CareFree | Privacy Policy

Carefree is owned and operated by Ember Technology Ltd and is made available on the Apple and Google app stores, via https://app.carefreefamily.com and also delivered in partnership with local authorties or local service providers.

Carefree is committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. That’s whether you join as a member, create an account in one of the online platforms we own and operate, buy our products and services or want to learn more about what we do.

This Privacy Notice tells you what to expect when Carefree collects personal information on Carefree Web ( https://app.carefreefamily.com or installed from app stores: https://play.google.com/store/apps/details?id=ltd.ember.carefree )

We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with the information in this Privacy Notice under applicable law which includes:

We won’t do anything with your information you wouldn’t reasonably expect.

Processing of your personal information is carried out by or on behalf of Click Go Ltd, registered as a company in Scotland (SC503743); and Ember Ltd registered as a company in Scotland (SC549072) (collectively ‘Carefree’).

This notice, together with our terms and conditions and tells you about how we collect, use and protect your personal information.

If you have any queries about our Privacy Notice, please get in touch by

Email support@ember.ltd
Post Data Protection Advisor
Ember Ltd
8 Pentland House
Glenrothes
KY6 2AH

How and when we collect information about you

When you directly give us information

As Carefree is a Smartphone App and Web App that you can use to store information about yourself and someone that you are caring for, it is possible for you to store a wide variety of information within the app, some of which may be sensitive and confidential. It is also possible for you to choose to share this with other people by inviting them to join your Carefree account.

All information that you store in Carefree is stored in our secure datacentre and a copy of this information could also be stored in your app’s or web browser’s cache so that you are able to view it offline.

We will also collect and store information about you when you interact with us. For example, this could be when you contact us to receive technical support, give us feedback or make a complaint

When you directly give us information

We may obtain information about your use of Carefree, for example the pages you visit and how you navigate the site, by using cookies. Please visit our cookies policy for more information on this.

What information we might collect

When you engage with us we may collect information about you (referred to in this Privacy Notice as 'personal information'). If you are signing up for a new Carefree user account we will ask you to provide your email address and this is required to log in to the Carefree service. We will also ask you to provide details of the person who is beign cared for and will ask for information including name, email address, data of birth, alias and address.

If you contact us by phone, mail, in person or online in order to receive more information about the service, access technical support, give feedback or make a complaint information we collect may include your name, email address, telephone number, and other information relating to you personally which you may choose to provide to us.

Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person's sex life or sexual orientation.

The only sensitive information we usually store is the information that you voluntarily enter into the Carefree app or website. In the event that we store any other sensitive information this will only be collected where necessary and only with your explicit consent. Clear notices will be provided at the time we collect this information, stating what information is needed, and why.

If you're 16 or under

If you're aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.

How and why we use your information

We will use your personal information for the following purposes:

Who do we share your information with?

We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

We will only share your data for the following purposes:

Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our products, services or projects. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.

We always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice. Carefree is sometimes delivered in partnership with service providers, local authorities or employers who make the service available to service users or employees with caring responsibilities. We will never share your personal information with our delivery partners and any reporting will be done based on anonymised data.

How we protect your information

We use technical and corporate organisational safeguards to ensure that your personal information is secure. We limit access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Our online forms are always encrypted and our network is protected and routinely monitored. Carefree’s data is stored in a safe and secure hosting infrastructure with AWS within the EU. The system complies with the following security and assurance certifications:

Backups to this system are stored with Amazon S3 at their Data Centres in London. Both centres comply fully with GDPR.

How long will we keep your information?

We will keep your personal information only as long as it is necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

You can delete all of the information that you store within your Carefree account (containing all of the information about the person you are caring for) at any time yourself within the app/website. To do this please email support@ember.ltd.

If you want us to delete your Carefree user account then please email us at support@ember.ltd and we will delete it within 14 days.

If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.

System backups

We take maintenance backups of the entire Carefree system which may be retained for a period of up to 3 months. These are only used for repairing or restoring the system in case of an technical problem and after this time your information will be permanently deleted.

International transfers of information

We may, on occasion decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. You should be aware that, in general, legal protection for personal information in countries outside the EEA may not be equivalent to the level of protection provided in the EEA.

However we take steps to put in place suitable safeguards to protect your personal information when processed by the supplier such as entering into the European Commission approved standard contractual clauses. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

Your rights to your personal information

Data protection legislation gives you the right to request access to personal information about you which is processed by Ember Ltd and to have any inaccuracies corrected.

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.

If you wish to exercise these rights, please write to us and send it along with copies of two separate identification documents which provide photo identification and confirm your address, such as a passport, driving licence, or utility bill.

Please also provide any additional information that is relevant to the nature of your contact with us, as this will help us to locate your records.

You can send us the documents via post to:
Data Protection Advisor
Ember Ltd
8 Pentland House
Glenrothes
KY6 2AH

Alternatively email a copy of the form along with scans or photos of your two forms of identification to: support@ember.ltd

We will respond within 30 days, on receipt of your written request and copies of your identification documents.

How to make a complaint or raise a concern

If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection or raise privacy concerns please contact by:

Email support@ember.ltd
Post Ember Ltd
8 Pentland House
Glenrothes
KY6 2AH

If you would like to make a complaint in relation to how we have handled your personal information, please follow our complaints procedure. If you are not happy with the response you receive, then you can raise your concern with the relevant statutory body:

Alternatively you can visit their website. We are registered with the Information Commissioner’s Office as a Data Controller under number ZA237999.

Changes to our Privacy Notice

Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them. (Last updated: 14 February 2019)