This notice provides additional privacy information relating to the Intuitivecare for Carers and Intuitivecare User App. It should be read together with the Intuitivecare Privacy Policy.
Intuitive Data Systems Limited provides these applications as companion applications to the Intuitivecare service.
This Mobile Apps Privacy Notice provides additional information about how personal information is processed when using the Intuitivecare mobile applications:
The applications are companion services to the main Intuitivecare platform provided by Intuitive Data Systems Limited.
This notice should be read together with the Intuitivecare Privacy Policy, which provides further information about Intuitive Data Systems Limited, how we process and protect personal information, international transfers, retention, individual rights and how to contact us.
Where there is information in this notice that relates specifically to one of the mobile applications, we identify the relevant application.
The Intuitivecare mobile applications are provided to users through organisations that use Intuitivecare.
Where personal information is accessed, entered, recorded or otherwise processed through the mobile applications as part of a customer’s use of Intuitivecare, the Intuitivecare customer will generally be the data controller and Intuitive Data Systems Limited will act as a data processor on the customer’s behalf.
This means that the customer determines why personal information is processed through Intuitivecare and is responsible for establishing an appropriate lawful basis for that processing.
Intuitive Data Systems Limited provides and operates the technology used to process that information in accordance with our contractual and data-processing obligations to the customer.
If you have questions about why your personal information is held within Intuitivecare, or wish to exercise your data protection rights in relation to information controlled by an Intuitivecare customer, you should normally contact that organisation directly.
The Intuitivecare User App enables authorised Intuitivecare users to record meetings, submit recordings for AI-assisted transcription and save the resulting meeting information within Intuitivecare.
Depending on how the application is used, the User App may process:
3.2 How information is collected
Information is processed when:
Recording and transcription functionality is initiated by the user. Recordings are not submitted for transcription until the relevant user action is taken.
The Intuitivecare for Carers app enables authorised foster carers to securely access information and complete activities made available to them by their fostering organisation through Intuitivecare.
The information available within the app is determined by the Intuitivecare customer and the access permissions assigned to the individual user.
Depending on the functionality made available by the customer’s organisation and how the app is used, personal information processed through the Carer App may include:
Some of this information may contain special category or otherwise sensitive personal information, particularly information relating to children and young people, health, safeguarding, fostering assessments and supervision records.
Information processed through the Carer App is used to enable authorised foster carers to:
Information entered, created or uploaded using the Carer App is transferred to Intuitivecare and becomes part of the relevant customer’s Intuitivecare records.
The fostering organisation using Intuitivecare determines what information is made available to individual foster carers through the Carer App and is responsible for ensuring that access is appropriate.
The customer remains the data controller for personal information processed through the Carer App for the customer’s purposes. Intuitive Data Systems Limited processes that information on the customer’s behalf in accordance with our contractual and data-processing obligations.
Users should only access, enter, create, upload or otherwise process information through the Carer App where they are authorised to do so by their organisation.
The Carer App allows authorised users to upload photographs, documents and other files to relevant Intuitivecare records, including photographs associated with child logs.
To provide this functionality, the Carer App may request permission to:
These permissions are used to enable the user to select, create and upload content to the relevant Intuitivecare record. They are not requested for unrelated purposes.
Where a user takes a photograph or selects a photograph, document or other file for upload, the selected information is transferred securely to Intuitivecare and stored or associated with the appropriate customer record.
Users are responsible for ensuring that:
Access to uploaded information within Intuitivecare is controlled according to the relevant user’s permissions.
The Carer App may process information relating to expenses submitted by foster carers and remittance information made available by their organisation.
This may include financial and transactional information relating to payments or expenses, together with supporting information or documentation submitted by the user.
The Carer App provides access to relevant financial and transactional information held or managed through Intuitivecare. It is not itself a payment-processing service.
The Carer App may provide authorised users with access to information relating to:
This information is provided through Intuitivecare under the control of the customer’s organisation.
Users may request assistance from the Intuitivecare support team through the Carer App.
Where a support request is submitted, we may process contact details, information describing the problem and relevant technical information necessary to investigate and resolve the request.
Users should avoid including unnecessary personal or sensitive information when requesting support.
