Your information matters
Privacy Notice
This notice explains how We Care Recruitment Agency collects, uses, shares and protects personal information when care providers contact us, applicants register for work, or people use this website.
Last updated: 28 September 2026
Who is responsible
Who we are
We Care Recruitment Agency is a trading name of We Care Sustainable Living Ltd, company number 12518771. We Care Sustainable Living Ltd is the controller responsible for the personal information described in this notice.
Registered office:
27 Old Gloucester Street, London, WC1N 3AX
Information we collect
We collect information directly from you through our forms, calls, emails and recruitment process.
Care provider enquiries
- Name, organisation and job role
- Work email and telephone number
- Service location and staffing requirements
- Information you give us about the enquiry or booking
Initial applicant registrations
- Name and contact details
- Preferred role and work locations
- Experience, availability and information you submit
- Records of our communications with you
Later recruitment stages
- Employment history, references and training
- Identity and right-to-work evidence
- DBS or other vetting information where lawful
- Payroll, bank and tax information if you work with us
Website and communications
- Technical and security information from website use
- Analytics information such as pages viewed, approximate location, device or browser information and website interactions, but only after consent
- Email, telephone and enquiry records
- Reasonable adjustment or health information only where necessary
Please protect confidential information. Do not send identity documents, DBS certificates, medical records, bank details, or personal information about people receiving care through our initial website forms. We will tell you how to provide documents securely if they are needed later.
How we use personal information
We use only the information reasonably needed to respond, recruit safely and administer our services.
Respond and assess
To respond to enquiries, understand staffing requirements, review applicant suitability and discuss next steps.
Recruit and supply
To complete appropriate checks, arrange assignments, manage working relationships and communicate with care providers.
Operate safely
To support safeguarding, manage incidents or complaints, prevent misuse and maintain appropriate business records.
Meet obligations
To meet employment, tax, right-to-work, insurance, legal and regulatory requirements where they apply.
Our lawful bases
The lawful basis depends on why we are using the information.
Steps before a contract
For example, reviewing an applicant’s request to work with us or discussing a provider’s proposed staffing arrangement.
Contract
Where processing is necessary to manage a working arrangement, booking or service agreement.
Legitimate interests
For proportionate recruitment, staffing, service administration, record keeping, security and business communication, balanced against individual rights.
Legal obligation
Where we must process information to comply with employment, tax, right-to-work, safeguarding or other legal duties.
Consent
For optional Google Analytics cookies and related website measurement. You may decline or withdraw this consent at any time through Cookie preferences.
Special-category and criminal-offence information
We process this only where necessary and where an additional legal condition and appropriate safeguards apply. This may include information needed for reasonable adjustments, safeguarding or lawful vetting.
How long we keep information
We keep information only for as long as it is needed for the relevant purpose, legal duties and the establishment or defence of claims.
Initial or inactive applicants
We normally retain an unsuccessful or inactive initial applicant enquiry for up to 12 months from the last meaningful contact. We then delete or anonymise it unless a longer period is needed for a legal obligation or dispute.
Provider and business records
Provider enquiries, bookings, contracts and financial records are kept for the period reasonably required for service administration, accounting, legal obligations and possible claims.
Workers and recruitment checks
If a person progresses or works with us, relevant recruitment, compliance, payroll and assignment records are retained under our applicable legal and operational retention schedule.
Deletion and review
Retention may differ where safeguarding, legal proceedings or another lawful reason requires information to be preserved. We review records and securely delete or anonymise information when it is no longer needed.
Security, cookies and decisions
Keeping information secure
We use proportionate technical and organisational measures intended to protect personal information against unauthorised access, loss, alteration or disclosure. No method of transmission or storage can be guaranteed to be completely secure.
Cookies and website analytics
We use necessary storage technologies for security, administration, core website functions and remembering cookie choices. These do not require consent where the applicable legal exception applies.
With your permission, we use Google Analytics 4 to understand website traffic and improve the site. It may collect information including pages viewed, interactions, approximate location, and browser or device information. Google states that Analytics does not log or store individual IP addresses.
Analytics storage is denied by default and the Google tag does not load until you select Accept. If accepted, Google Analytics may set first-party cookies named _ga and _ga_<container-id>, which Google lists with a default expiry of up to two years. Our cookie-consent preference is stored for 180 days.
You can decline analytics cookies or reopen Cookie preferences to change your choice. We do not currently use Google Analytics advertising features or Google Ads conversion tracking. Google may process information outside the UK; where required, relevant safeguards or lawful transfer mechanisms apply.
Automated decisions
We do not use the website enquiry or registration forms to make solely automated decisions that have legal or similarly significant effects on you.
Your data-protection rights
Your rights depend on the circumstances and the lawful basis used.
If we rely on consent for a specific activity, you may withdraw it at any time without affecting earlier lawful processing. To exercise a right, contact us using the details below. We may need to confirm your identity before responding.
If you are unhappy with how we use your information, please contact us first so we can try to resolve the concern. You also have the right to complain to the Information Commissioner’s Office: make a data-protection complaint to the ICO.
Changes to this notice
We may update this notice when our services, systems or legal obligations change. The date at the top shows when it was last updated. Material changes will be made clear on this page where appropriate.
Contact the controller
Questions about your information?
Email info@wecarerecruitmentagency.co.uk or telephone 0333 054 0776.
We Care Sustainable Living Ltd trading as We Care Recruitment Agency · Company number 12518771