Privacy policy
Version 2026-09 · Last updated 29 September 2026
UbuntuCare Ltd (“UbuntuCare”, “we”) is the data controller for personal data processed through www.ubuntucare.uk (including the UbuntuCare app) and community.ubuntucare.uk. Our address is 66 Paul Street, London EC2A 4NA. Contact our privacy lead at privacy@ubuntucare.uk.
What we collect
- Account details: name, email, phone, postcode, password (held and verified by our identity provider, never by us in plain text).
- Family profile: languages, heritage, faith and care preferences, household safety information, emergency contact, and your children’s first names, birth month and any support needs or care notes you choose to share.
- Caregiver profile and vetting: services, experience, rates, availability, and verification details such as ID document type, right-to-work status, DBS certificate number and issue date, training and references. We see original documents on a video call rather than asking you to upload copies of passports.
- Bookings and payments: dates, times, locations, amounts, payment and payout status. Card details are handled by our payment provider; we never see full card numbers.
- Safety and support records: reports, complaints, and our notes on how they were handled.
- Consent and audit records: which policies you accepted and when, and a log of administrative actions on your account.
How and why we use it
- To provide the service (contract): creating your account, matching families and caregivers, managing bookings and payments.
- To keep children safe (legal obligation and substantial public interest): vetting caregivers, recording DBS checks, investigating safeguarding reports and sharing information with the police or local authority where required. DBS information is criminal offence data, which we process under the Data Protection Act 2018, Schedule 1, for safeguarding children and individuals at risk, with an appropriate policy document in place.
- To run and improve UbuntuCare (legitimate interests): customer support, fraud prevention, security and service improvements.
- Marketing (consent): news and offers by email only if you opt in. You can withdraw at any time in your account settings.
We share children’s information with a caregiver only once they have confirmed a booking with you, and only what they need to care safely.
Who we share it with
- Wix.com — hosts our database, customer records (CRM), member accounts and payment links.
- Vercel — hosts the UbuntuCare app.
- Payment providers connected through Wix Payments — process card payments.
- The other party to a booking (family or caregiver), limited to what the booking needs.
- Authorities such as the police, local authority children’s services, Ofsted or the DBS where the law or safeguarding requires it.
Where providers process data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement / Addendum to protect it.
How long we keep it
- Account and profile data: while your account is open, then deleted or anonymised within 12 months of closure.
- Booking and payment records: 6 years, for tax and accounting.
- Caregiver vetting records: for as long as the caregiver is active and 12 months after, unless needed for a safeguarding matter.
- Safeguarding reports: retained in line with statutory guidance for as long as necessary to protect children.
Your rights
You have the right to access, correct, delete, restrict or object to our use of your data, and to data portability. Download a copy of your data or request deletion any time from Account → Privacy in the app, or email privacy@ubuntucare.uk. We respond within one month.
If you’re unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Security
Data is encrypted in transit, stored with our processors under access controls, and only visible to staff who need it. Sessions use secure, HttpOnly cookies. Administrative actions are logged.
Children
Accounts are for adults only. Parents and guardians provide their children’s information and control it through their account.
Changes
We’ll tell you about material changes by email or in the app. See also our cookie policy and terms.