Privacy Policy

1. Who we are

Kope Medics Ltd is a CQC registered care provider. Our registered company number is 09491226 and our registered address is:

For data protection matters, you can contact us at: info@kope-medics.com

2. What personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data:

• Identity data: full name, date of birth
• Contact data: phone number, email address, postal address
• Health and care information: medical history, care needs, diagnoses, medication, clinical information relevant to care delivery
• Financial data: where relevant to funding arrangements
• Professional data: job title, organisation (for referrers and professionals)
• Technical data: IP address, browser type, usage data collected via cookies
• Communications data: records of enquiries, correspondence, and calls

3. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

• Legitimate interests

  For responding to enquiries, managing referrals, and operating our business.

• Consent

  Where you have expressly consented to be contacted or for your data to be processed for a specific purpose.

• Vital interests

  Where processing is necessary to protect the life of a service user or third party.

• Legal obligation

  Where we are required to process data to comply with CQC requirements, safeguarding duties, or other legal obligations.

• Performance of a contract

  Where processing is necessary for the delivery of care services under an agreement.

4. How we use your data

We use your personal data for the following purposes:

• Delivering care services to service users
• Responding to care enquiries and referrals
• Producing and reviewing care plans
• Communicating with families, service users, and professionals
• Maintaining regulatory compliance including CQC requirements
• Safeguarding service users and third parties
• Improving our services and website
• Fulfilling legal and contractual obligations

5. How long we keep your data

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Our retention periods are guided by:

• Care records: a minimum of 8 years following the last date of care (or until age 25 for children's records)
• Enquiry and referral data: up to 2 years from the date of last contact where care was not commenced
• Financial and contractual records: 7 years in accordance with HMRC requirements
• Staff records: as required by employment law and CQC guidance

6. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact us at info@kope-medics.com. We will respond to all requests within one calendar month.

7. Cookies

Our website uses cookies. For full details of the cookies we use and how to control them, please see our Cookie Policy.

8. Third parties

We may share your personal data with third parties in the following circumstances:

• The Care Quality Commission (CQC) for regulatory and inspection purposes
• NHS bodies, local authorities, and clinical commissioning groups in connection with care delivery
• Safeguarding authorities where required by law
• IT service providers and hosting partners who process data on our behalf under data processing agreements
• Legal and professional advisers where necessary

We do not sell your personal data to third parties.

9. ICO registration and complaints

Kope Medics Ltd is registered with the Information Commissioner's Office (ICO) as a data controller. If you have concerns about how we handle your personal data and are not satisfied with our response, you have the right to lodge a complaint with the ICO:

10. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated date. We encourage you to review this policy periodically.