Information entered, created or uploaded through the Intuitivecare for Carers and Intuitivecare User App is transferred to and processed within the Intuitivecare service as part of the relevant customer’s records.
This may include information such as forms, logs, photographs, documents, recordings, transcripts and other information submitted or accessed through the mobile applications.
Personal information processed through the mobile applications is protected using appropriate technical and organisational security measures, including encryption of information in transit and appropriate controls over access to information.
Where information is processed through the mobile applications as part of a customer’s use of Intuitivecare, the customer remains responsible for determining how long that information should be retained.
Customers are responsible for establishing appropriate retention periods in accordance with their legal, regulatory and operational requirements.
Intuitive Data Systems Limited processes and stores that information on the customer’s behalf in accordance with our contractual and data-processing obligations.
Intuitivecare provides, and continues to develop, functionality to support customers in managing the lifecycle of the information they control, including mechanisms for deletion and data purging in accordance with their retention requirements.
Where information is deleted or removed through the mobile applications or Intuitivecare, the handling of that information is subject to the functionality of the Intuitivecare service and the customer’s applicable retention requirements.
Where a customer’s Intuitivecare service ends, Intuitive Data Systems Limited will, at the customer’s choice, return the applicable customer personal data in an appropriate machine-readable format or securely delete it in accordance with the applicable contractual arrangements and Data Processing Agreement.
Information contained within routine backups may remain until it is overwritten or deleted in accordance with our documented backup-retention arrangements. During that period, the information remains protected and is not available for ordinary use.
Information may also be retained where we are required by law to retain it.
The mobile applications may temporarily process or store information on the user’s device where this is necessary to provide application functionality.
Users should protect access to their devices using appropriate device-security controls and should promptly report the loss, theft or suspected compromise of a device used to access Intuitivecare to their organisation.
Where the applications use authentication tokens or other locally stored information to maintain a user’s authenticated session, these are used to support secure access to Intuitivecare and should not be shared with other individuals.
The Carer App’s access to a user’s camera, photo or media library and document or file library is used to enable the user to select, create and upload information to Intuitivecare.
Selecting or uploading an item does not cause Intuitivecare to take control of other photographs, documents or files held on the user’s device.
Information selected for upload is transferred to Intuitivecare and thereafter forms part of the relevant customer’s Intuitivecare records and is subject to the customer’s retention requirements.
Further information about how Intuitive Data Systems Limited stores, protects and retains personal information, including information about international transfers, individual rights and the termination of customer services, is available in the Intuitivecare Privacy Policy.
Intuitive Data Systems Limited applies technical and organisational security measures designed to protect information processed through the Intuitivecare for Carers and Intuitivecare User App against unauthorised access, disclosure, alteration, loss or misuse.
Information transmitted between the mobile applications and Intuitivecare is protected using encrypted HTTPS connections.
Customer information held within Intuitivecare is hosted within the Microsoft Azure environment and protected by security measures designed to safeguard information both in transit and at rest.
Access to the mobile applications is restricted to authorised Intuitivecare users.
Authentication and authorisation controls are used to verify users and determine the information and functionality they are permitted to access.
The Carer App uses OAuth-based authentication and generates an authentication token following successful login, allowing the user to access authorised functionality without repeatedly providing their username and password.
Where supported by the user’s device and application configuration, biometric security features such as fingerprint or facial recognition may also be used to help protect access to the Carer App.
Users must not share their Intuitivecare login credentials or permit another person to use their account.
Information available through the mobile applications is controlled according to the user’s account, role and permissions within Intuitivecare.
For the Carer App, the customer’s organisation determines the information and functionality made available to individual foster carers.
Users should only access personal information where they are authorised to do so and should promptly report any access to information that they believe has been provided incorrectly.
Certain application functionality may require information to be temporarily stored locally on the user’s device, including where functionality needs to operate during periods of limited or unreliable connectivity.
Where offline functionality is provided, appropriate measures are applied to restrict access to locally stored application information.
Users should protect devices used to access Intuitivecare with appropriate device-security controls, such as a device PIN, password or biometric lock, and should not allow unauthorised individuals to access the application.
