Privacy Policy

This policy explains how Find Your Room Limited collects, uses and protects your personal data when you use www.findyourroom.co.uk (the Website), whether you are looking for care or listed on our directory as a provider.

  • 1. WHO WE ARE
    Find Your Room Limited, company number 15932466, registered office Woodlands House Offices, 415 Limpsfield Road, Warlingham, Surrey, England, CR6 9HA, is the controller of the personal data described in this policy. Our data protection contact is [insert name/role] at support@findyourroom.co.uk. [If registered with the ICO, insert registration number.]
  • 2. WHAT WE DO
    Find Your Room operates the Website, a national directory connecting care seekers with care providers, including nursing and residential care homes, supported living providers, home care providers and individual caregivers. We list thousands of providers, drawing on information from the public Care Quality Commission (CQC) register and on enquiries submitted directly by care seekers. Providers are added to the directory from the public CQC register, and each one either becomes a paying customer with a live listing or is removed from the directory if it declines.
  • 3. PERSONAL DATA WE COLLECT AND WHY
    • From care seekers: your name, email address, and the content of any enquiry message you send us, including any detail you volunteer about the care needed. Our property and home care enquiry forms also have an optional field for the age of the person needing care. We automatically record the IP address an enquiry is sent from. We use this to pass your enquiry to the provider(s) you've asked to hear from.
    • From providers: business and contact details obtained from the public CQC register, and any further detail a provider gives us directly when claiming or managing a listing. We use this to build and maintain the directory and to contact providers about it.
    • From professional carers using the Referral Passport: [this section is pending a separate assessment of the authority, consent and Article 14 notice questions it raises, and is not yet published — do not rely on the Referral Passport feature until this section is complete].
    • Automatically: device and browser information, pages visited, and cookie data — see our Cookie Policy for the full detail.
  • 4. SPECIAL CATEGORY DATA
    An enquiry message may reveal health, mobility or cognitive information about the person needing care, even though we don't ask for this directly. We only use this to help match you with an appropriate provider. Where this applies, we ask for your explicit consent to that use at the point you submit an enquiry. You may withdraw consent at any time by contacting us at support@findyourroom.co.uk, though this may affect our ability to process your enquiry.
  • 5. LAWFUL BASIS
    • Care seeker enquiries: performance of a contract with you (providing the enquiry service) and, for any special category content, your explicit consent.
    • Provider directory data sourced from the CQC register: our legitimate interest in maintaining an accurate, useful public directory, for a limited period before the provider converts to a paying customer or is removed, balanced against the interests of the providers listed.
    • Provider outreach: legitimate interests for corporate providers; consent for sole trader and partnership providers, obtained before any marketing-style contact.
  • 6. WHO WE SHARE YOUR DATA WITH
    If you submit an enquiry, we pass it to the provider(s) you've asked to hear from — that's the purpose of the service. We do not sell personal data to third parties. Where a provider pays for a listing, payment is processed by Stripe. Our servers and file storage are hosted on Amazon Web Services in the UK (eu-west-2, London). [Insert any further processors used: email delivery, analytics/CRM, with their location.]
  • 7. HOW LONG WE KEEP YOUR DATA
    • Care seeker enquiry data is retained for six months from submission, after which it is pseudonymised by removing your name, email address, mobile number, IP address and any other directly identifying detail. The pseudonymised data is retained for a further six months, after which it is deleted entirely.
    • A provider record sourced from the CQC register that does not convert to a paying customer is deleted within one month of the outreach decision or the provider declining, whichever is earlier.
    • Once a provider becomes a paying customer, its directory data is retained for as long as it remains listed and for six years after removal, to meet our record-keeping obligations under the Companies Act 2006 and HMRC requirements.
  • 8. INTERNATIONAL TRANSFERS
    Our own systems are hosted in the UK. Some cookies and the live chat widget used on the Website do transfer data outside the UK:
    Third partyData sharedWhere it is processedTransfer safeguard relied on
    Google (Analytics, Ads, Maps)Device and browser identifiers, pages viewed, approximate location, ad-click IDs.Google Ireland Limited (EU), with backend processing that can take place in the United States.Google self-certifies under the UK Extension to the EU-US Data Privacy Framework (the "UK-US Data Bridge").
    Tidio LLC (live chat widget)Visitor identifiers via local storage; name, email address and chat transcript if you send a message.Primarily the EEA, with transfers to the United States.Standard Contractual Clauses, the UK ICO's International Data Transfer Addendum, and Tidio's own Data Privacy Framework participation.
    These only apply if you consent to the relevant cookie category — see our Cookie Policy.
  • 9. YOUR RIGHTS
    You have the right to access, correct, delete or restrict the personal data we hold about you, to object to processing based on legitimate interests, and to withdraw consent at any time. To exercise these rights, or to raise a complaint, contact support@findyourroom.co.uk. If you remain unhappy with our response, you can complain to the Information Commissioner's Office at ico.org.uk.
  • 10. COMPLAINTS
    We aim to acknowledge any complaint about how we handle personal data within 30 days and to respond in full without undue delay.
  • 11. CHANGES TO THIS POLICY
    This policy was last updated on 15 September 2026. We will post any changes here.