Our Privacy & Data Protection Notice

Last updated: 20 July 2026

1. About this privacy notice

Assisted Living Care Group Ltd is committed to protecting your privacy and handling your personal information lawfully, fairly and transparently.

This privacy notice explains:

  • What personal information we collect
  • Why we collect and use it
  • The lawful bases on which we process it
  • Where we obtain it from
  • Who we may share it with
  • How long we keep it
  • How we protect it
  • The rights you have in relation to your information

This notice applies to people who:

  • Visit or contact us through our website
  • Make an enquiry about our services
  • Apply for a job, work placement or volunteering opportunity
  • Provide a reference for a job applicant
  • Work for, or provide services to, Assisted Living Care Group
  • Otherwise communicate or interact with us

We may provide additional privacy information where personal information is collected for a particular purpose.

2. Who we are

Assisted Living Care Group Ltd is the data controller responsible for deciding how and why your personal information is used.

Our contact details are:

Assisted Living Care Group Ltd
Innovation Centre
Green Street
Northampton
NN1 1SY

Email: info@alcg.co.uk
Telephone: 01604 550071

Questions, requests or concerns about how we use personal information should be directed to our Data Protection Lead using the contact details above.

3. What personal information we collect

The information we collect will depend on your relationship with us and the reason you are providing it.

Website enquiries and general correspondence

When you contact us, we may collect:

  • Your name
  • Your email address
  • Your telephone number
  • Your postal address, where relevant
  • Your preferred method of contact
  • The organisation you represent
  • Information contained within your enquiry or message
  • Records of our correspondence with you
  • Any other information you choose to provide

We do not use our website to collect or maintain service-user or resident care records.

Please avoid including medical, safeguarding or other highly confidential information within a general website enquiry unless it is necessary for us to respond to your request.

Job applicants, candidates and volunteers

When you apply for a job, work placement or volunteering opportunity, we may collect:

  • Your name and contact details
  • Your CV, application form and covering letter
  • Your employment history
  • Your education, training and qualifications
  • Details of professional registrations or memberships
  • Information about your skills, experience and suitability for the role
  • Interview notes and assessment results
  • Recruitment correspondence
  • Salary information and employment preferences
  • Proof of identity
  • Right-to-work information
  • Information about reasonable adjustments
  • Details of referees
  • References received from previous employers or other referees
  • Information about criminal convictions and offences where this is relevant, necessary and lawful
  • Disclosure and Barring Service information where the role requires appropriate checks
  • Information needed to meet safeguarding or regulatory requirements
  • Equality-monitoring information where this is collected

Equality-monitoring information will normally be kept separate from the main recruitment process and used to monitor fairness and equality rather than to make recruitment decisions.

Referees

Where you are named as a referee, we may collect:

  • Your name
  • Your job title and organisation
  • Your relationship to the applicant
  • Your email address
  • Your telephone number
  • Information you provide within a reference
  • Records of our correspondence with you

Applicants should make referees aware that their details have been provided to us.

Employees and workers

Where you work for us, we may also process information relating to:

  • Your employment contract and role
  • Your contact details
  • Your pay, tax, pension and bank details
  • Your working hours and attendance
  • Annual leave and other absences
  • Performance, supervision and development
  • Training and qualifications
  • Health and safety matters
  • Reasonable workplace adjustments
  • Sickness and absence
  • Disciplinary and grievance matters
  • Safeguarding and regulatory checks
  • Emergency contacts
  • Expenses and benefits
  • Insurance and pension arrangements
  • The management or termination of your employment

Employees and workers may also receive a more detailed workforce privacy notice.

Website, analytics and cookie information

When you use our website, we may collect technical and usage information including:

  • Your Internet Protocol address
  • Your device type
  • Your browser type and version
  • Your operating system
  • An approximate location derived from your IP address
  • Pages visited
  • Links selected
  • The date, time and duration of visits
  • Referring websites
  • Website error and performance information
  • Cookie identifiers
  • Your cookie preferences

We use cookies and similar technologies to operate the website, maintain its security, remember your preferences and understand how visitors use it.

Non-essential analytics or tracking cookies will only be used where we have obtained any consent required by law. You can manage or withdraw your cookie choices through the cookie settings available on our website.

4. Sensitive and criminal-offence information

We do not routinely collect information concerning:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Sexual orientation or sex life
  • Trade-union membership
  • Genetic information
  • Biometric information used for identification

We may process limited health or disability information where this is necessary to:

  • Consider reasonable adjustments during recruitment
  • Support an employee in the workplace
  • Manage sickness absence
  • Meet health and safety obligations
  • Comply with employment law

We will only process this information where a lawful basis and an additional legal condition apply.

