Privacy Policy

Emagrace Consultancy Limited
Last updated: 03/04/2026

1. Introduction

Emagrace Consultancy Limited is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, store, and share personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• Human Rights Act 1998
• Children Act 1989 & 2004 (where safeguarding applies)
• Care Act 2014 (for adults at risk)

We are the Data Controller for the personal data we process.

2. What Personal Data We Collect

2.1 Service Users (Children, Young People, Adults)

• Name, date of birth, contact details
• Health, wellbeing, and safeguarding information
• Education or care records
• Risk assessments and support plans
• Information provided by local authorities, carers, or professionals

2.2 Employees, Contractors, and Applicants

• Identification and contact details
• Employment history and qualifications
• DBS checks and safeguarding information
• Payroll and financial information
• Training and supervision records

2.3 Website Users

• IP address
• Cookies and usage data
• Contact form submissions

3. How We Collect Personal Data

• Direct interactions (forms, emails, phone calls)
• Referrals from local authorities or partner agencies
• Employment applications
• Safeguarding disclosures
• Website usage analytics

4. Legal Basis for Processing

• Consent – when individuals give clear permission
• Contract – to deliver services or employment obligations
• Legal obligation – safeguarding, employment law, regulatory duties
• Vital interests – to protect someone from serious harm
• Public task – working with local authorities
• Legitimate interests – managing and improving our services

5. How We Use Personal Data

• Provide consultancy, safeguarding, mentoring, and support services
• Carry out Regulation 44 visits and quality assurance
• Manage staff employment and training
• Respond to safeguarding concerns
• Maintain accurate records
• Meet legal and regulatory requirements
• Improve our services and operations

We do not use personal data for automated decision-making or profiling.

6. Sharing Personal Data

We may share personal information with:

• Local authorities
• Police or safeguarding partners
• Regulatory bodies (e.g., Ofsted, DBS)
• Health and social care professionals
• Emergency services
• Payroll and HR providers (for staff)

We only share information when:

• It is necessary for service delivery
• We have consent (where required)
• We are legally required to do so
• There is a safeguarding or public protection concern

We never sell personal data.

7. International Transfers

We do not transfer personal data outside the UK.
If this becomes necessary, we will ensure appropriate safeguards are in place in line with UK GDPR.

8. Data Security

• Secure digital storage
• Password protected systems
• Restricted access to sensitive information
• Staff training on data protection and confidentiality
• Secure disposal of records

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Legal and regulatory requirements
• Safeguarding obligations
• Contractual and operational needs

Retention periods are set out in our internal Data Retention Schedule.

10. Your Rights

• Access their personal data
• Request correction of inaccurate information
• Request deletion (in certain circumstances)
• Restrict or object to processing
• Request data portability
• Withdraw consent (where applicable)
• Complain to the Information Commissioner’s Office (ICO)

ICO website: www.ico.org.uk

11. Safeguarding and Confidentiality

Where safeguarding concerns arise, we may share information without consent if:

• A child or adult is at risk of harm
• There is a legal requirement
• It is necessary to protect vital interests

We always follow statutory safeguarding guidance.

12. Cookies and Website Tracking

Our website may use cookies to:

• Improve user experience
• Analyse website traffic
• Support functionality

Users can manage cookie preferences through their browser settings.

13. Contact Us

Data Protection Lead
Emagrace Consultancy Limited
admin@emagrace.co.uk

14. Changes to This Policy

We may update this Privacy Policy from time to time.