Privacy Notice

Last updated: 19 October 2026

Version 2.0

1. Who we are

SoftCare Technologies Ltd ("SoftCare", "we", "us") is a company registered in Scotland (company number SC895306) whose registered office is at Moffat Business Centre, 96-98 Forrest Street, Clarkston, Airdrie, ML6 7AG. We are registered with the Information Commissioner's Office under number ZC204698.

SoftCare provides care management software to care providers in the United Kingdom.

You can contact us about this notice, or about how we handle personal data, at [email protected].

2. The two ways we handle personal data

As a controller. We decide how and why we use personal data about visitors to our website, people who contact us, people who receive our updates, and the contacts at our customers who manage their account, pay our invoices or ask us for support. This notice explains that processing.

As a processor. When a care provider uses SoftCare, the care provider is the controller of the records it keeps in SoftCare, including records about the people it cares for and its staff. We process those records only on the care provider's instructions, under our Data Processing Agreement published at softcare.uk/dpa. If you are a service user, a relative or a member of staff of a care provider that uses SoftCare, please contact that care provider about your personal data. If you contact us instead, we will pass your request to the care provider without undue delay and help it to respond.

3. Personal data we collect

When you visit softcare.uk. Our website hosting provider processes technical data to deliver the site and protect it from abuse: your IP address, browser and device type, the pages you request, the referring page and the time of each request. Our pages load fonts from Google Fonts, so your browser also sends your IP address and browser details to Google when a page loads.

When you contact us or ask for a demonstration. Your name, email address, phone number if you give it, your organisation, and what you tell us.

When you receive our updates. Your name, email address and your preferences about what we send you.

When your organisation is our customer. The name, work email address, role and organisation of the people who manage the account, receive invoices or contact us for support; billing details; and the content of support correspondence. Card details are collected by our payment processor and are not received by us.

When you use the SoftCare application. Records of sign-in and other security events for your account, such as the time, IP address and browser details, which we use to keep the application secure.

We do not knowingly collect personal data from children through our website. We do not process special category data, such as health information, for our own purposes. Health and care information held in the SoftCare application is processed for the care provider, as described in section 2.

4. Why we use it and our lawful basis

What we use Why Lawful basis
Website technical data To deliver the site securely and prevent abuse Our legitimate interests in running a secure website
Enquiries and demonstration requests To reply to you and, where you ask, to show you SoftCare Steps taken at your request before entering into a contract, and our legitimate interests in following up business enquiries
Updates and marketing emails To send you news about SoftCare Your consent, which you can withdraw at any time
Customer account, billing and support contacts To provide the service your organisation has subscribed to, invoice for it and support it Performance of our contract with your organisation, our legitimate interests in managing that relationship, and our legal obligations for financial records
Security and sign-in records To protect the application and investigate misuse Our legitimate interests in keeping the application and its data secure

We do not carry out automated decision-making that produces legal or similarly significant effects for you.

5. How long we keep it

Data How long
Website technical data Up to 90 days
Enquiries and demonstration requests Up to 24 months after our last contact with you, unless your organisation becomes a customer
Updates and marketing emails Until you unsubscribe. We then keep only your email address, marked as opted out, so that we do not contact you again
Customer account and support contacts and correspondence For as long as your organisation is a customer and up to 24 months afterwards
Invoices and other financial records 6 years from the end of the financial year they relate to, as tax law requires
Security and sign-in records For as long as they are needed to protect the application. Records in the application's audit log are kept for 7 years, as described in our Data Processing Agreement

We may keep personal data for longer where we need it to establish, exercise or defend a legal claim.

6. Who we share it with

We use service providers to run our business. Each processes personal data only on our instructions and under a written contract. The ones that handle the data described in this notice are:

The full list of the service providers that process data held in the SoftCare application, with where each one processes it, is published at softcare.uk/subprocessors.

We do not sell personal data, and we do not share it with anyone for their own marketing. We may disclose personal data where the law requires it, or where it is needed to establish, exercise or defend legal claims.

7. International transfers

We host the SoftCare application in the United Kingdom. Some of the service providers listed in section 6 process data in the United States or elsewhere outside the UK. Where they do, the transfer is made to a country covered by UK adequacy regulations or is protected by the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework. Our sub-processor list at softcare.uk/subprocessors states the location and the safeguard for each one.

8. Cookies

Our website does not set cookies. The SoftCare application uses a small number of cookies, described in our cookie notice at softcare.uk/cookies.

9. Your rights

You have the right to:

Some of these rights apply only in certain circumstances. To exercise any of them, email [email protected]. We will respond within one month.

Where we hold your data as a processor for a care provider, we will pass your request to the care provider, as described in section 2.

10. Security and breaches

We protect personal data with technical and organisational measures that include encryption in transit and at rest, access controls and multi-factor authentication for our own staff, and audit logging. Our security measures and certifications are described on our trust page at softcare.uk/trust.

If a personal data breach affecting data we control is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it and, where the risk is high, tell you without undue delay.

If a breach affects data we process for a care provider, we will notify the care provider within 48 hours of becoming aware of it, as set out in clause 8 of our Data Processing Agreement. The care provider decides whether the breach must be reported to the Information Commissioner's Office and to the people affected.

11. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at [email protected]. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

12. Changes to this notice

We will publish any change to this notice on this page with a new version number. We will tell our customers by email about material changes.

13. Contact