Section 01
Who we are
We Are Care Limited (company number 14772282) is the data controller for the personal data of candidates and carers. ICO registration ZC142999. Registered office: Cottage 1, The Old Bakery, Cackle Street, Brede, Rye, East Sussex TN31 6DX. Contact for data matters: privacy@wearecare.co.uk.
Section 02
What this notice covers
This explains what personal data we collect from candidates and carers, why, the lawful basis, how long we keep it, and your rights. It sits alongside our main Privacy Policy and our How We Are Care Uses Baton statement.
Section 03
What we collect
What we collect depends on the role and the situation, and we only collect what we need for that person. Depending on the role and circumstances, this may include your real name and preferred name; contact details; National Insurance number; gender; whether you hold a driving licence; how far you are willing to travel; the type of role you are looking for; right-to-work documents; DBS status; qualifications, training records and certificates; references; employment history; availability and work preferences; placement and shift records; payroll and bank details for PAYE; and your communications with our team. Baton supports the capture, organisation and expiry-tracking of this evidence.
Section 04
Why we use it and our lawful basis
Performance of a contract or steps to enter one (engagement, placement and pay); legal obligation (right-to-work, DBS, safeguarding and tax); and legitimate interests (operational records, audit trail and reminders), balanced against your rights.
Section 05
How long we keep it
In line with best practice and our retention schedule: worker records are kept for the duration of engagement plus six years; payroll and tax records for six years; DBS check outcomes are recorded but certificates are not retained; and safeguarding records are kept in line with statutory guidance. We do not keep data longer than necessary or than the law requires.
Section 06
Baton and human review
We use Baton to organise documents, evidence, expiry dates and reminders. We do not use Baton to make solely automated significant decisions about you. Material decisions about suitability or placement are reviewed by a person, and you have a route to challenge a decision and request human review.
Section 07
Who we share it with
Client care providers where you are placed (to the extent needed for the placement), and the suppliers listed in the Baton Subprocessor Summary. We do not sell your data.
Section 08
Your rights
Access, rectification, erasure, restriction, portability, objection, and rights relating to automated decision-making. To exercise them, contact privacy@wearecare.co.uk. You can also complain to the Information Commissioner’s Office (ico.org.uk).
Section 09
International transfers
Where a supplier processes data outside the UK, including AI processing, we rely on UK adequacy regulations or appropriate safeguards.
Published at wearecare.co.uk/policies/candidate-carer-privacy.