Privacy Notice

This notice explains how Buildhope Digital Ltd trading as WhyCare handles personal data for WhyCare CarePlan Writer. It covers account holders, business contacts, contract signatories and people contacting WhyCare for support. Resident/service-user care content is addressed separately below and in the Data Processing Agreement.

Who we are

Buildhope Digital Ltd trading as WhyCare, Buildhope Digital Ltd
Suite 65
15 Montpellier Road
Torquay
TQ1 1DL. Privacy contact: privacy@whycare.co.uk.

Information we collect as controller

• Account details such as email address, account role, subscription status and login/security metadata.

• Care-home/business details, authorised signatory name, job title, business email, contract signature and signing audit information.

• Billing/subscription records and generation-usage metadata.

• Support communications and technical/security information.

Why we use it

• To enter into and perform contracts and provide the service.

• To administer accounts, billing, support and training.

• For security, fraud prevention, service integrity and legal claims.

• To comply with tax, accounting, regulatory and legal obligations.

Depending on the activity, our lawful basis may be performance of a contract, legitimate interests, compliance with a legal obligation, or consent where specifically requested.

Resident/service-user care information

WhyCare is designed so that resident source information and generated care plans are not intentionally stored in the WhyCare application database. The person's name is intended to be replaced locally in the browser before AI processing. The Customer remains responsible for reviewing the anonymised preview and for the lawfulness of content it submits. Where WhyCare processes resident personal data to provide the service, it does so as processor for the care-home Customer under the Data Processing Agreement.

Who receives data

We use service providers needed to host and operate CarePlan Writer. Current providers that may process Customer content are listed in the Sub-processor Schedule. Business/account data may also be processed by payment, email, professional-adviser or IT providers where needed.

International transfers

Some providers may process data outside the UK. Where UK data-protection law requires safeguards, we rely on an appropriate transfer mechanism such as adequacy regulations, the UK IDTA/Addendum or another lawful safeguard.

Retention

Resident care content is not intentionally retained by the WhyCare application after the active workflow. Account data is retained while the account is active and for a reasonable period afterwards. Signed agreements, invoices and related audit/business records may normally be retained for up to seven years after the relationship ends where reasonably required for legal, tax, accounting or dispute purposes. Security records may be kept for a proportionate period.

Your rights

Depending on the circumstances, individuals may have rights of access, correction, erasure, restriction, objection and data portability, and rights relating to consent. Requests about resident care data should normally be directed first to the care home, which is the controller for that data. Requests about WhyCare account/business data can be sent to privacy@whycare.co.uk.

Complaints

You can contact us first so we can try to resolve a concern. You also have the right to complain to the UK Information Commissioner's Office where applicable.

Cookies

CarePlan Writer uses essential session/security cookies required for login and service operation. If non-essential analytics or marketing cookies are introduced, the notice and consent controls should be updated before they are enabled.