Ageless Companions Ltd
Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain
Contact details
Post - Ageless Companions Ltd, Westbridge Mill, Bridge Street, Kirkcaldy, Fife, KY1 1TE
Telephone - 01592 396326
Email - enquiries.agelesscompanions@outlook.com
What information we collect, use, and why
We collect or use the following information to provide client care:
• Name, address and contact details
• Date of birth
• Next of Kin details including any support networks
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
• Records of meetings and decisions
• Call recordings and emails.
We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:
• Name, address and contact details
• Witness statements and contact details
• Relevant information from previous investigations
• Health Information
We collect or use the following information for safeguarding or public protection reasons:
• Name, address and contact details
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
• Records of meetings and decisions
We collect or use the following personal information for recruitment purposes:
• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Details of any criminal convictions - Disclosure Scotland checks
• Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
• Names and contact details
• Address
• Call recordings
• Witness statements and contact details
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure - You have the right to ask us to delete your personal information.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing - You have the right to object to the processing of your personal data.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide client are:
• Consent - we have permission from you after we give you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interest - We support adults who are classed as vulnerable to remain living in their own homes and community. For risk assessment purposes, we require medical knowledge, any form of harm or exploitation. We require information so that we can determine how best to support these vulnerable adults.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:
• Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We support adults who are classed as vulnerable to remain living in their own homes and community. For risk assessment purposes, we require medical knowledge, any form of harm or exploitation. We require information so that we can determine how best to support these vulnerable adults.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter.
All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
• Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We support adults who are classed as vulnerable to remain living in their own homes and community.
For risk assessment purposes, we require medical knowledge, any form of harm or exploitation. We require information so that we can determine how best to support these vulnerable adults.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
• Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We store contact information from staff to keep in contact with them as well as emergency information under Health and Safety. We hold their bank details so we can pay their wages into their bank account.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
• Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We need to make sure that any supported person is not exploited or harmed under Adult Protection.
Where we get personal information from
• Directly from you
• Regulatory authorities
• Family members or carers
• Social services
• Charities or voluntary sector organisations
• Councils and other public sector organisations
• Previous employers
How long we keep information
We keep personal data for as long as required.
Who we share information with
Data processors - Wallace White Accountants
This data processor does the following activities for us: Payroll
Others we share personal information with
• Other health providers (eg GPs and consultants)
• Charities and voluntary organisations
• Care providers
• Organisations we need to share information with for safeguarding reasons
• Emergency services
• Local authorities or councils
• Suppliers and service providers
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information.
These are where:
• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
45 Melville Street
Edinburgh
EH3 7HL
Helpline number: 0303 123 1115
Website: https://www.ico.org.uk/make-a-complaint
Last updated 29th January 2026
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