Privacy and data notice

This website is run by Zenith Optimum Care (UK) Limited (company number 17486062), trading as Zenith Optimum Care. We are responsible for the personal information you send us through this website. In data protection law, this makes us the "controller".

Our address is Sears Business Centre, 3-9 Station Street, Sittingbourne, Kent ME10 3DU. You can email us about anything in this notice at info@zenithoptimumcare.co.uk.

When you send a message

Our contact form asks for your name, your email address, your phone number if you want a call back, which option describes you best, and your message. When you press send, the form opens your own email app with your answers filled in, and nothing is sent until you send that email.

When you make a referral

Our referral form asks for:

• the person's name, date of birth, where they are now and, if known, their expected discharge date
• their main support needs and a brief summary of those needs
• your name, role and organisation, work email and, if you choose, your phone number

Like the contact form, it opens your own email app, and nothing is sent until you send that email.

Information about someone's health or care needs is "special category" data, which the law protects more strongly. We ask for a short summary only, and never for full medical history through the website.

When you email us

We keep the emails you send us and the information in them.

When you visit the website

This website does not use cookies, analytics or advertising trackers. Our fonts and images are served from our own website, so visiting a page does not send information to font or tracking companies. Our website host, Cloudflare, may keep basic technical records, such as IP addresses, for a short time to keep the site secure.

We use the information you send us to:

• reply to your message or referral
• decide whether we can meet a person's needs, and plan their support if we can
• keep records of enquiries, referrals, feedback and complaints
• meet our legal and regulatory duties as a care provider

We do not sell personal information or use it for marketing.

The law says we must have a lawful basis for using personal information. We rely on:

• Legitimate interests, to reply to messages and assess referrals.
• Providing health or social care, for information about someone's health or care needs (UK GDPR Article 9(2)(h), with the Data Protection Act 2018).
• Legal obligation, where the law requires us to keep records or share information.

When you make a referral, you confirm that you have the person's consent, or another lawful basis, to share their details with us.

We only share personal information when we need to. This may include:

• companies that run services for us, such as our email provider (Google Workspace) and our website host (Cloudflare)
• health and social care professionals involved in a person's care, where this is needed for their care
• regulators and public bodies, such as the Care Quality Commission or a council's safeguarding team, when the law requires it or someone may be at risk of harm

Companies that work for us may only use the information to provide their service to us. If a supplier stores information outside the UK, we make sure the safeguards that UK data protection law requires are in place.

We keep personal information only for as long as we need it:

• messages and enquiries: until we have dealt with them and any follow-up
• referrals we cannot take forward: only as long as we need to keep a record of our decision
• records for people we support: for the periods expected of care providers in England

Only the people who need to see your information can access it. Our website uses a secure connection (HTTPS).

If you send a referral by email, please use a secure email service if you can, and do not send full medical history. We will ask for anything else we need securely.

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct information that is wrong
• ask us to delete your information, or to limit how we use it
• object to how we use your information
• ask us to send your information to another organisation, in some cases

To use any of these rights, email info@zenithoptimumcare.co.uk. We will reply within one month. Some rights depend on our reason for using the information, and we will explain if one doesn't apply.

Please tell us first at info@zenithoptimumcare.co.uk, so we can try to put things right. You can also read about our complaints process.

If you're still unhappy, you can complain to the Information Commissioner's Office (ICO), the UK regulator for data protection. The ICO explains how to make a data protection complaint.

We will update this notice when the way we use personal information changes. The date at the top of the page shows when it was last updated.