Legal Notice
Business Name
Registered office
Contact details
Privacy Notice
Purpose of our Privacy Statement
BeTo Solutions Ltd (the Company) takes your privacy and personal data very seriously and is committed to protecting your personal data. This Privacy Notice informs you how we look after your personal data, your privacy rights and how the law protects your personal data. We do not sell, rent, or trade any information provided to us by our service users, relatives or by visitors to our business.
We are required by law to inform you about your rights and our obligations regarding our collecting and processing of your personal information which you might provide to us. We have a suite of information governance policies and procedures to ensure that any personal information you supply is only with your active consent and will always be held securely and treated confidentially in line with the applicable regulation.
Where this policy refers to “We”, “Us” or “Our” this shall mean BeTo Solutions Ltd.
Who are we?
BeTo Solutions Ltd is a provider of suitable homes where young adults with learning disabilities can live as independently as possible. Our address is 275 Pettits Lane North, Romford, RM1 4NX and 34 Rural Close, Hornchurch RM11 1FH
Our Data Protection Officer
Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
If you have any concerns or questions about our use of your personal data you can contact our Data Protection Officer by writing to: The Data Protection Officer, 116 Lake Rise, Romford RM1 4EE or by emailing jlamb@jollyhouse.co.uk or jlamb@opalshouse.co.uk or by telephone on 07867 938866
Personal data and basis for collection
Personal data means any data about an individual from which that person can be identified. It does not include data where the identity of the individual has been removed (anonymous data).
At application stage, we will use information provided to us to assess the suitability of our service for you and to understand your needs.
The information that is used at application stage is the information provided to us:
- on an application form
- on other supplementary information forms if needed;
- during initial meetings with us;
- by telephone; and
- in your electronic and written communications
Should you become a service user of ours, we will use your personal information to provide you with personalised services in relation to:
- your care and/or support;
- risk management; and
- management of your tenancy or license with us.
The information that is used should you become a service user of ours is the information provided during the application stage and information provided during on-going:
- face-to-face meetings and interactions;
- telephone calls; and
- electronic and written communications.
What information do we collect?
During your application for our services, we will collect the following information:
- your name, date of birth and personal contact details;
- your National Insurance number;
- your language preferences and communication needs;
- the gender you identify as;
- the ethnicity you describe yourself as belonging to;
- your religious beliefs;
- whether anyone acts on your behalf and whether you have capacity.
- your income and financial health;
- any cautions or unspent convictions you may have;
- your housing history, including any arrears or debts you may owe;
- relevant details of your family, including your marital status, whether you have any children or whether you are pregnant;
- details in relation to your health; and
- relevant details of your personal life and any care or support requirements you may have.
Should you become a service user of ours and receive services from us, we will use the information provided during your application to provide you with our services. We will also collect the following information to support you in managing your tenancy or license and to provide you with our care, support, and action planning services:
- the contact details of your next of kin, relatives and other named contacts;
- images of you to assist us to co-ordinate and personalise your care and support;
- details in relation to your care and/or support requirements, including progress against your personalised outcomes;
- details in relation to your well-being, physical, and mental health;
- details of your contact and interactions with us in person, by telephone and in electronic and written communications;
- information provided by third parties in relation to complaints or anti-social behaviour that is relevant to your care and support, risk management or tenancy support;
- financial records about payments relating to the housing and services you receive from us, any outstanding amounts and associated recovery action; and
- information about any repairs and maintenance requirements you have during your tenancy with us.
We have CCTV in operation at some of our locations; if there is CCTV in operation, there will be signs clearly visible to indicate that this type of recording is taking place. CCTV is only used in public areas.
How we use your Information
Your information will be stored and used by us in accordance with this privacy policy and in accordance with your rights under the Data Protection Act 2018 and the UK General Data Protection Regulation.
At application stage, the information provided to us will be used for the following purposes:
- it will be collected and used by us fairly and openly for the purpose of assessing the suitability of our services for you and understanding your care and/or support requirements; and
- it will be used to ensure that our services are fair and accessible to all.
Should you become a service user of ours, the information provided to us will be used for the following purposes:
- collected and used by us fairly and openly to support you in managing your tenancy with us and to provide you with care and/or support services; and
- used to understand your personal situation and individual requirements so we can provide a tailored service that meets any cultural, financial, learning, mental or physical needs that you may have. It will also be used to improve the services you receive from us.
In limited circumstances, we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
The lawful basis on which we use this information
We process personal data in compliance with the General Data Protection Regulation and Data Protection Act 2018.
In accordance with the data protection laws, we need a "legal basis" for collecting and using information about you. There are a variety of different legal bases for processing personal data which are set out in the data protection laws.
