Privacy Policy

Last updated: 26 September 2026

Before you publish this: the bracketed placeholders below need real answers — your registered business name/status, and whether you've registered with the ICO. This template covers the standard UK GDPR requirements but is not a substitute for legal advice specific to a care-sector business.

Who we are

Sundial Companionship Support ("we", "us", "our") is a companionship support service operating in Cambridgeshire and south Lincolnshire. This policy explains what personal information we collect when you contact us or use our service, why we collect it, and your rights over it.

Data controller: Rachel N K Chitambira, trading as Sundial Companionship Support
Contact: info@sundialcompanionshipsupport.uk · 07462 528866 (mobile) · 01733 700179 (landline)

What we collect

When you get in touch — by phone, email, or any enquiry form — we may collect:

Your name and contact details (phone number, email, address)
Details about the person who may receive companionship visits, including care needs, routines, and preferences relevant to arranging visits
Information shared during an introductory visit or ongoing visits, where relevant to safeguarding or delivering the service

Some of this is "special category data" under UK GDPR (for example, information that touches on health or care needs). We only collect what's necessary to safely arrange and deliver companionship visits.

Why we collect it

To respond to your enquiry and arrange an introductory visit
To deliver and manage the companionship service, including matching a companion and agreeing a visit schedule
To meet our safeguarding responsibilities as a service supporting elderly and disabled adults
To meet legal obligations, for example where we're required to report a safeguarding concern

Our legal basis

We rely on: your consent (for general enquiries and marketing communications, where given); performance of a contract (once you become a client, to deliver the agreed service); and legitimate interests or legal obligation for safeguarding matters.

Who we share it with

We do not sell or share your information with third parties for marketing purposes. We may share information with:

Cambridgeshire County Council or relevant local authority adult safeguarding teams, where a safeguarding concern arises
Our insurer, if a claim requires it
[Insert: any booking software, invoicing tool, or CRM you use to store client details]

How long we keep it

We keep enquiry details for [insert, e.g. 12 months] if you don't go on to become a client. For active and former clients, we retain records for [insert retention period — many care-sector insurers/regulators expect 6–7 years] to meet insurance, safeguarding, and legal requirements.

Your rights

Under UK GDPR, you have the right to ask us for a copy of the information we hold about you, to ask us to correct it, to ask us to delete it (where we're not required to keep it), and to object to how we use it. Contact us using the details above to exercise any of these rights.

If you're unhappy with how we've handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

This website does not use cookies or tracking technologies. If that changes in future (for example, if we add analytics), we will update this policy and add a cookie notice at that time.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with an updated date.