Privacy Policy

1. About this policy

This Privacy Policy explains how Placement Findr Limited collects, uses, stores and shares personal information when you use our website, contact us, submit an enquiry or form, or otherwise interact with us as a customer, prospective customer, Property Partner, supplier, contractor or other business contact.

It also explains your rights under UK data protection law and how to contact us if you have questions or concerns.

2. Who we are

PLACEMENT FINDR LIMITED is a company registered in England and Wales under company number 15997721.

Registered office: Charter Buildings, 9 Ashton Lane, Sale, Greater Manchester, England, M33 6WT.

Trading/contact address: Unit 7B, 60 Firs Lane, Leigh, WN7 4SB.

Telephone: 0330 818 2419.

Email: office@placementfindr.org.uk.

Website: https://www.placementfindr.org.uk/

For the personal information described in this policy, Placement Findr Limited will generally act as the data controller, meaning we decide why and how that information is used. In some business relationships we may instead process information on behalf of another organisation; where that applies, the relevant contractual arrangements and the other organisation's privacy information may also apply.

3. Personal information we may collect

Depending on how you interact with us, we may collect:

• identity information, such as your name and job title
• contact information, such as your email address, telephone number and postal address
• organisation and business information, such as the organisation you represent and your role
• enquiry, booking and accommodation requirement information submitted through our website or provided to our team
• property information, such as property addresses, postcodes, property requirements, property-submission details and related records
• placement and operational information where this is required to deal with an accommodation enquiry, booking, report, maintenance matter or property-related issue
• communications and correspondence, including emails, messages, call notes and information supplied through website forms
• documents, photographs and other attachments that you choose or are required to submit through relevant operational forms
• complaint, incident or safeguarding-related information where this is relevant to our role
• transaction, invoicing and business-administration information where relevant to our relationship with you
• technical information about use of our website where analytics has been accepted, such as page paths, session information, approximate location, browser and device information
• records of your website analytics-consent preference

Some accommodation or placement information supplied to us by Care Providers, Local Authorities or other organisations may relate to another individual rather than the person completing the form. This can include limited information needed to coordinate accommodation, property, operational or safeguarding matters.

We ask organisations and users not to provide more personal or sensitive information than is necessary for the relevant purpose.

4. Special category and sensitive information

Placement Findr is an accommodation/property platform and intermediary, not a provider of care, clinical services, social work or safeguarding case management.

However, in some placement, operational, complaint or safeguarding contexts, information supplied to us may include health, safeguarding or other sensitive information about an individual.

Where special-category personal data is processed, we will only use it where there is an appropriate lawful basis under Article 6 UK GDPR and an applicable condition under Article 9 UK GDPR and the Data Protection Act 2018. The organisation disclosing information to us is also responsible for ensuring it has an appropriate basis and authority to share that information.

5. How we obtain personal information

We may obtain information:

• directly from you when you use our website, submit a form, call, email or otherwise contact us
• from the organisation you work for or represent
• from Care Providers, Local Authorities, Property Partners, landlords, contractors, suppliers or other organisations involved in an accommodation/property matter
• from professional advisers or service providers where relevant
• automatically through Google Analytics, but only where you have explicitly accepted analytics

6. How and why we use personal information

We may use personal information to:

• respond to enquiries and take steps requested before entering into a contract
• arrange, coordinate or administer accommodation, property sourcing, property submissions, temporary accommodation and related services
• communicate with customers, prospective customers, Care Providers, Local Authorities, Property Partners, suppliers and contractors
• create and maintain records in our CRM and operational systems
• coordinate property, maintenance, damage, complaint and operational matters
• administer contracts, bookings, invoices and commercial relationships
• keep appropriate records and comply with legal, regulatory, accounting and safeguarding obligations
• protect our systems, prevent misuse and maintain website and information security
• establish, exercise or defend legal rights or claims
• improve our services and business processes
• understand use of our website through Google Analytics where analytics consent has been given

7. Lawful bases

Depending on the purpose, we may rely on:

Contract / steps before a contract — where processing is necessary to respond to a request, progress an enquiry, provide a service or perform an agreement with you.

Legal obligation — where we need to process information to comply with a legal or regulatory requirement.

