Privacy Policy

Updated: 4th April 2025

Introduction

We've created this Privacy Policy to explain how we manage, collect, process, and use personal information. This Privacy Policy applies to our business subscription service, including our associated monitoring solutions and mobile applications. Please read this Privacy Policy carefully. By using our services, your organization agrees to the collection and use of information in accordance with this policy.

About Our Service

We provide monitoring solutions that can be deployed in various environments including homes and care facilities. Our technology tracks wellness and environmental factors, providing access to data and alerts to authorized customers through our web applications and smartphone apps.

While our services may be deployed in residential settings or care facilities, all our transactions and contractual relationships are on a business-to-business (B2B) basis.

We are based in the United Kingdom and comply with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We may review and update this Privacy Policy from time to time. Any changes will appear here. If we make significant changes, we'll notify your organization's administrator before they take effect either through our website or by sending a notification through our application.

What Personal Information We Collect

Personal Information

This refers to any information about an individual that can be used to identify them, either directly or indirectly, including name, email address, phone number, and other details.

Information We Collect About Your Organization

Account Details: We collect organizational information including business name, address, contact details, and administrator information. If someone purchases our services on behalf of your organization, they must confirm they have the authority to provide this information. We verify this authorization before processing your data.

Payment Details: We collect financial details to process payment for our services.

Authorized User Information: We collect information about individuals authorized to use our platform, including their name, business email, role within the organization, and access permissions.

Information About End Users

When our monitoring solutions are deployed in homes or care facilities, we may collect:

End User Information: Information about the individuals being monitored, which may include name, location details, profile information, and relevant health or wellness indicators.

Care Provider Information: Information about individuals providing care or oversight, including their relationship to the end user and contact details.

Monitoring Data

Sensor Information: Our systems collect data that may include:

Movement within monitored spaces (using PIR binary movement sensors)
Environmental conditions (temperature, humidity, light levels)
Audio recordings for behavioural and wellness classification
Other metrics relevant to the deployment scenario

Audio Data: Where implemented, we record audio that is processed to detect various sounds and events including, but not limited to:

Indications of distress or wellness concerns
Daily living activities
Environmental anomalies
Other sounds relevant to the specific monitoring purpose

Location Information: We collect basic information about the monitored environment layout and configuration as needed to properly set up our monitoring systems.

Information From Other Sources

We may collect information from other sources such as business directories, credit agencies, or other third parties when relevant to providing our services.

How We Use Information

We only use information when the law allows us to and when we have proper authorization. We use this information with clear purpose to provide monitoring and wellness services. We use information in these circumstances:

To perform the contract we've entered into with your organization
Where necessary for our legitimate interests (or those of a third party) and rights don't override those interests
To comply with legal obligations
With appropriate consent to process specific data or send communications

Your organization has the right to withdraw consent at any time by contacting us, though this won't affect the lawfulness of any processing based on consent before withdrawal.

Why We Use Information

We use information for these purposes:

To set up and configure our services for your specific deployment scenarios
To combine data from our systems with settings and learned patterns to generate appropriate alerts
To communicate with authorized users about changes that may affect our services
To customize our services to meet the specific needs of your implementation
To develop and improve our services through data analytics
To respond to questions and provide support
To provide promotional information about our services (with consent)
To comply with laws and regulations

Improving Our Services

We may process the data we collect to improve our monitoring capabilities and develop new features. This includes:

Training artificial intelligence models to better identify important events in various deployment scenarios
Analysing patterns to improve our ability to detect potential issues or concerns
Creating better metrics and alerts that help optimize monitoring effectiveness

When using data for these purposes, we take steps to remove or disguise personally identifying information whenever possible.

Who We Share Information With

We don't sell, rent, or share information with third parties except as described in this Privacy Policy. We may share information with:

Business partners who help us process information when providing our services
Our payment processing provider to provide secure payment services
Potential buyers or sellers if we sell or buy assets or businesses
Regulatory bodies if we're legally required to disclose information
Between authorized users as determined by your organization's administrator
Research partners to improve our service (using anonymized data only)
Technical support staff who may need access to data to solve problems

All third parties must respect the security of information and treat it according to the law. We don't allow our third-party service providers to use information for their own purposes and only permit them to process information for specific purposes according to our instructions.

Data Security

We take the security of information seriously:

Information is collected through our application and transferred using secure connections
All recordings are stored securely in encrypted form in the cloud
All data transfers between our devices and our systems are fully encrypted
We use artificial intelligence to analyse relevant data
Access to data is limited to authorized users through authentication systems
Each user can only access information they're authorized to see

How Long We Keep Information

We keep information only as long as necessary to provide our services and meet legal requirements. Information is stored while your organization is an active customer and will be deleted within 90 days after service termination. Some information may be kept in anonymized form for improving our systems. We maintain an archive of information according to our retention policy (10 years).

Rights Under UK Data Protection Law

As we are based in the UK, data subjects have the following rights under UK data protection law:

Request access to personal information
Ask us to correct personal information
Request deletion of personal information
Object to the processing of personal information
Request restriction of processing personal information
Request transfer of personal information
Withdraw consent for processing personal information

To exercise any of these rights, please contact us through your organization's administrator. Your organization won't have to pay a fee to access information, but we may charge a reasonable fee for clearly unfounded, repetitive, or excessive requests.

We may need specific information to confirm authorization before providing access to information. We aim to respond to all legitimate requests within one month, as required by UK law, though it may take longer for complex requests.

Complaints

If you are unsatisfied and wish to raise a complaint, please contact us at hello@circadacare.com and we will endeavour to resolve your concerns. If after investigating your complaint, you remain dissatisfied, your organization and individual data subjects have the right to file a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/make-a-complaint/).

If you have questions about our Privacy Policy or how we handle information, please contact us.

Email: hello@circadacare.com Address: Circadian Lighting Ltd, Tanfield Business Centre Tanfield Lea Industrial Estate North, Tanfield Lea, Stanley, England, DH9 9DB Phone: 0191 535 9598

Privacy Policy

Supporting Caregivers, Enhancing Resident Wellbeing