Privacy Policy

Care One OS ("we", "our", "us") is operated by Omega Life Ltd, registered in England and Wales. We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you use our platform and services.

1. Information We Collect

We may collect and process the following personal data:

• Account information: name, email address, phone number, job title, and organisation details provided during registration.
• Service user data: information about individuals receiving care, entered by authorised staff within your organisation. This may include names, dates of birth, health records, care plans, medication details, and daily notes.
• Usage data: information about how you interact with our platform, including login times, pages visited, features used, and device/browser information.
• Communication data: records of any correspondence with our support team.

2. How We Use Your Data

We use personal data for the following purposes:

• To provide and maintain the Care One OS platform and its features.
• To manage your account and provide customer support.
• To improve our services, including analytics and performance monitoring.
• To comply with legal and regulatory obligations, including CQC and Ofsted requirements.
• To send service-related communications (not marketing, unless you have opted in).

3. Lawful Basis for Processing

We process personal data under the following lawful bases as defined by the UK GDPR:

• Contract: processing necessary to deliver the service you have subscribed to.
• Legal obligation: processing required to comply with UK law, including health and social care regulations.
• Legitimate interests: improving our platform and ensuring security, where this does not override your rights.
• Consent: where you have given explicit consent, for example for marketing communications.

4. Data Sharing

We do not sell your personal data. We may share data with:

• Cloud hosting providers (UK-based data centres) for secure storage and processing.
• Regulatory bodies where required by law (e.g. CQC, Ofsted, local authorities).
• Third-party service providers who assist in delivering our platform, bound by strict data processing agreements.

5. Data Storage and Security

All data is stored on secure, UK-based cloud infrastructure. We implement industry-standard security measures including encryption at rest and in transit, access controls, regular backups, and audit logging. Access to personal data is restricted to authorised personnel only.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Care records are retained in accordance with NHS and CQC record-keeping guidelines. When data is no longer needed, it is securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data (subject to legal retention requirements).
• Object to or restrict processing of your data.
• Data portability — receive your data in a structured, machine-readable format.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at info@careoneos.ltd.

8. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact:

Omega Life Ltd
40-42 Kemble Street, Prescot
Liverpool, L34 5SQ
Email: info@careoneos.ltd