number, email
     

  • Emergency contact details
     

  • Health information (only if relevant to providing support)
     

  • Appointment history and support logs
     

  • Payment details (if applicable)
     

Staff

  • Name, address, phone number, email
     

  • DBS check results
     

  • Right to work documents
     

  • Employment history, references
     

  • Training and compliance records
     

  • Payroll details, including hours worked and mileage
     

Referral Sources and Professional Contacts

We also collect limited professional data from individuals or organisations referring clients to us, or collaborating with us in a professional capacity. This includes:

  • Name
     

  • Role (e.g. social worker, district nurse)
     

  • Organisation (e.g. NHS, local authority)
     

  • Work contact details (phone/email)
     

  • Notes related to the referral or support being arranged
    This data helps us track the source of referrals, coordinate support, and follow up on joint working arrangements when required.
     

 

3. How We Use Your Data

We process personal data to:

  • Deliver and manage support services to clients
     

  • Maintain accurate staff records
     

  • Monitor service quality and safety
     

  • Ensure legal and contractual compliance
     

  • Record and manage referral pathways (e.g. social workers, NHS contacts)
     

  • Contact individuals when needed (e.g. appointments, emergencies, follow-up)
     

We will never sell your personal data or share it with third parties for marketing purposes.

 

 

4. Legal Basis for Processing

We process data based on:

  • Consent (where you have given permission)
     

  • Contractual necessity (e.g. providing agreed services)
     

  • Legal obligations (e.g. payroll, safeguarding)
     

  • Legitimate interests (e.g. referral tracking, support coordination with professionals)
     

 

5. How We Store and Protect Your Data

All personal data is securely stored using encrypted, access-restricted systems such as Google Workspace. Paper records (e.g. signed policies) are locked away in a secure location.

 

We follow strict protocols around who can access data, how it's used, and how it's disposed of.

If we use third-party tools (e.g. Zenzap for lone worker safety), we ensure they are GDPR-compliant and only used for business purposes.

 

 

6. Data Retention Periods

                        Data Type                                                         Retention Period

                 Client contact and support data.                   7 years after support ends

                 Support notes and logs.                                7 years from the last entry

                 Staff records (including payroll).                    7 years after employment ends

                 DBS checks.                                              Valid for 3 years, or until replaced

                 Job applications (unsuccessful).                         6 months after decision

                 Safeguarding records                          7 years, or longer if advised by safeguarding lead

                 Financial records (invoices etc.)                     7 years (in line with HMRC guidance)

                 Referral source/professional contact data.      3 years after last contact or referral

 

 

7. Your Rights

You have the right to:

  • Request access to the data we hold about you
     

  • Correct any inaccurate or incomplete data
     

  • Request deletion (where legally permissible)
     

  • Object to or restrict certain types of processing
     

  • Request data portability (for data you’ve provided to us)
     

To exercise these rights, please contact:
Email: info@yourlifemadeeasy.co.uk
We aim to respond within 30 days.

 

 

8. Data Sharing

We may share data where necessary with:

  • Emergency services or safeguarding professionals (when risk is identified)
     

  • Social workers, NHS staff, or other professionals involved in your support
     

  • Our accountants or HR/payroll provider (for lawful business purposes)
     

  • Regulatory bodies (e.g. ICO, local authorities) if legally required
     

All third parties are required to comply with data protection laws.

 

 

9. Cookies and Website Tracking

Our website may use cookies or analytics tools to monitor site traffic and improve user experience. These do not personally identify visitors. You can control cookie settings via your browser.

 

 

10. Complaints

If you have concerns about how your data is handled, you can contact us directly, or raise a concern with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk

 

Last updated: August 2025
Life Made Easy Ltd, Registered in England and Wales.

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