Privacy Notice

1. Introduction

Watermoor House (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Notice explains how we collect, use, store, and share your personal data when you visit or use our website, how it aligns with our wider policies, and informs you of your rights under UK data protection law (UK GDPR & Data Protection Act 2018).

This Notice should be read in conjunction with any other notices we issue (for residents, staff, or pre-admission).

2. Who We Are (Data Controller)

Watermoor House Residential Care Home
Watermoor Road, Cirencester, GL7 1JR
Charity number: 1168947
Company number: 09327637
Contact:

  • Email: enquiries@watermoorhouse.org
  • Phone: 01285 654864

If you have concerns about how we handle your personal data, you can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk or call 0303 123 1113.

3. The Personal Data We Collect

When you use our website, we may collect some or all of the following (depending on how you interact with us):

Voluntarily provided data

  • Name, email address, telephone number (e.g. when you contact us, fill in a form, request information)
  • Any content you choose to upload (e.g. images, messages)

Automatically collected data

  • IP address, browser type, device type, operating system
  • Information about how you use the site (pages visited, links clicked, time on site)
  • Cookies and similar technologies (see section on Cookies)

Third-party data

  • If you are referred by a third party (e.g. social media, a partner site), we may receive basic information (referrer URL, etc.)
  • Data from analytics providers and, where used, limited marketing or advertising tools

We will only collect data that is necessary and relevant for the purposes described below.

4. How We Use Your Personal Data

We use the data we collect for purposes including:

  • To provide the services, content, and functionalities you request
  • To respond to enquiries, feedback, or communications
  • To improve and personalise your experience on our website
  • For analytics, monitoring, and understanding usage (e.g. what pages are visited)
  • To comply with legal or regulatory obligations
  • To detect, prevent or investigate potential fraud or abuse

We do not normally collect special category (“sensitive”) personal data via our website. If this were ever required, we would do so only with your explicit consent and additional safeguards.

5. Lawful Bases for Processing

We rely on various lawful bases, including:

  • Consent – where you choose to submit contact forms, subscribe, or opt in
  • Legitimate interests – for analytics, security, and improving the site
  • Contract / performance of services – when providing you with requested services or content
  • Legal obligations – when required by law (e.g. complying with regulatory or safeguarding duties)

6. Cookies and Similar Technologies

We use cookies and similar technologies to:

  • Remember your preferences
  • Understand site usage and performance
  • Support functionality such as forms or interactive features

We also use a cookie consent tool on our website to allow you to manage non-essential cookies in line with UK GDPR and PECR requirements.

Our full Cookie Policy provides details about each cookie we use and how to opt out.

7. Sharing Your Data

We will not sell your personal data. We may share your data with:

  • Third-party service providers (e.g. hosting, email service, analytics) under contract and subject to privacy safeguards
  • Professional advisors (e.g. legal, IT support) when required
  • Regulatory or law enforcement authorities if required by law or for public interest
  • Other third parties where you have given explicit consent

These third parties must process your data only for the purpose for which it was disclosed and in accordance with UK GDPR.

8. International Transfers

We strive to keep all data within the UK or EEA. If we ever transfer your personal data outside these areas, we will ensure appropriate safeguards (such as Standard Contractual Clauses or adequacy decisions) are in place and inform you in advance.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, unless law requires us to retain it longer.
For example:

  • Contact form submissions: up to 6 years (aligned with business records, for enquiry and audit purposes)
  • Analytics logs: typically 12–24 months
  • Cookies: depending on lifetime of cookie (session vs persistent)

We regularly review retention periods and securely delete or anonymise data when it is no longer needed.

10. Your Rights

You have rights under UK GDPR in relation to your personal data:

  • Right to access – ask for a copy of the data we hold on you
  • Right to rectification – correct inaccurate or incomplete data
  • Right to erasure – request deletion where we no longer need it
  • Right to restrict processing – limit use of your data in specific circumstances
  • Right to object – oppose processing based on legitimate interests
  • Right to withdraw consent – at any time for consent-based processing
  • Right to data portability – obtain your data in a structured, machine-readable format
  • Right to complain – to the ICO if you believe your rights have been breached

To exercise any of these rights, contact us at enquiries@watermoorhouse.org. We may need to ask for proof of identity to respond.

11. Security Measures

We apply appropriate technical and organisational measures to keep your personal data secure — including encryption, firewalls, access controls, and secure storage systems.
Access is restricted to personnel who need it for their work, and third-party processors are bound by confidentiality obligations.

12. Changes to This Privacy Notice

We may update this notice from time to time (for example, if we add new features or tools). The updated version will appear on our website, and we’ll note the date of the update.

13. Contact Information

If you have any questions, requests, or concerns about this Privacy Notice or how your personal data is handled, please contact:
Business / Office Manager
Watermoor House Residential Care Home
Email: enquiries@watermoorhouse.org
Phone: 01285 654864