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This policy explains how Find Your Room Limited collects, uses and protects personal data when you use www.findyourroom.co.uk (the Website) or the Find Your Room app for iOS and Android (the App), together the Platform. It applies whether you are looking for care, referring someone as a professional, or listed on our directory as a provider.
Find Your Room Limited is the controller of the personal data described in this policy. We are a company registered in England and Wales under company number 15932466, with our registered office at 157 Foxon Lane, Caterham, Surrey, England, CR3 5SH. Our correspondence address is Woodlands House Offices, 415 Limpsfield Road, Warlingham, Surrey, England, CR6 9HA.
We are registered with the Information Commissioner's Office (ICO) under registration number ZB931938.
Our data protection contact is Nathan Coowar, who can be reached at support@findyourroom.co.uk or by post at our correspondence address.
Find Your Room is 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 draw on information from the public Care Quality Commission (CQC) register and on information providers give us directly. 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.
We are an introduction service. We do not provide care, and we do not assess or endorse the providers listed.
Your name, email address and, if you choose to give them, your contact number and the age of the person needing care. We also collect the content of your enquiry message, including any detail you volunteer about the care needed, a record of any consent you give (see section 4), and the IP address the enquiry is sent from. We use this to pass your enquiry to the provider(s) you have asked to hear from and to keep a record of what was sent.
If you create an account, we collect your name, email address, contact number (optional) and a password, which we store only in hashed form. We also keep your saved properties (wishlist) and your enquiry history. We use this to run your account and show you your enquiries.
If you use our live chat, we collect your name, email address and the chat transcript, through our chat provider Tidio (see sections 7 and 9). We use this to answer your question.
If you are a social worker, NHS discharge team member, housing officer or other professional submitting a Referral Passport, we collect your name, job title, organisation, work email address and work phone number. We use these to send your referral to matching providers and so that providers can contact you.
The Referral Passport is designed so that the person being referred cannot be identified from it. It asks for a description of their care and support needs, known risks, preferred location and funding arrangements, and it must not include their name, date of birth, address, NHS number or other identifying details. Because a description of someone's needs could still, in combination with other information, relate to an identifiable person, we treat the content of every Referral Passport as personal data and as special category (health) data. We handle it as set out in sections 4 and 5.
We collect business and contact details from the public CQC register, including, for sole traders and partnerships, the names of the individuals registered. We also collect any further detail a provider gives us when claiming or managing a listing, including the account holder's name, work email address and phone number. Where a provider pays for a listing, payment is taken by Stripe; we do not see or store full card details. We use this data to build and maintain the directory, to contact providers about it, and to manage subscriptions and billing.
Device and browser information, pages visited and cookie or local storage data. See our Cookie Policy for full detail. Non-essential cookies are only set with your consent.
An enquiry message or a Referral Passport may reveal health, mobility, mental health or cognitive information about the person needing care. We do not ask for this in enquiries, but we recognise it is often necessary to describe care needs.
We only use this information to match and forward the enquiry or referral. You may withdraw consent at any time by contacting support@findyourroom.co.uk. Withdrawal does not affect anything already sent to a provider, but we will stop any further processing and delete what we hold, which may mean we cannot continue with your enquiry.
| Purpose | Lawful basis (UK GDPR Article 6) | Special category condition (Article 9) |
|---|---|---|
| Handling care seeker enquiries | Contract: providing the enquiry service you asked for | Explicit consent |
| Running care seeker accounts | Contract | Not applicable |
| Live chat | Consent (via the Functionality cookie category) and legitimate interests in answering your question | Explicit consent, if you choose to share health information |
| Referral Passport: referring professional's details | Legitimate interests in operating the referral service and enabling providers to respond | Not applicable |
| Referral Passport: care needs content | Legitimate interests in matching referrals to suitable vacancies | Explicit consent, obtained by the referring professional and confirmed on submission |
| Directory data sourced from the CQC register | Legitimate interests in maintaining an accurate, useful public directory, for a limited period before the provider becomes a paying customer or is removed | Not applicable |
| Outreach to providers | Legitimate interests for corporate providers; consent for sole trader and partnership providers, obtained before any marketing-style contact | Not applicable |
| Provider accounts, subscriptions and billing | Contract, and legal obligation for accounting records | Not applicable |
| Analytics and advertising measurement | Consent, via our cookie banner | Not applicable |
| Security, fraud prevention and keeping enquiry records | Legitimate interests | Not applicable |
Where we rely on legitimate interests, we have assessed that our interests are not overridden by yours. You can ask us for details of that assessment.
Provider data comes from the public CQC register. If we hold data about you as a provider that we did not get from you, we will tell you within one month of obtaining it, and in any event the first time we contact you. Referral Passport content comes from the referring professional, not from the person being referred.
Care providers. When you send an enquiry or a Referral Passport, we pass it to the provider(s) you chose or that match the referral. That is the purpose of the service. Once a provider receives it, the provider is an independent controller of that data and its own privacy policy applies to how it uses it.
Service providers who process data on our behalf, under contracts that require them to protect it and use it only on our instructions:
Others, only where necessary: our professional advisers; law enforcement, regulators or courts where the law requires it; or a buyer or successor if our business is sold or restructured, who would be bound by this policy.
We do not sell personal data.
Our own systems are hosted in the UK. Some of our service providers process data outside the UK:
| Third party | Data shared | Where it is processed | Transfer safeguard |
|---|---|---|---|
| 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 | UK Extension to the EU-US Data Privacy Framework (the "UK-US data bridge") |
| Tidio LLC (live chat) | Visitor identifiers in 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 with the ICO's International Data Transfer Addendum, and Tidio's Data Privacy Framework participation |
| Microsoft (Microsoft 365 / Outlook) | Names, email addresses and the content of enquiry, referral and account emails | Stored in the UK, with some support and service operations that can take place in the EU and the United States | Microsoft's Data Protection Addendum, incorporating Standard Contractual Clauses with the ICO's International Data Transfer Addendum, and Microsoft's Data Privacy Framework certification (the "UK-US data bridge") |
| Stripe | Provider billing name, email address and payment details | Ireland and the United States | UK-US data bridge and Standard Contractual Clauses with the ICO's International Data Transfer Addendum |
Google and Tidio only receive data if you consent to the relevant cookie category. See our Cookie Policy.
You have the right to:
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Matching enquiries and referrals to listings is a search tool; providers make their own decisions.
To exercise any right, contact support@findyourroom.co.uk. We will respond within one month. If a request is complex or we receive several from you, we may extend this by up to two further months, and we will tell you why within the first month. We may need to confirm your identity first.
We do not send marketing to care seekers unless you have opted in. Every marketing email includes an unsubscribe link.
We protect personal data with encryption in transit, access controls limited to staff who need it, hashed passwords and UK-based hosting. No system is completely secure. If a breach is likely to put you at high risk, we will tell you without undue delay.
The Platform is intended for adults. It is not designed for use by anyone under 18, and we do not knowingly collect data from children using it themselves.
If you have a concern about how we handle your data, please contact us first at support@findyourroom.co.uk. We will acknowledge your complaint promptly and respond in full within one month.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
This policy was last updated on 28 September 2026. We will post any changes on this page, and where a change materially affects how we use your data, we will tell account holders by email.