Privacy Policy

Last updated: March 2026

1. Who We Are

CareDocPro is a CQC-compliant care document generation service for UK domiciliary care providers. We are the data controller for the personal data processed through this application.

ICO Registration Number: C1341570

Contact: hello@caredocpro.co.uk

Website: https://caredocpro.co.uk

2. What Data We Collect

We collect and process the following categories of data:

• Agency profile information: your agency name, trading name, registered address, phone number, email address, company registration number, CQC registration number, ICO registration number, key staff names and roles, local authority contacts, and service details. This is stored locally on your device only.
• Cookie and consent preferences: your choices regarding analytics and marketing cookies, stored locally on your device.
• Generated document content: when you generate a document, your agency profile data is sent to our AI provider (Anthropic) to generate the document. This data is processed transiently and is not stored on any server.

3. Why We Collect It

We process your data for the following purposes:

• Document generation: to populate your CQC-compliant care documents with your agency's specific details.
• Remembering your preferences: so you don't have to re-enter your agency details every time you generate a document.
• Service improvement: if you consent to analytics cookies, to understand how you use the service so we can improve it.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Legitimate interests (Article 6(1)(f)): for providing the document generation service and storing your profile locally for convenience.
• Consent (Article 6(1)(a)): for analytics and marketing cookies. You can withdraw consent at any time by managing your cookie preferences.

5. How Long We Keep It

• Agency profile data: stored locally on your device in your browser's localStorage until you clear it or delete your browser data. We do not store this on our servers.
• Cookie preferences: stored locally until you change them or clear your browser data.
• Generated documents: processed transiently during generation only. No server-side copy is retained. Your downloaded PDF or Word files are stored only on your device.

6. Who We Share It With

We share data with the following third parties only as necessary to provide our service:

• Anthropic (Claude AI): your agency profile information is sent to Anthropic's API to generate document content. Anthropic processes this data in accordance with their data processing agreement and does not retain it beyond the API request. See anthropic.com/privacy for their privacy policy.

We do not sell your personal data to any third party. We do not share your data with any other organisations unless required by law.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: you can request a copy of the personal data we hold about you. Since all data is stored locally on your device, you already have full access.
• Right to rectification: you can update your agency profile at any time through the Edit Profile screen.
• Right to erasure: you can delete all your data by clearing your browser's localStorage for this site, or by using your browser's "Clear site data" function.
• Right to restriction of processing: you can restrict processing by revoking cookie consent or by not using the document generation feature.
• Right to data portability: your agency profile data is stored in standard JSON format in your browser and can be exported at any time.
• Right to object: you can object to processing by contacting us at hello@caredocpro.co.uk.
• Rights related to automated decision-making: our AI document generation assists you in creating documents but does not make automated decisions that have legal or significant effects on you.

To exercise any of these rights, contact us at hello@caredocpro.co.uk.

8. Cookies and Local Storage

We use browser localStorage (not traditional cookies) to store data on your device. The following storage is used:

Strictly Necessary

• caredocpro_agency_profile: stores your agency details so you don't have to re-enter them each time. Cannot be disabled as it is essential for the service to function.
• caredocpro_cookie_consent: stores your cookie/storage preferences and the timestamp of your consent.

Analytics (optional, requires consent)

If you consent to analytics, we may use analytics tools to understand how you use CareDocPro. No analytics tools are currently active. When implemented, this section will be updated with specific details.

Marketing (optional, requires consent)

If you consent to marketing, we may use this to show you relevant information about CareDocPro features and updates. No marketing tools are currently active. When implemented, this section will be updated with specific details.

You can change your cookie preferences at any time. Manage cookie preferences

9. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically. Continued use of the service after changes constitutes acceptance of the updated policy.

10. Contact and Complaints

If you have any questions about this privacy policy or our data practices, please contact us:

• Email: hello@caredocpro.co.uk
• Website: https://caredocpro.co.uk

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO):

• ICO website: https://ico.org.uk
• ICO helpline: 0303 123 1113
• Our ICO registration number: C1341570