Last updated 4th November 2026
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Intuitive Data Systems Limited provides Intuitivecare, a cloud-based software platform and associated services for organisations operating within the fostering and social care sector.
Intuitive Data Systems Limited is a company registered in England and Wales under company number 12143453, with its registered office at:
Intuitive Data Systems Limited
The Stables
Goblands Farm Business Centre
Cemetery Lane
Hadlow
Kent
TN11 0LT
United Kingdom
For the purposes of applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Intuitive Data Systems Limited is the data controller for personal information that we collect and use for our own business purposes.
This Privacy Policy explains how we collect, use, store, share and protect personal information when individuals:
Intuitivecare is used by fostering and social care organisations to manage information relating to their activities. This may include personal information relating to foster carers, applicants, children and young people, employees and other individuals.
Where an Intuitivecare customer enters, stores or otherwise processes personal information within the Intuitivecare service for its own purposes, the customer will generally be the data controller and Intuitive Data Systems Limited will act as a data processor on the customer’s behalf.
Our processing of that information is governed by our contractual arrangements with the customer, including the applicable Data Processing Agreement.
If you are an individual whose information is held within Intuitivecare by one of our customers and you wish to exercise your data protection rights in relation to that information, you should normally contact the organisation that entered or controls your information in Intuitivecare.
The personal information we collect depends on how you interact with Intuitive Data Systems Limited and the services you use.
3.1 Contact and business information
When you contact us, enquire about our services, become a customer or supplier, or otherwise interact with us in a professional capacity, we may collect information such as:
3.2 Account and user information
Where you are provided with access to Intuitivecare or another service we operate, we may collect information required to establish and administer your user account, such as:
We do not need to know or store your Microsoft password where authentication is provided through Microsoft identity services.
3.3 Support and service information
If you contact us for support or assistance, we may collect:
Where investigating a support request requires access to information held by one of our customers within Intuitivecare, that information remains subject to the customer’s instructions and our obligations as a data processor.
3.4 Website and technical information
When you access our websites or online services, we may automatically collect certain technical information, which may include:
Where cookies or similar technologies are used, further information about these will be provided through our cookie notice or cookie-management mechanism.
3.5 Sales, marketing and enquiry information
Where you enquire about Intuitivecare, request information from us, attend a demonstration or otherwise engage with us about our services, we may record:
3.6 Information obtained from other sources
We may receive personal information from other organisations or publicly available business sources where it is appropriate and lawful to do so. This may include information provided by:
Where we obtain personal information indirectly, we will handle it in accordance with applicable data protection law.
3.7 Customer-controlled information
This section does not mean that Intuitive Data Systems Limited becomes the data controller for personal information that our customers enter into Intuitivecare.
As explained in Section 2, where a customer uses Intuitivecare to process information about foster carers, applicants, children and young people, employees or other individuals for the customer’s own purposes, the customer will generally determine why and how that information is processed and Intuitive Data Systems Limited will act as its data processor.
We only use personal information where we have a lawful basis for doing so. The lawful basis we rely upon will depend on the circumstances in which the information is collected and the purpose for which it is used.
4.1 Providing and administering our services
We may use personal information to:
Where the individual is personally a party to a contract with us, we may process this information because it is necessary for the performance of a contract or to take steps at the individual’s request before entering into a contract.
Where our contract is with an organisation rather than the individual, we will generally rely on our legitimate interests in providing and administering our services and managing our relationship with that organisation.
4.2 Security and protection of our systems
We may process personal and technical information to:
We process this information where necessary for our legitimate interests in maintaining the security, integrity and availability of our systems, services and information.
In some circumstances, processing may also be necessary for us to comply with a legal obligation.
4.3 Customer support and enquiries
We may use personal information to respond to enquiries, investigate problems, provide technical assistance and maintain records of support provided.
We generally rely on our legitimate interests in supporting our customers, users and other individuals who interact with us.
