Provider privacy notice
This notice explains what personal data Care Collective collects and processes through the partner portal — registration, organisation verification, locations, offers and accessibility information — and how it is used. It covers your organisation's account and the contacts you add for it; it does not cover Care Collective's separate customer-facing services.
Who is responsible for this data
Care Collective is responsible for the data described in this notice.
Account and registration data
When you register a partner account, we store your name, email address, a securely hashed password (we never store your actual password), your chosen interface language and the language you mainly write content in. We record when your email address is verified and the time of your most recent login.
Organisation and contact data
Once you set up your organisation profile, we store its legal and public name, organisation/legal status, business registration and tax reference numbers where you provide them, descriptions, country, region, city, address and postal code, phone, WhatsApp, website and social links, and your preferred contact language. You may also add named additional contacts for your organisation (name, role, email, phone, WhatsApp).
Locations
Each location you add stores its name, address, country, region, district, postal code, map coordinates, phone number, opening hours and directions notes.
Offers and services
Each service or offer you publish stores its title, description, category, delivery type, duration, pricing, availability, service area, target group, languages and any requirements, restrictions or booking information you provide.
Accessibility data
Where you provide accessibility information — for a location, a service, or a specific room or vehicle type — we store your yes/no/unknown/not-applicable answers, any optional measurements, notes or photos, and whether the information was declared by you or reviewed/measured by Care Collective.
Verification documents
Documents you upload to verify your organisation (for example business registration or licence documents) are stored outside the public website, are never directly downloadable by URL, and are only ever released to your own account or to a Care Collective administrator reviewing your verification, together with their review status and any review notes.
Uploaded photos and media
Photos you upload — for example accessibility photos, your logo, or offer images — are stored the same way as verification documents, outside the public website, and are only shown publicly once you and Care Collective have made that specific item public.
Partner calendar
Draft – legal review pending.
Bookings through Care Collective: to handle a booking, you see the customer's name, telephone number and e-mail address in the portal (Art. 6(1)(b) GDPR). The calendar shows these details from the existing request; no copy is made.
Your own appointments: customer names and contact details you enter yourself are processed by Care Collective only on your behalf (Art. 28 GDPR). You are the controller for this data and must inform your customers. Care Collective does not use it for its own purposes, and only your organisation can see it. Read the data processing agreement (draft – legal review pending)
Own appointments are deleted automatically 12 months after they end, immediately when you delete them, and together with your organisation's account. You can export them as a CSV file at any time.
Authentication and security data
Your password is stored only as a one-way cryptographic hash — Care Collective cannot see or recover your actual password. Login attempts (the email address, IP address and time) are recorded to detect and block abusive or automated login attempts.
Email verification and password reset
Verification and password-reset links are single-use, time-limited tokens (a verification link is valid for 48 hours, a password-reset link for 60 minutes) stored only as a hash, sent to the email address on your account, and invalidated once used or once a new one is requested.
Technical, session and log data
Signing in sets a session cookie that is HttpOnly, SameSite=Lax, and marked Secure on the production site. It expires automatically after a period of inactivity. Security-relevant actions taken by Care Collective staff are recorded in an internal log together with the acting staff member and, where applicable, an IP address.
Data retention
Care Collective does not yet have a fixed, published data-retention schedule. Data is kept for as long as your account remains active, or as long as needed for verification and legal record-keeping, and is not deleted automatically on any set timetable at this time.
Your rights and how to reach us
Your organisation's own profile, locations, offers and accessibility information can be viewed and edited directly from the partner portal at any time. To ask about, correct, or request removal of the personal data described in this notice — account deletion is not yet self-service and is handled manually on request —