If a device used to access an Intuitivecare mobile application is lost, stolen or suspected to have been compromised, the user should notify their organisation as soon as possible.
Users should also report suspected unauthorised access to their Intuitivecare account so that appropriate action can be taken to protect the account and associated information.
We consider security throughout the development, testing and maintenance of the Intuitivecare mobile applications.
Our security activities include secure development practices, vulnerability assessment, security testing and maintaining application updates to address relevant security issues.
Users should keep their mobile device operating system and Intuitivecare applications up to date and install updates made available through the relevant application store.
Intuitive Data Systems Limited is responsible for applying appropriate security controls to the mobile applications, Intuitivecare service and supporting systems under our control.
Customers are responsible for appropriately managing their users, permissions and access to information within Intuitivecare.
Users are responsible for protecting their devices and authentication credentials and for using the applications in accordance with their organisation’s policies and instructions.
Intuitive Data Systems Limited uses selected third-party service providers to support the operation, hosting, security and functionality of Intuitivecare and its mobile applications.
We do not sell personal information.
Where third-party providers process personal information in connection with the mobile applications, they are subject to appropriate contractual, confidentiality, data protection and security requirements according to the nature of the service provided.
Information entered, created, accessed or uploaded through the mobile applications is transmitted to the Intuitivecare platform and associated cloud services so that the requested functionality can be provided.
This may include:
Access to this information is restricted according to the relevant user’s authorisation and permissions within Intuitivecare.
Where an authorised user chooses to use AI-assisted transcription or other AI functionality within the User App, information required to perform the requested function may be transmitted to an approved enterprise AI service provider.
For meeting transcription, this may include:
Information is submitted to the AI service only where required to provide the requested functionality.
Customer information processed through our customer-facing AI functionality is not used by us to train public or shared AI models.
AI-generated transcripts and other resulting information are returned to Intuitivecare and become part of the relevant customer’s records.
Where information is processed through either mobile application as part of a customer’s use of Intuitivecare, the customer will generally remain the data controller and Intuitive Data Systems Limited will act as the data processor.
We process and share that information only as necessary to provide Intuitivecare and its associated functionality, in accordance with our contractual and data-processing obligations to the customer.
The customer is responsible for determining the lawful basis and purpose for processing the information and for determining who within its organisation is authorised to access it.
Where a user requests assistance from the Intuitivecare support team, information relating to the support request may be processed using services that help us receive, manage, investigate and resolve support enquiries.
This may include:
Users should avoid including unnecessary personal or sensitive information in support requests.
Where access to customer-controlled information is necessary to investigate an issue, that information remains subject to the customer’s instructions and our obligations as a data processor.
We may use other specialist service providers where necessary to operate, maintain, secure or support the mobile applications and Intuitivecare.
We assess relevant service providers according to the nature of the service they provide, the information they may process and the associated information-security and privacy risks.
Access to personal information is limited to what is reasonably necessary for the provider to perform the relevant service.
We may disclose personal information where we are required to do so by law or where disclosure is necessary to:
Some service providers may process information, or provide support, from locations outside the United Kingdom.
Where personal information is subject to an international transfer, appropriate safeguards are applied in accordance with applicable data protection law.
Further information about our service providers, international transfers and the safeguards we apply is available in the Intuitivecare Privacy Policy.
The Intuitivecare mobile applications may request access to certain features or information on a user’s device where this is necessary to provide application functionality.
The permissions requested depend on the application, the functionality being used and the capabilities of the user’s device.
The Intuitivecare for Carers app may request permission to access the device camera.
Camera access is used to allow authorised users to take photographs for upload to relevant Intuitivecare records, including photographs associated with child logs.
The camera is accessed only when required for relevant application functionality and is not used for unrelated purposes.
The Intuitivecare for Carers app may request access to photographs or media stored on the user’s device so that the user can select an existing photograph for upload to an Intuitivecare record.
Selecting a photograph for upload does not give Intuitive Data Systems Limited ownership of, or permission to use, other photographs or media stored on the device for unrelated purposes.
Only information selected by the user for upload is intended to be transferred to Intuitivecare.