Where support activity is necessary to fulfil a contract directly with an individual, we may instead rely on performance of a contract.
Where a support request requires us to access personal information held by a customer within Intuitivecare, we will normally process that information as a data processor on the customer’s instructions.
4.4 Improving and managing our services
We may use appropriate service, usage and technical information to:
Where we process personal information for these purposes as a controller, we generally rely on our legitimate interests in operating, maintaining and improving our business and services.
Where possible, we use aggregated, anonymised or otherwise minimised information for these purposes.
4.5 Sales, marketing and business development
We may use business contact information to:
Depending on the circumstances, we may rely on our legitimate interests in developing our business and communicating with organisations that may have an interest in our services.
Where applicable law requires us to obtain consent before sending a particular type of electronic marketing communication, we will do so.
You can ask us to stop sending direct marketing communications at any time.
4.6 Managing suppliers and professional relationships
We may process business contact information relating to suppliers, professional advisers, technology providers and other organisations that we work with.
We generally rely on our legitimate interests in managing our suppliers, professional relationships and business operations.
Where we contract directly with an individual, processing may instead be necessary for the performance of a contract.
4.7 Meeting our legal and regulatory obligations
We may process personal information where this is necessary to:
Where applicable, we rely on compliance with a legal obligation. In other circumstances, we may rely on our legitimate interests in protecting our business and establishing, exercising or defending legal rights.
4.8 Our legitimate interests
Where we rely on legitimate interests, we consider whether the processing is necessary for the identified purpose and balance our interests against the rights, interests and reasonable expectations of the individuals concerned.
We do not rely on legitimate interests where we consider that an individual’s interests or fundamental rights and freedoms override our interests.
Where appropriate, we also take steps to reduce the impact of processing, including limiting the information collected, restricting access, applying appropriate security controls and using aggregated or anonymised information where personal information is not required.
Intuitive Data Systems Limited uses artificial intelligence and automated technologies within certain Intuitivecare features to help users work more efficiently, reduce administrative tasks and obtain useful outputs from information they choose to process.
Our customer-facing AI functionality uses enterprise artificial intelligence services provided through Microsoft Azure.
5.1 How AI is used within Intuitivecare
AI functionality may be used to:
AI processing is carried out for defined functionality and is scoped to the information required to perform the relevant request.
5.2 Customer control
Our customers retain control of the information they process through Intuitivecare.
AI functionality is intended to support users rather than replace professional judgement. Customers may control what information is submitted to AI functionality and, where applicable, whether particular AI functionality is used.
Where information processed using AI forms part of customer-controlled data within Intuitivecare, the customer remains the data controller and Intuitive Data Systems Limited acts as a data processor on the customer’s behalf, subject to our contractual and data-processing obligations.
5.3 Information submitted to AI services
When an AI feature is used, the information processed may include:
We seek to limit information submitted for AI processing to what is required for the relevant function.
Our AI services are not designed to send unrelated customer information, credentials, encryption keys or information belonging to other customers as part of an AI request.
5.4 AI model training and use of customer information
Customer information processed through our customer-facing AI functionality is not used by us to train public or shared AI models.
We do not sell customer information for AI training or advertising purposes.
We select enterprise AI services with contractual and technical protections appropriate to the nature of the information being processed.
5.5 Human decision-making
Our AI functionality is intended to assist users by providing information, summaries, suggestions or other outputs. It is not intended to replace the professional judgement of fostering and social care professionals.
Intuitive Data Systems Limited does not use AI within Intuitivecare to make solely automated decisions about individuals that produce legal or similarly significant effects.
Users remain responsible for reviewing AI-generated information and determining whether and how it should be used in their professional activities.
5.6 Security of AI processing
We apply technical and organisational safeguards to AI processing as part of our wider information-security arrangements.
These include appropriate measures relating to:
5.7 Transcription and recordings
Certain Intuitivecare functionality may allow users to submit recordings for transcription or related AI-assisted processing.
