Last updated: November 2025

1. Introduction

UK Business Automations ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use Agent Outstanding ("the Service").

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

UK Business Automations is the data controller for personal data processed through the Service.

Contact: agentoutstanding@ukbusinessautomations.com

3. Information We Collect

3.1 Account Information

When you register, we collect:

• Care home name
• Your name
• Email address
• Contact telephone number (optional)

3.2 Document Processing

Important: We do not store personal data from your care plan documents.

When you upload care plans:

• Documents are processed temporarily to generate audit reports
• Original care plans are processed and then immediately deleted
• Only the anonymised audit report is retained in your account
• We do not extract or store resident personal information

3.3 Technical Information

We automatically collect:

• IP address
• Browser type and version
• Device information
• Usage data (pages visited, features used)

4. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process your care plan audits
• Manage your account and subscription
• Send service-related communications
• Improve our Service
• Comply with legal obligations

5. Legal Basis for Processing

We process your data based on:

• Contract: To provide the Service you've subscribed to
• Legitimate interests: To improve our Service and ensure security
• Legal obligation: To comply with applicable laws

6. Data Sharing

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

• Service providers: Who help us operate the Service (e.g., hosting, payment processing)
• Legal authorities: When required by law

7. Data Security

We implement appropriate security measures including:

• Encryption of data in transit and at rest
• Secure password hashing
• Regular security assessments
• Access controls and authentication

8. Data Retention

• Account data: Retained while your account is active, plus 30 days after deletion
• Audit reports: Retained in your account until you delete them or close your account
• Uploaded documents: Deleted immediately after processing

9. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data
• Restriction: Limit how we use your data
• Portability: Receive your data in a portable format
• Object: Object to certain processing

To exercise these rights, contact us at agentoutstanding@ukbusinessautomations.com

10. Cookies

We use essential cookies to:

• Keep you logged in
• Remember your preferences
• Ensure security

We do not use third-party tracking or advertising cookies.

11. International Transfers

Your data is primarily processed in the United Kingdom. If data is transferred outside the UK, we ensure appropriate safeguards are in place.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the Service.

13. Complaints

If you have concerns about our data practices, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

14. Contact Us

For privacy-related enquiries:

UK Business Automations
Email: agentoutstanding@ukbusinessautomations.com