Care Office Privacy Policy

This Care Office Privacy Policy for careoffice.logmycare.co.uk (together with our Terms and Conditions and any other documents referred to in it describe how Log my Care operated by LMC Software Limited, registered under company number 10904934, whose registered address is Health Foundry, 1 Royal Street, London, (“LMC Software Limited”, “we’, “us”) will process any personal data we collect from you, or which you provide to us, in the course of using the www.careoffice.logmycare.co.uk website (the “Care Office”) services to which you are granted access (the “Services”). It also describes the choices available to you regarding our use of your personal information and how you can access and update this information. Please note that we have a separate Carer App Privacy Policy governing the use the Log my Care App (the “Carer App”). By accessing or using the Care Office, the Carer App and our Services, you acknowledge that you have read and understood this Privacy Policy and agree and consent to the use, processing and transfer of your personal data by us as described in this Privacy Policy. For the purposes of the Data Protection Act 1998 (the “Act”) and EU Regulation 2016/679 – the General Data Protection Regulation in effect from 25 May 2018 (“GDPR”) we are a Data Controller. We are ICO registered with registration number ZA310961 expiring at 25th January 2019.

Scope of Our Services

Log my Care operates a platform that allows social care providers to manage the care of their clients. The Carer App enables the care staff of social care providers (“Users”) to access and add to the care and personal records of individuals that they care for (“Service Users”) on mobile devices. Through the Care Office Website, managers of care homes or those deemed responsible enough to have administrator access (“Managers”) can manage access rights to the System and the profiles of Users and Service Users.

The Information We Collect

When you access the Care Office and/or use our Services, there are a number of ways in which you provide information and other data to us. You may be asked to provide us with the following personal information: 1) full name, 2) email address, 3) address, 4) photos, 5) date of birth, 6) medical history 7) other care documents and information. Users may be required to input information for their Service Users, this may include providing detailed information on their medical history. By accessing the Care Office/Carer App, you consent to us processing and collecting this data, on the terms and for the reasons which are explained below.

How Your Information is Used

As is true of most Websites/Apps, it will be possible to gather information from your computer or device such as your IP address, browser type, referring/exit pages, operating system and other information. This information may be used to:

  • create your personal Log my Care profile;
  • enable communication between all users;
  • enhance user experience and improve our Website/App;
  • drive future product development in line with customer platform and technology use;
  • when you are using the Care Office, send you push notifications. If you do not wish to receive these notifications, you can amend your settings from your account with the Care Office and contact us at [email protected] to request no further notifications;
  • send out a newsletter, service alerts or marketing communications;
  • respond to your questions and concerns.

Certain features of the Care Office/Carer App (such as uploading or downloading content) may need to access information on your device in order to work. By using such functionality, you consent to Log my Care accessing your device and information. If we can, we will ask you before the Care Office/Carer App accesses your device or information. You may also manage how the Care Office/Carer App accesses your device or information using privacy settings on your mobile device or by uninstalling the Care Office/Carer App.

How to Edit, Delete or Access Your Information

You have the right to ask for a copy of any personal information that we hold about you, to correct any inaccuracies and to update any out-of-date information. You can also ask us not to send you direct marketing communications. However please note that we may continue to send you service-related i.e. non-marketing communications. If you wish to exercise any of these rights or wish to object to our use of your personal information, please write to us at [email protected]

Sharing Your Information

Except as described below, we will not share your information with any third parties. We may disclose the information you provide us:

  • to other Users and Managers from your Organisation and their respective Service Users;
  • to our APIs including but not limited to Intercom and Google Analytics;
  • to any of our group companies (which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006);
  • as required by law, any Website/App regulation to protect the rights, property, or safety of ourselves or others. This may include disclosing to other companies and organisations in connection with fraud protection and credit risk reduction;
  • when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request;
  • if LMC Software Ltd is involved in a merger, acquisition, or sale of all or a portion of its assets, to any prospective seller or buyer of all (or part of) our business or assets. You will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information;
  • to any other third party with your prior consent to do so.

