Privacy Notice

Introduction

Prime Years Companion Agency("the agency") is committed to protecting the privacy and personal information of clients, family members, employees, workers, applicants, contractors, website users, and other individuals whose information is provided to the agency.

This Privacy Notice explains how personal information is collected, used, stored, shared, and protected in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice is available to clients, relatives, representatives, staff, applicants, companions, contractors and any third party who provides personal information to the agency.

1. Business Details

This is the Privacy Notice of Prime Years Companion Agency.

Prime Years Companion Agency is a UK-based non-medical companionship and support service operating in the East Midlands, including Chesterfield, Derbyshire and Nottinghamshire. It provides companionship and non-medical in-home support for adults aged 18 and over, including social interaction, everyday assistance, and wellbeing-focused visits.

For the purposes of data protection law, Prime Years Companion Agency is the data controller for the personal information it decides how to use.

2. Aims of This Notice

This notice explains:

• What personal information the agency collects.
• How your information is collected and processed safely.
• Our legal basis for processing your data.
• How we share, retain, and protect your information.
• Your rights regarding your personal data under UK Law.

3. Types of Personal Information We Collect

The categories of information we process about you include:

Clients and Prospective Clients:

• Your name and contact details (including address, phone number, and email).
• Details of your family members and emergency contacts.
• Information about your background, interests, hobbies, and companionship needs.
• Details of your support requirements, visit plans, and daily logs.
• Health-related information and other sensitive personal data necessary for your safe and personalised support.
• Your financial information for invoicing and payments.

Companions and Applicants:

• Your name and contact details.
• Recruitment information (CVs, cover letters, interviews, and references).
• DBS certificate information and vetting status.
• Payroll and payment details.
• Your availability, rota, and timesheet records.
• Performance, supervision, and disciplinary records.
• Emergency contact details.
• Driving licence and vehicle-related information.

Website and Digital Communication:

• Information you provide in our enquiry forms.
• Information you submit through our Google Forms intake process.
• Messages, calls, and media you share with us via WhatsApp Business.
• Appointment information and contact details you provide via Calendly.
• Technical website data (IP address, browser type, cookies).

4. How Your Information is Collected

The agency collects your personal information mainly through telephone calls, meetings, Google Forms, emails, WhatsApp messages, and Calendly bookings.

We may also obtain information about you from third parties like referees, DBS checking services, healthcare professionals, or local authorities where necessary.

5. Why We Use Your Information

The agency uses your information to assess service suitability, deliver your companionship, communicate with your family, and manage our business operations. Our lawful bases include:

• Performance of our contract with you.
• Compliance with our legal obligations.
• Our legitimate interests (running the business and ensuring high-quality service).
• Your consent, where genuinely required and freely given.

6. How We Keep Your Information Safe

We take your security seriously and implement technical and organisational measures, including:

• Using secure scheduling software (Care Planner).
• A secure mobile app for companions to access care plans safely.
• Password protection and strict access controls.
• Staff confidentiality training and obligations.

7. Sharing Your Personal Information

We only share your information when there is a lawful reason and on a strictly need-to-know basis with:

• Your authorised family members or representatives.
• Companions delivering your service.
• Authorised service providers (Care Planner, Google, WhatsApp, Calendly).
• Healthcare professionals or regulators where required by law.

8. Your Rights

You have rights under data protection law, including access to your data, correction of inaccuracies, erasure in certain circumstances, and the right to object to processing.

If you are unhappy with how your information is being used, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

9. Retention of Your Data

We keep your personal information only for as long as necessary for the purposes for which it was collected, taking into account legal, tax, and safeguarding requirements.

This Privacy Notice is reviewed regularly and was last updated in April 2026.