We may process information about criminal convictions or offences where this is relevant to a regulated role, safeguarding, recruitment or employment.

This may include information obtained through a Disclosure and Barring Service check.

Criminal-offence information will only be processed where:

  • It is necessary and proportionate
  • It is authorised by law
  • It is relevant to the role or purpose
  • Access is restricted to authorised individuals
  • Appropriate safeguards are in place

5. How we obtain personal information

We may receive personal information:

  • Directly from you
  • Through our website or contact forms
  • Through email, telephone or written correspondence
  • From recruitment agencies
  • From previous employers
  • From referees
  • Through Disclosure and Barring Service checks
  • From regulatory or professional bodies
  • From publicly available professional sources
  • From cookies and website analytics tools
  • From other organisations where the sharing is lawful and necessary

Where information is obtained from someone other than you, we will provide relevant privacy information unless an exception under data-protection law applies.

6. Why we use personal information

Responding to enquiries

We may use contact and enquiry information to:

  • Respond to questions
  • Provide information about our services
  • Arrange further discussions
  • Direct an enquiry to the appropriate person
  • Manage complaints or concerns
  • Maintain appropriate records of communications

Providing services and support

We may use contact and communication information to:

  • Respond to requests for information about our services
  • Discuss the availability or suitability of our services
  • Communicate with families, professionals, commissioners or partner organisations
  • Manage business and professional relationships
  • Provide appropriate information and support

This privacy notice does not cover service-user or resident care records, as Assisted Living Care Group does not collect or process those records through its website or general enquiry processes.

Managing recruitment

We may use applicant and reference information to:

  • Administer applications
  • Assess suitability for a role
  • Arrange interviews and assessments
  • Verify qualifications and employment history
  • Contact referees
  • Obtain references
  • Undertake right-to-work checks
  • Carry out safeguarding, regulatory and Disclosure and Barring Service checks
  • Consider reasonable adjustments
  • Communicate recruitment decisions
  • Establish, exercise or defend legal claims

Managing employment and our workforce

We may use employee and worker information to:

  • Administer employment contracts
  • Pay salaries and expenses
  • Manage tax, pensions and benefits
  • Manage attendance, leave and working arrangements
  • Support training, development and supervision
  • Manage performance, conduct, grievances and complaints
  • Meet health and safety, equality and safeguarding obligations
  • Maintain staffing and regulatory records
  • Manage the ending of employment

Operating and improving our website

We may use website information to:

  • Deliver website content
  • Maintain website security
  • Diagnose technical problems
  • Measure website performance
  • Understand how visitors use the website
  • Improve accessibility, navigation and content
  • Record and respect cookie preferences

Meeting legal, regulatory and safeguarding responsibilities

We may use personal information to:

  • Comply with legislation and regulatory requirements
  • Cooperate with regulators, safeguarding bodies and public authorities
  • Prevent or detect fraud or other unlawful activity
  • Respond to legal proceedings or official requests
  • Investigate incidents, complaints or concerns
  • Protect the rights, safety and wellbeing of individuals
  • Maintain appropriate records and evidence

7. Our lawful bases

The lawful basis we rely upon will depend on why we are using your information.

Contract

We may process personal information where this is necessary to enter into or perform a contract with you.

This may include employment contracts and agreements with suppliers or contractors.

Steps before entering into a contract

We may process information before entering into a contract, for example when considering a job application or responding to a request about our services.

Legal obligation

We may process information where this is necessary to comply with employment, safeguarding, health and safety, tax, regulatory or other legal obligations.

Legitimate interests

We may process information where it is necessary for our legitimate operational, administrative, security, recruitment or business interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

  • Responding to enquiries
  • Managing recruitment
  • Maintaining appropriate records
  • Securing our systems
  • Improving our website and services
  • Managing professional relationships
  • Handling complaints
  • Protecting the organisation against legal claims

Vital interests

We may process information where this is necessary to protect someone’s life or physical safety.

Consent

We may rely on consent where you have been given a genuine choice about a particular use of your personal information.

You may withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Where health, disability or criminal-offence information is processed, we will also identify and document the additional legal condition that permits the processing.

8. When you must provide information

In some circumstances, we need certain personal information to:

  • Respond properly to an enquiry
  • Assess an application for employment
  • Undertake safeguarding or regulatory checks
  • Enter into or perform a contract
  • Meet a legal obligation

Where the information is necessary, we may be unable to progress an application, respond fully to a request or enter into an employment or contractual relationship without it.

We will explain where providing information is mandatory and where it is optional.

9. Who we share personal information with

We only share personal information where it is necessary, lawful and proportionate.

