Please do not use our website forms to send medical records, identity documents, financial details, full dates of birth, DBS certificate numbers or detailed safeguarding information. We will arrange a more appropriate private process if further information is genuinely needed.
Section 01
Who we are
JJ Domiciliary Limited provides companionship and social care support from Ipswich across East Anglia. For personal information covered by this notice, JJ Domiciliary Limited is the data controller and decides why and how that information is used.
Data protection contact
25 St Margarets Green, Ipswich, IP4 2BN
Telephone: 01473 563033
Email: [email protected]
Section 02
Information we collect
General and consultation enquiries
We may collect your name, email address, telephone number, organisation or professional role, relationship to the person who may need support, preferred contact method, general location, services of interest, preferred times and arrangements, and the information you choose to include in a message or summary.
If you enquire for another person, we ask you not to identify them in the initial form. If a later conversation requires their information, we will explain the appropriate basis and how it will be handled.
Recruitment enquiries
We may collect contact details, location, employment interests, availability, work history, qualifications, experience, transport information, eligibility and suitability answers, whether you currently hold a DBS check, references, and information about reasonable adjustments you choose to request.
The initial application asks about DBS status but does not ask you to submit a certificate number or conviction details. If checks or sensitive documents become necessary, we will request them through an appropriate secure process.
Technical information
Our hosting, security and website systems may record technical information such as IP address, browser and device type, requested pages, timestamps, error logs and security events. This information is used to operate and protect the website.
Section 03
How and why we use information
We only use personal information where we have a lawful basis. Depending on the circumstances, this may include:
- Steps before a contract or performance of a contract: to discuss requested services, availability, arrangements and any later service agreement.
- Legitimate interests: to respond to enquiries, manage applications, keep appropriate business records, improve our service and protect the website, balanced against your rights.
- Legal obligation: to meet duties concerning employment, safeguarding, equality, tax, record-keeping, complaints or other applicable law.
- Consent: where we specifically ask for permission, including some optional communications or information about a requested reasonable adjustment. Consent can be withdrawn, although another lawful basis may still apply to information we must keep.
If we later need health information, information about disability or another type of special category data, we will identify both an Article 6 lawful basis and an additional Article 9 condition. Criminal offence information, including DBS information, is handled only where legally permitted and with additional safeguards.
No automated decisions
We do not use information submitted through these forms to make solely automated decisions about care or recruitment, and we do not sell personal information.
Section 04
Sharing and international transfers
Access is limited to people who need the information for their work. We may share information with carefully selected service providers that support website hosting, email, security, professional advice or business administration. They must only use it on our instructions and protect it appropriately.
We may also share information where required by law, to protect someone from serious harm, to establish or defend legal rights, or with regulators, law enforcement and professional advisers where appropriate.
Where a service provider processes information outside the United Kingdom, we will use a lawful transfer mechanism and appropriate safeguards, such as UK adequacy regulations or approved contractual protections. You may contact us for more information about the safeguard relevant to your data.
Section 05
How long we keep information
We keep information only for as long as it is reasonably needed for the purpose collected, legal and safeguarding duties, complaints, insurance and the establishment or defence of legal claims. Our usual criteria are:
- General enquiries and consultation requests that do not become a service relationship: normally up to 12 months after the last meaningful contact.
- Unsuccessful initial recruitment applications: normally up to 6 months after the recruitment decision, unless a longer period is agreed for future opportunities or required for a dispute.
- Successful applicants: relevant information becomes part of the personnel record and is retained according to employment, safeguarding, tax and legal obligations.
- Information connected with services: retained according to the nature of the service, contractual, safeguarding, insurance and legal requirements, and our internal retention schedule.
- Technical and security logs: kept for the shortest operational period that is reasonably necessary, unless an event requires investigation or preservation.
When information is no longer needed, it is securely deleted or anonymised.
Section 06
Your data protection rights
Depending on the circumstances, you may have the right to ask for access to your information, correction, deletion, restriction, objection, or transfer of information in a portable form. Where processing relies on consent, you may withdraw that consent.
Some rights are qualified and may not apply in every situation. We may need to confirm your identity before responding. We will usually respond within one month, although the law allows more time for complex or numerous requests.
To exercise a right, use the contact details in this policy and tell us what you are asking us to do.
Section 07
Cookies, website security and links
The website may use storage technologies that are strictly necessary for security, form operation, user preferences or core WordPress functionality. Strictly necessary technologies do not require consent, but we still aim to explain them clearly.
If non-essential analytics, advertising or similar technologies are introduced, they will not be activated until the required information and consent choices are provided. You can also control cookies using your browser settings, although blocking essential technologies may affect website functions.
We use proportionate technical and organisational measures to protect information. No internet transmission or storage system can be guaranteed completely secure, so please use the forms only for the limited information requested.
Section 08
Questions, complaints and changes
Please contact us first if you have a question or concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner's Office, the United Kingdom supervisory authority.
Visit the ICO complaints guidance or telephone 0303 123 1113.
We may update this policy when our services, systems or legal obligations change. The effective date at the top shows when it was last materially reviewed.