Privacy Policy

Privacy Policy

Wardcare.tech Limited

Effective Date: 01/11/26
Last Updated: 01/11/26

1. Introduction

Wardcare.tech Limited ("Wardcare", "we", "our", or "us") is a UK-based healthcare technology consultancy providing digital transformation, healthcare technology advisory, project management, software implementation, data analytics, AI consultancy, and related professional services to healthcare organisations, technology providers, care providers, NHS bodies, and private healthcare businesses.

We are committed to protecting and respecting your privacy and ensuring that personal data is processed lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable privacy legislation.

This Privacy Policy explains how we collect, use, share, store, and protect personal information.

2. Who We Are

Data Controller

Wardcare.tech Limited
20 Wenlock Road
London
N1 7GU
United Kingdom

Company Registration Number: 17531869

Email: privacy@wardcare.tech
Website: www.wardcare.tech

For all privacy-related enquiries, please contact us using the details above.

3. Personal Information We Collect

Depending on your relationship with us, we may collect and process the following categories of personal data.

Contact Information

Full name
Job title
Organisation name
Business email address
Telephone number
Business and correspondence addresses

Professional Information

Employment details
Professional qualifications
Areas of professional expertise
Information disclosed during consultations, meetings, and correspondence

Technical Information

IP address
Browser type and version
Device identifiers
Operating system details
Website usage data
Login and authentication data
Cookie data

Marketing and Communications Information

Preferences relating to communications
Records of correspondence
Feedback and survey responses

Recruitment Information

Where individuals apply to work with us, we may collect:

CVs and application forms
Employment history
References
Qualifications and certifications

Special Category Data

As a healthcare technology consultancy, we may occasionally process limited health-related information or other special category data where this is necessary for the provision of our services and where suitable legal safeguards are in place.

We only process special category data where a lawful basis and an additional condition for processing under Article 9 UK GDPR applies.

4. How We Collect Information

We collect information through:

Direct contact with clients and prospective clients
Website enquiry forms
Email correspondence
Telephone calls
Meetings and workshops
Professional networking events
Social media interactions
Recruitment activities
Third-party referrals
Website analytics and cookies

5. How We Use Personal Information

We may use personal information to:

Respond to enquiries and requests
Deliver consultancy and advisory services
Manage client relationships
Provide technical support
Administer contracts and agreements
Conduct project management activities
Improve our services
Manage suppliers and business partners
Recruit and engage personnel
Meet legal and regulatory obligations
Protect our business and information systems
Send service-related communications

Where marketing communications are sent, they will comply with applicable UK marketing laws and individuals may unsubscribe at any time.

6. Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract

Processing necessary to perform a contract or take steps prior to entering into a contract.

Legitimate Interests

Processing necessary for our legitimate business interests, including:

Delivering professional services
Business administration
Information security
Service improvement
Client relationship management

Legal Obligation

Processing necessary to comply with legal and regulatory obligations.

Consent

Where required by law, we will request consent before processing personal information.

Individuals may withdraw consent at any time.

Special Category Data

Where special category data is processed, Wardcare.tech Limited will rely upon one or more conditions under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

7. Sharing Personal Information

We may share personal information with:

Clients and client representatives
NHS organisations and healthcare providers
Technology suppliers and service providers
Cloud hosting providers
Professional advisers
Auditors and insurers
Regulatory authorities
Law enforcement agencies where legally required

All third parties are required to maintain appropriate security and confidentiality safeguards.

We do not sell personal information to third parties.

8. International Transfers

Personal information may occasionally be transferred outside the United Kingdom.

Where this occurs, we will ensure appropriate safeguards are implemented, including:

UK International Data Transfer Agreements (IDTAs)
UK Addendums to Standard Contractual Clauses
Transfers to countries recognised as providing adequate protection

9. Information Security

Wardcare.tech Limited has implemented appropriate technical and organisational measures to protect personal information, including:

Secure cloud infrastructure
Access controls and role-based permissions
Encryption of data where appropriate
Multi-factor authentication
Anti-malware and endpoint protection
Security monitoring and auditing
Staff training and confidentiality obligations

While we strive to protect personal information, no method of transmission or storage can be guaranteed to be completely secure.

10. Data Retention

We retain personal information only for as long as necessary to:

Fulfil contractual obligations
Deliver our services
Meet legal and regulatory requirements
Resolve disputes
Defend legal claims

Retention periods are reviewed regularly and based on business, legal, and operational requirements.

11. Your Rights

Subject to applicable law, individuals have the right to:

Access their personal data
Correct inaccurate information
Request deletion of data
Restrict processing
Object to processing
Receive a copy of their data in a portable format
Withdraw consent at any time
Lodge a complaint with the Information Commissioner's Office (ICO)

Requests may be submitted using the contact details listed in this Privacy Policy.

12. Cookies and Website Technologies

Our website may use cookies and similar technologies for:

Website functionality
Performance monitoring
Analytics
Security
User experience improvements

Users can control cookie settings through their web browser or through any cookie preference management tools provided on our website.

A separate Cookie Policy may provide additional information.

13. Healthcare and NHS Data Processing

Where Wardcare.tech Limited provides services to NHS organisations, healthcare providers, care homes, or healthcare technology companies, we may act as either:

A Data Controller, where we determine the purposes and means of processing; or
A Data Processor, where we act solely under written instructions from our clients.

In these situations, we operate in accordance with applicable NHS information governance requirements, contractual obligations, and relevant healthcare sector standards.

We maintain strict confidentiality and information security controls for all healthcare-related engagements.

14. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, security, or content of external websites and recommend reviewing their privacy policies before sharing personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, legal obligations, or business practices.

Any updates will be published on our website together with an updated revision date.

16. Contact Us

For questions, requests, or concerns regarding this Privacy Policy or our handling of personal information, please contact:

Privacy Officer
Wardcare.tech Limited
20 Wenlock Road
London
N1 7GU
United Kingdom

Email: privacy@wardcare.tech

17. Complaints

If you have concerns about how we process your personal information, please contact us first so that we may attempt to resolve the matter.

You also have the right to lodge a complaint with:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk

Version: 1.0
Approval Date: [Insert Date]
Policy Owner: Wardcare.tech Limited Management Team