Recordings are transmitted for processing only after the user chooses to submit the recording through the relevant functionality.
Users and customers are responsible for ensuring that they have an appropriate lawful basis and any permissions or consents required to record participants and process the resulting information.
5.8 Use of AI in software development
Intuitive Data Systems Limited may use enterprise artificial intelligence-assisted development tools to support the development, maintenance and improvement of Intuitivecare and our other systems.
These tools may assist our development team with activities such as analysing and reviewing source code, identifying and resolving software defects, generating and reviewing code, supporting testing and technical documentation, and developing new functionality.
We select and manage AI-assisted development tools subject to appropriate contractual, security, confidentiality and data protection requirements.
We do not intentionally provide customer personal information to AI development tools for the purpose of developing, testing or improving software. Development and testing activities use non-production, anonymised, pseudonymised or synthetic information wherever reasonably practicable.
AI-generated code, changes or recommendations remain subject to appropriate human review, testing and our software development and information-security processes before being introduced into production systems.
AI technology providers used in our software development activities are assessed and managed as part of our supplier, data protection and information-security management processes.
We do not sell personal information.
We may share personal information with trusted third parties where this is necessary to operate our business, provide and support our services, meet our legal obligations or protect our legitimate interests.
Depending on the nature of our relationship with you and the services involved, these recipients may include the following.
6.1 Cloud hosting and technology providers
We use third-party technology providers to operate, host, secure, maintain and support our systems and services.
These providers may process personal information on our behalf where necessary to provide services such as cloud infrastructure, data storage, identity and access management, system monitoring, security and other technology services.
6.2 Communications and email service providers
We use third-party communications services to support the delivery of emails and other communications.
Where Intuitivecare is used to send communications on behalf of one of our customers, information such as sender and recipient details, message content and technical delivery information may be processed by the relevant communications provider to deliver the message.
6.3 Customer support and business systems
We use third-party services to support our customer service and business operations.
These providers may process contact information, correspondence, support requests and technical information where necessary to help us manage enquiries, provide customer support and operate our business.
We ask customers and users not to provide unnecessary personal or sensitive information when submitting support requests.
6.4 Integration and automation providers
Where customers use functionality that connects Intuitivecare with other systems or services, information may be processed through third-party integration or automation services to complete the requested transfer or workflow.
We seek to limit these integrations to the information necessary to perform the relevant function and apply appropriate security and access controls.
6.5 Professional advisers
We may share information with professional advisers where reasonably necessary, including solicitors, accountants, auditors, insurers and other professional consultants.
Information shared with professional advisers is limited to what is reasonably necessary for the relevant professional service and may be subject to additional professional duties of confidentiality.
6.6 Software development and security providers
We may use specialist suppliers to assist with the development, testing, maintenance and security assessment of our systems.
Access to personal information is restricted according to the purpose of the service. Customer personal information is not intentionally provided to development or testing services where it is not required for that purpose.
6.7 Business administration and scheduling providers
We may use third-party services to support activities such as meeting scheduling and other administrative processes.
These providers may process limited business contact information where necessary to provide those services.
6.8 Regulators, authorities and legal requirements
We may disclose personal information to courts, regulators, law-enforcement bodies, government authorities or other organisations where:
6.9 Corporate transactions
If all or part of our business is sold, transferred, reorganised or acquired, personal information may need to be shared with prospective purchasers, professional advisers or other parties involved in the transaction.
Where this occurs, we will take appropriate steps to protect the confidentiality and security of the information involved.
6.10 Our service providers
Where a third-party service provider processes personal information on our behalf, we require appropriate contractual, confidentiality, data protection and security arrangements according to the nature of the service and information involved.
We assess relevant suppliers through our supplier-management and information-security processes and periodically review suppliers according to their risk and importance to our services.
Where a provider processes personal information outside the UK, or allows information to be accessed from another country, we consider the applicable requirements relating to international transfers.
