Privacy Policy

Last updated: 21 April 2026

This policy explains what personal data Vicarity collects, why we collect it, how we use it, and the rights you have under UK GDPR and the Data Protection Act 2018.

Who we are

Vicarity Ltd is the data controller for personal data collected through this website and the Vicarity platform. Contact: hello@mykeralam.uk.

What we collect

Care workers

Identity: name, photo, date of birth, address, right-to-work documents
Contact: email, phone
Professional: credentials (DBS, Care Certificate, NVQ, etc.), experience, specialisms, references
Platform activity: shift applications, bookings, check-ins/outs (including GPS location at check-in), timesheets, ratings
Financial: bank account details (via Stripe Connect)

Care home managers

Identity: name, job title, care home affiliation
Contact: email, phone
Platform activity: rota management, shift postings, timesheet approvals, care planning actions

Family members (invited only)

Name, email, relationship to resident
Access limited to the resident they're linked to

Residents

Care records including health data are Special Category Data. We process this on behalf of the care home (the data controller for the resident's records) under a Data Processing Agreement.

Why we collect it

To run the platform and match care workers with shifts
To verify credentials and protect vulnerable residents
To process payments between care homes and care workers
To generate compliance evidence required by CQC
To operate the Service (send transactional emails, notifications, etc.)

Legal basis

Contract — processing necessary to deliver the Service you signed up for.
Legitimate interest — platform security, fraud prevention, product improvement.
Legal obligation — where required by UK law (e.g. tax records, safeguarding reports).
Consent — for optional things like marketing emails. You can withdraw consent at any time.
Vital interests — in rare safeguarding scenarios where we may need to act to protect someone.

Where your data lives

All personal data is stored on infrastructure located in the United Kingdom and the European Union. We do not transfer your data outside the UK/EEA.

How long we keep it

Active account data: while your account is active, plus 1 year after closure.
Financial records: 7 years (required by UK tax law).
Care records: retained per the care home's own retention policy (typically 8+ years).
Website analytics: aggregated, no retention of raw events beyond 90 days.

Your rights

You have the right to:

Access — ask for a copy of the data we hold about you
Rectification — ask us to correct inaccurate data
Erasure — ask us to delete your data (subject to legal retention requirements)
Restriction — ask us to limit how we process your data
Portability — ask for your data in a machine-readable format
Object — object to processing based on legitimate interest
Complain to the ICO — contact the Information Commissioner's Office if you believe we've mishandled your data

To exercise any of these rights, email hello@mykeralam.uk. We'll respond within 30 days.

Cookies

See our cookie policy for details on cookies and tracking.

Changes to this policy

We'll notify registered users by email if we make material changes. The "last updated" date at the top of this page reflects when it was last revised.