The lawful bases on which we rely to use the information which we collect about you to at application stage and should you become a service user of ours using special categories of information about your health, personal life and any care or support needs you may have are;
- using your information in this way is necessary for us to take steps at your request prior to entering into a contract and to perform the contract between us;
- you have provided explicit consent to our use of your information. There is a limited amount of special category information that we use on the basis of your consent. We will inform you prior to collecting or processing your information based on consent and keep a record of your consent;
- using your information is necessary for us to comply with a legal obligation to which we are subject; and
- it is necessary to use that information to protect someone’s vital interests (which will usually be a ‘life or death’ situation).
Data Security
We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed and have various information security policies in place to which we adhere to.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How we store personal data
We will hold your information securely during the period of our relationship and for a set period afterwards in line with legal requirements, best practice, and any follow up that may be necessary.
At application stage, if you decide not to take your application any further, we will hold your personal information for 6 months after your last contact with us.
Should you become a service user of ours, we will hold the information collected at application stage and while you are a service user during the period of our relationship and for set periods of time afterwards. For example, normally, we will retain your support and service user records for six years after our relationship ends in-line with the Limitation Act 1980 and NHS Code of Practice.
The exact periods that we hold your information for will depend on the type of information, as set out in our record retention and deletion policy.
Once the relevant set period set out in our retention schedule has come to an end, unless there is another identifiable reason for which it necessary to hold on to your information, we will delete your information.
Sharing your information
Where we act as the data controller for service user contact information, personal data processed by us may be shared as follows:-
- With permitted third party contractors of BeTo Solutions Ltd for the purposes of performing its services, help us to deliver our services and information (‘Data Processors’ or ‘Sub-Processors’)
- Where we are under a duty to disclose your personal data to comply with any legal obligation.
- To prevent fraud and for compliance with laws.
Where we provide your personal data to a data processor or sub-processor, we will have in place a written agreement with each third party confirming on what basis the third party will handle your personal data and will ensure that there are sufficient safeguards and processes in place to protect your personal data. We require all third parties to respect the security of your personal data and to treat it in accordance with the law and only process that personal data in accordance with our instructions. The third parties that we may send your personal data to are within the UK or to third parties under suitable protection mechanisms as laid out in applicable Data Protection Legislation.
We may also be required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them. For example, the Care Quality Commission.
We may from time to time share your information with other organisations, such as:
- the police for the purpose of detection and prevention of crime;
- organisations with a function of auditing and/ or administering public funds for the purpose of detection and prevention of fraud; and
- local authority teams such as social services, environmental health, council tax departments and benefit agencies.
We will not transfer the information you provide to us outside of the UK.
Your Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
These include the right:
To be informed – this is information about what purpose and what personal data we are processing
- Of access – you have the right to be provided with copies of the personal data that we are processing as well as confirmation of the processing we are doing.
- To rectification – if you think the personal data that we hold on you is wrong you can tell us, and we will rectify it.
- To erasure (also known as the right to be forgotten) – if you want us to permanently delete the personal data, we hold for you then you can ask us to do so. Our ability to delete such personal data is subject to exceptions in accordance with data protection laws.
- To restrict processing – if you do not like how we are using your personal data then you can let us know and we will stop processing it in that way.
- To data portability – if you want us to pass on your personal data to someone else then please let us know. This transfer should not affect the integrity or otherwise damage your personal data.
- To withdraw your consent – you can withdraw your consent for us to process your personal data (if we have relied on your consent to process your personal data) at any time by contacting us. If we have relied only on your consent as the basis to process your personal data, then we will stop processing your personal data at the point you withdraw your consent. Please note that if we can also rely on other bases to process your personal data aside from consent then we may do so even if you have withdrawn your consent.
In relation to automated decision making and profiling – if we use either automated decision making or profiling then you have a right to know. Also, we need your consent if either of these are used to make a decision that affects you. As with all consent, you can withdraw it at any time.
To exercise any of the above rights please email your request to: jlamb@jollyhouse.co.uk or jlamb@opalshouse.co.uk with the subject heading “Data Subject Request” clearly stating:-
- Your name and contact details
- The Information you want
- Any details or relevant dates that will help us process your request.
You may also make a request in hard copy, via social media or verbally. Where you exercise your right to request access to the information, we hold about you, you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate access requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex, in which case we will notify you and keep you updated.
National Data opt-out
You have the ability to stop health and social care organisations from sharing your confidential information for research and planning purpose, with some exceptions such as where there is a legal mandate/direction or an overriding public interest, for example to help manage a pandemic.
You can view or change your data opt-out choice at any time online at http://www.nhs.uk/your-nhs-data-matters or by calling 03003035678 (Monday to Friday 9am – 5pm).
Click here for more information on the national data opt-out.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Further information on deleting and controlling cookies can be found at:
• www.aboutcookies.org
• www.allaboutcookies.org
Contact Us
If you have any queries or would like to make a complaint about how your personal information is handled, please email us at jlamb@jollyhouse.co.uk or jlamb@opalshouse.co.uk
Or telephone us on 07867 938866
For independent advice about data protection, privacy, and data sharing issues, you can also contact the Information Commissioner’s Officer or write to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
11/08/2025
