Legal Notice

email: Jlamb@betosolutions.co.uk

Privacy Notice  (October 2026)

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 information governance policies and procedures to ensure that personal information is processed lawfully, held securely and treated confidentially.

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 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, by emailing jlamb@betosolutions.co.uk

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?  

We receive information from you through applications, meetings, telephone calls, messages and other communications. We also create records while providing care and support. Where appropriate, we receive relevant information from authorised representatives, relatives, local authorities, commissioners, social workers, health professionals, previous providers and other organisations involved in your care or safeguarding.

We check a person’s authority where they act on your behalf. Being a relative or next of kin does not automatically give someone authority to make decisions for you or access all your records.

We collect information that is relevant and necessary for the service you request or receive. Depending on your circumstances, this may include the following information:

• your name, date of birth and personal contact details;
• communication needs, language preferences, relevant information about capacity for particular decisions, and details of anyone authorised to act for you
• Health conditions, medical and support needs, learning disabilities, behaviours, wellbeing, medication information where relevant, care and support plans, risk assessments, incidents and progress towards your outcomes.
• your National Insurance number;
• the gender you identify as;
• the ethnicity you describe yourself as belonging to;
• your religious beliefs;
• your income and financial health;
• 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;

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 only collect information about criminal allegations, cautions or convictions where necessary for a specific lawful purpose and where an additional legal condition permits it. We do not routinely collect this information merely because you apply for our services.

 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.

Some information is necessary for us to assess your needs and provide safe support, perform a contract or meet legal requirements. If it is not provided, we may be unable to assess suitability or deliver the relevant service safely. We will explain this when it applies. Optional information will be identified as optional.

 The lawful basis on which we use this information       

We use personal information under the UK GDPR and Data Protection Act 2018. The basis depends on the purpose:

• Contract: where necessary to take steps you request before entering into an agreement with us, or to perform an agreement with you.
• Legal obligation: where necessary to comply with applicable legal duties, including care, safeguarding, record keeping, finance or regulatory requirements.
• Legitimate interests: where necessary to deliver and coordinate our services, maintain safe and effective support, manage relevant contacts, protect our business and handle complaints, provided those interests do not override your rights. We consider your circumstances and the sensitivity of the information.
• Consent: for optional uses where you have a genuine choice, such as promotional photographs. We will explain the purpose and how to withdraw consent.
• Vital interests: in exceptional emergencies where necessary to protect someone’s life.

Health and other sensitive information requires an additional condition. For necessary social care and management of care services, we rely on the health or social care condition in Article 9(2)(h), with Schedule 1 paragraph 2 of the Data Protection Act 2018, subject to the required duty of confidentiality.

For separate safeguarding uses, we may rely on substantial public interest and the safeguarding condition where its requirements are met. We use explicit consent for optional sensitive uses where appropriate, and another condition only where its requirements apply, such as necessary legal claims.

 Electronic care records and Nourish       

We use Nourish Care, provided by Nourish Care Systems Ltd, to store and manage electronic care and support records. This includes relevant service-user information, health and disability details, behaviours, support needs, care plans, incidents and information about involved relatives, representatives and professionals. Necessary existing paper records may be scanned or entered into the system.

Nourish acts as our data processor for these records, handling information on our documented instructions under a written data processing agreement. It may use authorised suppliers to host or support the service under appropriate contractual safeguards. BeTo remains responsible for deciding how your care records are used.

Authorised staff access records according to their responsibilities. Relevant basic staff details, roles and system activity are recorded to manage accounts, identify who made an entry and maintain accountability and security. Wider employment processing is explained separately in staff privacy information.

Recording information digitally does not make it publicly available or automatically give family members access. Any external access or sharing must be authorised and limited to what is appropriate for your circumstances.

 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 keep information only for as long as it is needed for the purpose, relevant legal requirements and justified follow-up. Our retention schedule sets periods for different record types.

• Applications that do not proceed: normally six months after our last contact with you, unless a documented reason requires longer retention.
• Adult social care and support records: normally eight years after your care or support relationship ends, followed by review and secure disposal when no longer required. Different periods may apply to particular records, commissioning requirements, safeguarding matters or legal claims.
• Accommodation, financial and staff records: according to the applicable record category in our retention schedule; they do not all follow the care-record period.
• Temporary migration copies and duplicate scans: removed when checks are complete and continued retention is unnecessary. Original paper records are disposed of only when appropriate checks and retention requirements allow.

 Sharing your information  

We share information only where necessary and lawful, using the minimum information needed. Depending on the purpose, recipients may include:

• Health and social care professionals, local authority teams, commissioners and other providers involved in your care, support and safeguarding
• People lawfully authorised to act for you, and relatives or named contacts where sharing is appropriate and permitted
• Nourish and other contracted providers supporting our services, such as approved IT and record-storage providers
• Regulators and public bodies, including the Care Quality Commission where relevant, when they are legally entitled to receive information
• Police, safeguarding bodies and organisations responsible for preventing or investigating crime or fraud, where disclosure is justified.
• Professional advisers, insurers and auditors where necessary and subject to appropriate confidentiality safeguards.

A software provider acting on our instructions has different responsibilities from a health professional, local authority or regulator using information for its own lawful functions. We use appropriate contracts for processors and assess the basis for other disclosures.

Our electronic records are held in secure hosted systems. Depending on the provider and authorised support arrangements, information may be processed in the UK or overseas. Where a transfer outside the UK is subject to UK data protection transfer rules, we use an applicable adequacy regulation or another lawful safeguard, such as approved contractual arrangements, and assess the protection provided. You can contact us for information about relevant countries and safeguards, including how to obtain a copy.

 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 – You can ask us to restrict the use of your personal information where the legal conditions are met
• To object - you can object to processing based on legitimate interests. We will consider your objection and stop that processing unless the law permits us to continue.
• To data portability – Where processing is automated and based on consent or a contract, you can request certain personal information in a portable format and, where technically feasible, its transfer to another organisation.
• To withdraw your consent – You can withdraw consent at any time for processing that relies on consent. This does not affect earlier lawful processing or separate processing already undertaken on another lawful basis.
• In relation to automated decision making and profiling – with legal or similarly significant effects, you have rights to applicable safeguards, including information about the decision, the opportunity to challenge it and human intervention.

To exercise any of the above rights please email your request to: jlamb@betosolutions.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 manifestly unfounded or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We normally 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         

The national data opt-out allows people in England to opt out of certain uses of confidential patient information for research and planning, subject to exceptions. It does not stop information being used for your individual care and support. Where the scheme applies to information we use or disclose, we respect the applicable choice and requirements.

You can find out more or manage your choice at https://www.nhs.uk/your-nhs-data-matters/ or telephone 0300 303 5678.

Click here for more information on the national data opt-out.

 CCTV and website cookies

CCTV operates at some locations, with signs identifying monitored communal areas. Where used, it supports safety, security and incident investigation. Access is restricted and footage is kept only for the period required under our CCTV arrangements, or longer where needed for a specific incident or investigation.

Contact us for the relevant CCTV privacy information and retention period.

Where our website uses cookies or similar technologies, the website’s cookie information explains their purposes, providers and duration. We obtain consent where legally required and provide a way to manage choices. Cookies that are strictly necessary to provide a service you request may be used without consent. Browser controls may also allow you to delete or block cookies.

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@betosolutions.co.uk

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