1. Who We Are

ASHA Healthcare Limited is the “data controller” for the personal data described in this notice. This means we are responsible for deciding how and why your personal data is used.

• Company: ASHA Healthcare Limited
• Registered Office: Chapel House, 65 The Hill, Kirkby-in-Ashfield, NG17 8JS
• Email: support@ashahealthcare.co.uk
• Telephone: 0115 9729 465
• Website: www.ashahealthcarelimited.co.uk

We are registered with the Information Commissioner’s Office (ICO) under registration number ZA263422. Any questions about this notice or about how we use your data can be sent to us using the details above, marked for the attention of our Data Protection Lead.

2. The Personal Data We Collect

Enquiries and correspondence: When you complete an enquiry form on our website, or contact us by email or telephone, we collect the information you provide, which may include:

• Your full name
• Your email address
• Your telephone number
• Your company or organisation name (where relevant)
• The content of your message and any later correspondence with us

Please do not include sensitive personal information (such as health details relating to yourself or a relative) in an enquiry form. If you need to discuss care needs, please contact us by telephone so we can capture the information securely.

Job applicants: If you apply for a role via the careers section of our website, your application is handled through our recruitment provider (an applicant tracking system). We collect the information you provide as part of your application, which may include your name, contact details, CV/employment history, right-to-work information and any other details you choose to share.

Technical and usage data (cookies and analytics): Like most websites, we automatically collect certain technical information when you visit, such as your IP address, device and browser type, the pages you view and how you interact with the site. Some of this is collected through cookies and similar technologies. Please see our separate Cookies Policy for details of the cookies we use and how to manage your preferences.

3. How We Use Your Data and Our Lawful Bases

Under the UK GDPR we must have a lawful basis for using your personal data. The bases we rely on are set out below:

• Responding to your enquiry: We use your contact details and message to respond to you and to provide the information or service you have requested. Lawful basis: Our legitimate interests (to respond to enquiries and run our business), and/or taking steps at your request before entering into a contract.
• Recruitment: We use applicant information to assess your suitability for a role and manage the recruitment process. Lawful basis: Our legitimate interests and taking steps at your request prior to entering into a contract of employment.
• Operating and improving our website: We use technical and usage data to keep the site secure, running correctly and to understand how it is used. Lawful basis: Our legitimate interests, and your consent for any non-essential cookies.
• Meeting our legal obligations: We may use your data where we are required to do so by law. Lawful basis: Compliance with a legal obligation.

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights and freedoms, and we only proceed where they are not.

4. Special Category Data

We do not intend to collect special category data (such as information about health, race or religion) through our website. If you volunteer such information in a message — for example, when enquiring about care for a relative — we will only use it to respond to your enquiry, relying on your explicit consent or on the provision of health or social care as our condition for processing under the UK GDPR.

5. Who We Share Your Data With

We do not sell your personal data. We may share it with:

• Service providers: Organisations that support our website and business, such as our website host, IT and email providers, our recruitment/applicant tracking provider, and analytics providers. They act on our instructions and are bound to keep your data secure.
• Professional advisers: Such as legal, insurance or accountancy advisers, where necessary.
• Regulators and authorities: Where we are required to share information by law, or to protect the safety of individuals.

6. International Transfers

We keep your personal data within the UK.

7. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes described above, and to meet legal and regulatory requirements. As a guide:

• Enquiries and correspondence: Retained for 12 months after your enquiry is resolved, unless it leads to an ongoing relationship.
• Unsuccessful job applications: Retained for 6–12 months and then securely deleted, unless you agree to us keeping them for future opportunities.
• Website/technical data: Retained in line with our Cookies Policy and analytics settings.

8. How We Protect Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, including access controls, secure systems and staff training. No transmission over the internet can be guaranteed to be completely secure, but we take all reasonable steps to safeguard your information.

9. Your Legal Rights

Under data protection law you have the following rights in relation to your personal data:

• The right to be informed about how your data is used (this notice)
• The right of access to a copy of the data we hold about you
• The right to rectification of inaccurate or incomplete data
• The right to erasure of your data in certain circumstances
• The right to restrict processing in certain circumstances
• The right to object to processing based on legitimate interests
• The right to data portability in certain circumstances
• The right to withdraw consent at any time, where we rely on consent

To exercise any of these rights, please contact us. We will respond within one month. There is normally no charge.

10. Complaints

We hope to resolve any concern you have about how we use your data. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

11. Changes to This Notice

We may update this privacy notice from time to time. Any changes will be posted on this page with a revised “last updated” date. Please check back periodically to stay informed.

12. Contact Us

If you have any questions about this privacy notice or how we handle your personal data, please contact us at support@ashahealthcare.co.uk or 0115 9729 465, marked for the attention of our Data Protection Lead.