Depending on the circumstances, information may be shared with:

  • Employees, managers and authorised workers who require it for their role
  • Recruitment agencies
  • Previous employers and referees
  • The Disclosure and Barring Service
  • Regulators, inspecting bodies and professional organisations
  • Local authorities, commissioners or funding organisations
  • Safeguarding organisations
  • Emergency services
  • The police, courts and other public authorities where legally required
  • Payroll, pension and employee-benefit providers
  • Occupational-health providers
  • Insurers, auditors, solicitors and other professional advisers
  • Website hosting, IT support, communications and cybersecurity providers
  • Analytics and cookie-management providers
  • Other organisations involved in a restructuring, merger, transfer or sale of all or part of the organisation, subject to appropriate confidentiality protections

Our service providers are only permitted to use personal information in accordance with our instructions and must protect it appropriately.

We do not sell personal information.

10. International transfers

Some technology or service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate legal safeguard is in place.

This may include:

  • Transferring information to a country recognised as providing an adequate level of protection
  • Using approved contractual safeguards
  • Carrying out an appropriate transfer-risk assessment
  • Relying on another lawful exception where permitted

You may contact us for further information about the safeguards used for international transfers.

11. How long we keep personal information

We only retain personal information for as long as it is required for the purpose for which it was collected and to meet legal, regulatory, safeguarding, contractual, insurance and operational requirements.

As a general guide:

  • Website enquiries will normally be retained for up to 12 months after the enquiry has been resolved, unless the information becomes part of a complaint, contract or legal record
  • Unsuccessful recruitment information will normally be retained for up to six months after the recruitment process has ended, unless a longer period is legally required or you have agreed to us retaining it for future opportunities
  • Information relating to successful applicants will become part of their employment record
  • Reference information will be retained for as long as it remains relevant to the recruitment or employment relationship
  • Criminal-record and Disclosure and Barring Service information will only be retained for as long as it is necessary and lawful
  • Employee records will be kept in accordance with applicable legal requirements and our workforce retention schedule
  • Website analytics and cookie information will be retained for the periods explained within our cookie settings or the relevant provider’s controls

When information is no longer required, it will be securely deleted, destroyed or anonymised.

12. How we protect personal information

We use appropriate organisational and technical measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Inappropriate alteration
  • Unlawful disclosure
  • Misuse
  • Destruction

These measures may include:

  • Access controls and user permissions
  • Secure passwords and authentication
  • Encryption where appropriate
  • Secure IT systems and backups
  • Staff confidentiality requirements
  • Data-protection and safeguarding training
  • Secure disposal arrangements
  • Supplier due diligence
  • Incident-reporting procedures
  • Regular reviews of our systems, policies and working practices

Only people who have a legitimate need to access personal information are permitted to do so.

13. Your data-protection rights

Depending on the circumstances and the lawful basis being relied upon, you may have the following rights.

Access

You may request a copy of the personal information we hold about you.

Rectification

You may ask us to correct information that is inaccurate or incomplete.

Erasure

You may ask us to delete your information in certain circumstances.

Restriction

You may ask us to limit how we use your information in certain circumstances.

Objection

You may object to processing based on legitimate interests or certain other lawful bases.

Data portability

You may have the right to receive certain information in a structured, commonly used and machine-readable format.

Withdrawal of consent

You may withdraw your consent where consent is the lawful basis for processing.

Automated decision-making

You may request appropriate safeguards where a decision with a legal or similarly significant effect is made solely by automated means.

These rights are not absolute and may not apply in every situation. For example, we may need to retain information to comply with a legal obligation, meet safeguarding requirements or defend a legal claim.

You will not normally be charged for exercising your rights. We may ask for information to verify your identity before responding.

Requests can be sent to info@alcg.co.uk.

14. Your right to object

You have the right to object where we process your personal information on the basis of legitimate interests.

We will stop processing the information unless we can demonstrate compelling legitimate reasons to continue, or the information is needed to establish, exercise or defend a legal claim.

15. Complaints

Please contact us first if you have concerns about how we have handled your personal information. We will investigate your concern and aim to resolve it promptly.

You also have the right to complain to the Information Commissioner’s Office, the independent UK regulator for data protection.

The Information Commissioner’s Office can be contacted through its website or by telephoning 0303 123 1113.

16. Links to other websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices, security or content of external websites. You should read the privacy notice of any external website you visit.

17. Changes to this notice

We may update this privacy notice to reflect changes to:

  • Our services
  • The information we collect
  • Our working practices
  • Technology
  • Suppliers
  • Legal and regulatory requirements

The latest version will be published on our website with the date it was last updated.

Where a change significantly affects how we use personal information, we will take reasonable steps to bring it to the attention of the people affected.