We will never pass your information or your Service Users’ information to a third party for them to use in their own direct marketing without your express consent. Please note that if you click on, or follow, any links from the Care Office/Carer App to external websites, our privacy policy will no longer apply to you. Please check the privacy policies of any such external website or Website/App before submitting any personal data, as we cannot accept any responsibility or liability in relation to them. Security The security of your personal information is important to us. All information you provide to us is stored using Amazon Web Services and hosted within the European Economic Area. Any payment transactions and database information will be encrypted using SSL technology and AES-256 respectively. We will retain your information for as long needed to provide you services via the Care Office/Carer App. Once your account has been deleted, we will only retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If you wish to cancel your account or request that we no longer hold your personal information, contact us at [email protected]

International Transfers

Information we collect may be transferred to, stored and/or processed in any country or territory where one or more of our partners or third party service providers (for example, our hosting company) are located or maintain facilities, including destinations outside the European Economic Area (“EEA”). While other territories may not have the same standards of data protection as those within your home country, we will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy. By submitting your personal data, you agree to this.

Contacting You

We may contact you from time to time about Log my Care, including marketing messages relating to Log my Care. We will do this electronically, for example by email, text, notifications or other messages on your Care Office/Carer App or mobile device or by telephone or post. We may contact you with information about our products and services (and those of specially selected parties that may be of interest to you) in line with your marketing contact preferences provided to us either through the Care Office/Carer App or by emailing us. All such communications will come from LMC Software Ltd. You may tell us at any time if you do not wish to receive marketing messages from us by contacting us at the email below or by following any instructions we may include in the messages we send to you.

Use of Location Data

The Care Office/Carer App may make use of location data sent from your mobile device. You can turn off this functionality at any time by turning off the location services settings for Log my Care on your mobile device. If you use these services, you consent to us and our partners’ and licensees’ transmission, collection, maintenance, processing and use of your location data and queries to provide and improve location-based and road traffic-based products and services. You may withdraw this consent at any time by turning off the location services setting on your mobile device.

Syncing with Other Apps

The Care Office/Carer App may enable a User to sync their Care Office/Carer App with the camera feature on their device. Photos will be stored in the Care Office/Carer App and not on users’ devices. We may ask permission to sync with your camera on your device to:

  • enable uploading your photos into the care record of Service Users;
  • scan barcodes of medications, stickers or other products.
  • By using the Care Office/Carer App, you accept that:
  • other Log my Care Users, Managers and Administrators from your Organisation will have access to the uploaded photos;
  • if you sync your camera with the Care Office/Carer App, you consent to us accessing your photos and storing the photos solely for the purposes described above. We will not collect or store any names, emails, addresses or other contact information from your device. If you do not want to use this feature or do not want your photos to be uploaded or accessed in any way you may unsubscribe from our services.
Your Rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by contacting us at [email protected] The Act and the GDPR give you the right to access information held about you. Your right of access can be exercised in accordance with the Act and the GDPR.

You also have the right to:
  • ACCESS to the information that we hold about you.
  • BE INFORMED of what data we hold and the purpose for processing the data as a whole or in parts,
  • ERASURE – request to be forgotten (this is not an absolute right) by ourselves and our affiliates.
  • RECTIFICATION – have any information that we hold about you that is incorrect or incomplete be rectified by ourselves and affiliates.
  • RESTRICT PROCESSING of the information we hold about you (so that inaccuracies may be corrected etc).
  • OBJECT to the processing of your data.
  • DATA PORTABILITY – you can obtain and reuse the information that we hold about you.
  • You may revoke your consent at any time by emailing us.
Accessibility and Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our information practices. If we make any material changes we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on the website www.careoffice.logmycare.co.uk prior to the change becoming effective. We encourage you to periodically review the website www.careoffice.logmycare.co.uk for the latest information on our privacy practices. This Privacy Policy and all changes made hereto as described in the previous paragraph remains effective unless and until we inform you otherwise via a push notification through the Care Office/Carer App, through email (sent to the e-mail address specified in your account) or by means of a notice on our website www.careoffice.logmycare.co.uk prior to the expiration of this Privacy Policy.

Contact

If you have any questions or comments about this Privacy Policy, you can contact us by email at the following email address: [email protected]. You can also use this address if you wish to request a copy of the personal data we hold about you.

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