The Intuitivecare for Carers app may request access to the device’s document or file-selection functionality so that authorised users can select documents or other files for upload to Intuitivecare.
Files selected by the user are transferred to the relevant Intuitivecare record and thereafter form part of the information controlled by the customer’s organisation.
The Intuitivecare User App requires access to the device microphone when an authorised user chooses to use meeting-recording functionality.
Microphone access is used to capture audio for the recording functionality initiated by the user.
Recordings are submitted for AI-assisted transcription only when the user chooses to perform the relevant transcription action.
The customer’s organisation is responsible for ensuring that there is an appropriate lawful basis for recording and processing personal information and that any notices, permissions or consents required by applicable law or organisational policy have been provided or obtained.
Where supported by the application and the user’s device, device security features such as fingerprint or facial recognition may be used to help protect access to the application.
The Carer App uses OAuth-based authentication and authentication tokens to maintain authorised access following successful login.
The use of biometric authentication is provided through the security capabilities of the user’s device.
Certain application functionality may require information to be temporarily stored on the user’s device, including functionality designed to operate where internet connectivity is limited or temporarily unavailable.
The Carer App has been designed to support temporary offline storage, with controls intended to restrict access to information stored locally.
Information stored locally should not be treated as a substitute for the information held within Intuitivecare and may be synchronised with the Intuitivecare service when connectivity is available.
Users can manage application permissions through the privacy or application settings provided by their mobile device operating system.
Disabling a permission may prevent functionality that depends upon that permission from working correctly. For example:
The Intuitivecare mobile applications do not require access to device functionality for purposes unrelated to providing their stated features.
Under applicable data protection law, individuals may have rights relating to their personal information, including the right to:
Not all rights apply in every circumstance, and some rights are subject to legal exemptions or other requirements.
Where personal information is processed through the Intuitivecare for Carers or Intuitivecare User App as part of an organisation’s use of Intuitivecare, that organisation will generally be the data controller and Intuitive Data Systems Limited will act as its data processor.
If you wish to:
you should normally contact the organisation that provides you with access to Intuitivecare.
Intuitive Data Systems Limited will support the organisation in responding to valid data protection requests in accordance with our contractual and data-processing obligations.
Where Intuitive Data Systems Limited processes your personal information for our own purposes and acts as the data controller, you may contact us directly to exercise your applicable data protection rights.
We may need to request additional information to verify your identity before providing access to personal information or taking action on a request.
If you have a question about this Mobile Apps Privacy Notice, the privacy or security of the Intuitivecare mobile applications, or how Intuitive Data Systems Limited processes personal information, please contact:
Intuitive Data Systems Limited
The Stables
Goblands Farm Business Centre
Cemetery Lane
Hadlow
Kent
TN11 0LT
United Kingdom
Email: privacy@intuitivecare.net
If you have concerns about how Intuitive Data Systems Limited has handled personal information for which we are the data controller, you can raise a data protection complaint by contacting:
privacy@intuitivecare.net
We will handle data protection complaints in accordance with our applicable legal and regulatory obligations.
Where your complaint relates to information controlled by the organisation that provides you with access to Intuitivecare, you should normally raise the matter with that organisation in the first instance.
You also have the right to raise concerns with the Information Commissioner’s Office (ICO) or another applicable data protection supervisory authority.
This Mobile Apps Privacy Notice should be read together with the Intuitivecare Privacy Policy, which provides further information about:
The current Intuitivecare Privacy Policy is available through the Intuitivecare website.
We may update this Mobile Apps Privacy Notice from time to time to reflect changes to:
When we make changes, we will update the “Last updated” date shown at the beginning of this Mobile Apps Privacy Notice.
Where we make a material change that significantly affects how personal information is collected, used, shared or protected through the mobile applications, we will take reasonable steps to bring the change to the attention of affected users or customers where appropriate.
This may include providing information through the mobile application, Intuitivecare, our website, email or another appropriate communication channel.
Users are encouraged to review this Mobile Apps Privacy Notice periodically to remain informed about how personal information is processed through the Intuitivecare mobile applications.
The current version of this Mobile Apps Privacy Notice will be made available through the Intuitivecare website.
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