Intuitive Data Systems Limited is based in the United Kingdom, but some organisations that provide services to us may operate, process information or provide support from locations outside the UK.
As a result, personal information may in some circumstances be transferred to, stored in, or accessed from countries outside the UK.
Where we make a restricted transfer of personal information outside the UK, we take appropriate steps to ensure that the information continues to receive an appropriate level of protection in accordance with applicable data protection law.
Depending on the circumstances, safeguards may include:
UK adequacy regulations can provide a legal basis for transfers to covered countries and organisations. Where adequacy does not apply, the ICO identifies the IDTA and UK Addendum as approved contractual safeguards for relevant restricted transfers. [ico.org.uk] [ico.org.uk]
7.1 Our service providers
Where we appoint a service provider that processes personal information outside the UK, or permits that information to be accessed from outside the UK, we consider the location and nature of the processing as part of our supplier and data protection assessment.
We seek to ensure that appropriate contractual, technical and organisational safeguards are in place having regard to the nature and sensitivity of the information involved.
7.2 Customer information processed through Intuitivecare
Where we process customer-controlled information through Intuitivecare as a data processor, we handle that information in accordance with our contractual and data-processing obligations to the relevant customer.
Where our suppliers or subprocessors are involved in processing that information, we apply appropriate data protection and international-transfer requirements according to the role they perform.
7.3 Further information
If you would like further information about the safeguards that apply to an international transfer of your personal information, you can contact us using the details in Section 11.
We retain personal information only for as long as it is necessary for the purpose for which it was collected, including where information needs to be retained to meet legal, contractual, accounting or regulatory requirements.
Current ICO guidance states that organisations must not retain personal data for longer than necessary and should be able to justify their retention arrangements. [ico.org.uk], [ico.org.uk]
8.1 Customer data held within Intuitivecare
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.
Return or deletion will normally be completed within the period specified in the applicable Data Processing Agreement. Information contained within routine backups may remain until it is overwritten or deleted in accordance with our documented backup-retention arrangements, provided that it remains protected and isolated from ordinary use during that period.
Information may also be retained where we are required by law to retain it.
8.2 Information we hold for our own business purposes
Outside the customer information processed within Intuitivecare, we retain limited personal information required to operate and administer our business. This may include:
We retain this information only for as long as reasonably necessary for the relevant business purpose or for any period required by law.
8.3 When information is no longer required
When personal information for which Intuitive Data Systems Limited is the data controller is no longer required, we will securely delete or anonymise it unless we are required or otherwise permitted by law to retain it.
We periodically review the information we hold and our retention arrangements to help ensure personal information is not retained for longer than necessary.
Intuitive Data Systems Limited takes the security and confidentiality of personal information seriously.
We maintain appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
The measures we apply are proportionate to the nature and sensitivity of the information being processed and the risks associated with that processing.
9.1 Technical security measures
Our security arrangements include appropriate measures relating to:
Security controls are reviewed and improved as our systems, services and the risks affecting them evolve.
9.2 Access to personal information
Access to personal information is restricted to authorised personnel and service providers who require access for legitimate business or service purposes.
Access rights are assigned according to role and business need, and appropriate measures are used to authenticate users and protect accounts from unauthorised access.
Where third parties require access to information to provide services to us, access is subject to appropriate contractual, confidentiality, data protection and security requirements.
9.3 Security of Intuitivecare
Intuitivecare is designed and operated with security controls intended to protect the confidentiality, integrity and availability of customer information.
We apply security measures across our cloud infrastructure, application, databases, access controls, development processes and supporting services.
We also carry out security testing, vulnerability management and remediation activities to identify and address security weaknesses.
9.4 Secure software development
We apply security considerations throughout the development, testing and maintenance of Intuitivecare.
This includes appropriate controls over source code, development access, software changes, testing and deployment.
Where automated or artificial intelligence-assisted development tools are used, outputs remain subject to appropriate human review, testing and our software development and information-security processes before changes are introduced into production.
