Privacy Policy

Careberry Software Ltd  |  Last reviewed: 31 July 2026  |  Reviewed at least annually

1. Who we are

Careberry is a care management platform provided by Careberry Software Ltd, which is registered in England and Wales under registration number 12631152. Our registered address is Claydon House, 1 Edison Road, Buckinghamshire, HP19 8TE.

This policy applies when we act as a data controller for various groups, including visitors to our website, individuals who contact or engage in business with us, personnel from our client organisations, and recipients of our marketing communications.

2. Care records

It is important to note that this policy does not apply to care records. If you receive care from a home care agency or care home that utilises Careberry, the control of your care records lies with your care provider, not with us. We process these records solely based on your care provider's instructions, acting as their data processor. If you require copies of your care records or wish to make changes to them, please reach out to your care provider directly. We will assist your provider in responding to your requests. This includes any information entered through Careberry apps by you or your authorised family members.

3. The personal data we collect

  • Contact data – name, email address, telephone number, postal address, provided by you or your employer.
  • Account data – account identifiers, business name, settings and preferences for our website and portal.
  • Customer relationship data – your role, employer, and our communications with you, held in our customer relationship management system.
  • Transaction data – details of purchases and payments. Card payments are handled by our payment services provider; we do not store full card numbers.
  • Communication data – the content and metadata of messages between you and us, including support requests.
  • Usage data – technical data about your use of our website (IP address, browser, pages visited), collected via analytics cookies only with your consent (see section 9).
  • Family App data – if you are a family member authorised by a care provider to use the Careberry Family App, your name and contact details are provided by you or the care provider so that the app can be made available to you. Information about the person receiving care remains under the care provider's control (see section 2).

Please do not send us other people's personal data unless we ask you to.

4. Why we use your data and our legal bases

  • Operating our business – providing our website and services, fulfilling orders, invoicing and credit control (legal basis: legitimate interests in running our business properly).
  • Relationships and communications – managing our relationship with you and providing support (legal basis: legitimate interests).
  • Direct marketing – sending marketing communications where you have opted in, with the ability to opt out at any time (legal basis: consent).
  • Research and analysis – understanding how our website and services are used (legal basis: consent, via analytics cookies).
  • Record keeping – maintaining our business records and backups (legal basis: legitimate interests).
  • Security – protecting our website, services, business and users, and preventing fraud (legal basis: legitimate interests).
  • Legal compliance and vital interests – where processing is necessary to comply with our legal obligations or to protect someone's vital interests.

5. Who we share your data with

  • Our hosting providers – your data is stored on the servers of our cloud hosting provider (Microsoft Azure).
  • Our service providers – suppliers who support our business (for example our CRM, payment, accounting and support tools), under contracts that protect your data.
  • Legal disclosures – where disclosure is necessary to comply with a legal obligation, to protect someone's vital interests, or to establish, exercise or defend legal claims.

We do not sell your personal data, and we do not pass your details to third parties for their own marketing.

6. International transfers

Our services and customer data are hosted in the United Kingdom. All of our databases are based in the UK. Some of our service providers are part of groups headquartered outside the UK; where any transfer of personal data outside the UK occurs, we rely on UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses, together with additional safeguards where appropriate.

7. How long we keep your data

We keep personal data no longer than necessary for the purposes it was collected for. In general: contact data for up to 6 years from our last contact with you; account, service and transaction data for 6 to 7 years after the account closes, the contract ends or the transaction occurs, in line with our legal and accounting obligations. We may retain data for longer where the law requires it or to protect someone's vital interests.

8. How we protect your data

We take appropriate technical and organisational measures to protect your personal data, including encryption of data in transit and at rest, access controls, and secure UK/EEA hosting. No internet transmission is completely secure, so we cannot guarantee the security of data sent to us over the internet. Keep any password you use for our services confidential — we will never ask you for it.

9. Cookies

A cookie is a small file placed on your device by a website. We use:

  • Strictly necessary cookies – for login, security and remembering your cookie choices. These do not require consent.
  • Analytics cookies – Google Analytics.

Analytics cookies are set only if you consent via our cookie banner. You can change your choice at any time using the cookie settings link on our website, and you can also block or delete cookies through your browser settings (see your browser's help pages). Rejecting analytics cookies does not affect your use of our website.

10. Your rights

Under UK data protection law, you have the right to: access your personal data; have inaccurate data corrected; have your data erased; restrict or object to our processing; data portability; and to withdraw consent at any time where consent is our legal basis.

To exercise any of these rights, contact us via our contact us page. We will respond within one calendar month. Remember that requests about care records should go to your care provider (see section 2).

You also have the right to complain to the UK supervisory authority: the Information Commissioner's Office (ICO) – ico.org.uk, helpline 0303 123 1113. You can find more about your rights at ico.org.uk/for-the-public.

11. Changes to this policy

We review this policy at least annually and whenever our processing changes materially. We will publish any updated version on this page with a revised 'last reviewed' date.