Legitimate interests — where necessary for our legitimate business interests, such as administering business relationships, maintaining records, coordinating services, improving processes, protecting systems, preventing misuse and managing or defending claims, provided those interests are not overridden by your rights and interests.

Consent — where you have made a genuine choice for us to use information for a particular purpose, including optional website analytics. You can withdraw consent at any time.

Where we rely on legitimate interests, those interests are the effective and secure operation of Placement Findr, managing our relationships and services, maintaining appropriate business records, improving our processes and protecting our organisation and users.

8. Website analytics

We use Google Analytics 4 only after a visitor explicitly accepts analytics through our cookie/consent controls.

Before consent, the Google Analytics script is not loaded and no Google Analytics cookies or analytics events are sent by our implementation.

If analytics is accepted, Google Analytics may collect information such as page paths, session statistics, approximate geolocation, browser/device information and pseudonymous identifiers. We do not intentionally send form-field values, names, email addresses, telephone numbers, addresses, postcodes, free-text submissions, service-user references, CRM IDs, attachment IDs or detailed placement/property requirements to Google Analytics.

Successful commercial website enquiries may generate a fixed generate_lead analytics event containing only a low-cardinality journey/division classification, not the submitted form information.

You can change or withdraw your analytics preference at any time using the Cookie settings control on the website.

See our Cookie Policy for more information.

9. Who we may share information with

Where necessary for the relevant purpose, we may share personal information with:

• Placement Findr team members, workers and contractors who need access to perform their role
• Care Providers, Local Authorities, Property Partners, landlords, accommodation providers and other organisations involved in the relevant enquiry, booking or property matter
• contractors and suppliers involved in property, maintenance or operational work
• our website hosting, IT, communications, CRM and other technology service providers
• Google, where you have consented to Google Analytics
• accountants, solicitors, insurers and other professional advisers
• regulators, safeguarding bodies, emergency services, police, courts or other public authorities where disclosure is required or appropriate
• another organisation in connection with a business sale, restructuring or similar transaction, subject to appropriate safeguards

We only share information where there is a relevant purpose and seek to limit it to what is reasonably necessary.

10. International transfers

Some technology and service providers we use may process personal information outside the UK.

Where personal information is transferred internationally, we will use an appropriate lawful transfer mechanism where required, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another mechanism permitted by UK data protection law.

You can contact us if you would like further information about the safeguards used for a particular transfer.

11. How we protect information

We use appropriate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, access or misuse.

Access to operational systems and information is limited according to business need, and we use security controls appropriate to the systems and information involved.

No internet or information system can be guaranteed to be completely secure, but we review our arrangements and respond to security incidents in line with our legal obligations.

12. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual, safeguarding, operational and dispute-resolution requirements.

Retention periods vary according to the type of information and relationship. We consider the nature and sensitivity of the information, why we need it, the risk associated with keeping it, and applicable legal requirements.

Business, contractual, invoicing and related correspondence may in some circumstances be retained for up to seven years after the end of the relevant relationship where this is necessary for legal, accounting or record-keeping purposes.

Google Analytics user and event data is retained for up to 14 months, subject to Google's technical controls and any browser or platform limitations.

13. Your data protection rights

Depending on the circumstances and lawful basis, you may have rights to:

• ask for access to your personal information
• ask us to correct inaccurate or incomplete information
• ask us to erase information in certain circumstances
• ask us to restrict how information is used
• object to certain processing, including processing based on legitimate interests
• receive certain information in a portable format
• withdraw consent at any time where we rely on consent
• complain to the Information Commissioner's Office (ICO)

These rights are not absolute and may not apply in every situation.

To exercise your rights, contact office@placementfindr.org.uk. We may need to verify your identity before acting on a request.

We normally respond within one month, although UK data protection law permits extensions in certain circumstances. If an extension is required, we will explain this to you.

14. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve them.

You also have the right to complain to the Information Commissioner's Office (ICO) (opens in a new tab), the UK's data protection regulator.

15. Changes to this policy

We may update this Privacy Policy where our services, systems, legal requirements or data-processing practices change.

The latest version published on our website will show the date it was last updated.