Development and testing activities seek to avoid unnecessary use of identifiable customer information, with non-production, anonymised, pseudonymised or synthetic information used wherever reasonably practicable.
9.5 Suppliers and third-party services
We assess relevant third-party service providers according to the nature of the service they provide, the information they may process and the risks associated with their use.
Appropriate security, confidentiality, contractual and data protection requirements are considered as part of our supplier-management process.
Higher-risk or business-critical suppliers are subject to an appropriate level of assurance and periodic review.
9.6 Security incidents
We maintain processes for identifying, investigating, responding to and managing information-security and personal-data incidents.
Where a personal data breach occurs, we assess the nature and potential impact of the incident and take appropriate action to contain and remediate it.
Where required by applicable data protection law, we will notify the Information Commissioner’s Office or another relevant supervisory authority and, where required, affected individuals.
9.7 Our security responsibilities and yours
Security is a shared responsibility.
We are responsible for maintaining appropriate security controls for the Intuitivecare service and the infrastructure and systems under our control.
Customers are responsible for appropriately managing their own users, access permissions, passwords and authentication arrangements, and for ensuring that individuals only have access to information necessary for their role.
Users should keep their authentication credentials secure and promptly report suspected unauthorised access or other security concerns.
Under UK data protection law, individuals have a number of rights relating to their personal information. The rights that apply depend on the circumstances and the lawful basis upon which information is processed. These include rights of access, rectification, erasure, restriction, portability, objection and rights relating to certain automated decision-making. [ico.org.uk], [ico.org.uk]
10.1 Right to be informed
You have the right to be informed about the collection and use of your personal information.
10.2 Right of access
You may have the right to ask whether we process personal information about you and request access to that information.
This is commonly known as a Subject Access Request (SAR).
10.3 Right to rectification
You may ask us to correct personal information about you that is inaccurate or complete information that is incomplete.
10.4 Right to erasure
In certain circumstances, you may ask for your personal information to be deleted.
The right to erasure is not absolute, and there may be circumstances in which information needs to be retained. The ICO confirms that the right to erasure applies in certain circumstances rather than being an absolute right. [ico.org.uk]
10.5 Right to restrict processing
In certain circumstances, you may ask us to restrict how your personal information is processed.
10.6 Right to data portability
Where the relevant legal requirements are met, you may have the right to receive personal information you have provided in a structured, commonly used and machine-readable format and to have that information transferred to another organisation where technically feasible.
10.7 Right to object
You may have the right to object to certain processing of your personal information, including processing based on legitimate interests.
You also have the right to object to the use of your personal information for direct marketing purposes.
10.8 Automated decision-making
Individuals have rights relating to certain forms of automated decision-making and profiling.
As explained in Section 5, Intuitive Data Systems Limited does not use AI within Intuitivecare to make solely automated decisions about individuals that produce legal or similarly significant effects.
AI functionality within Intuitivecare is intended to assist users and professionals rather than replace human judgement and decision-making.
10.9 Withdrawing consent
Where we rely on your consent to process personal information, you may withdraw that consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
10.10 Exercising rights relating to information held in Intuitivecare
Where your personal information is held within Intuitivecare by one of our customers, the customer will generally be the data controller and Intuitive Data Systems Limited will act as its data processor.
For example, if you are a foster carer, applicant, child or young person, employee or another individual whose information is held in Intuitivecare by a fostering or social care organisation, you should normally contact that organisation directly if you wish to exercise your data protection rights.
We will support our customers in responding to valid data protection requests in accordance with our contractual and data-processing obligations.
This may include assisting customers with identifying, retrieving, exporting, correcting, restricting or deleting relevant information where appropriate and where supported by the Intuitivecare service.
10.11 Exercising your rights directly with us
Where Intuitive Data Systems Limited is the data controller for your personal information, you may contact us to exercise any applicable data protection rights.
We may need to request information from you to confirm your identity and ensure that personal information is not disclosed to an unauthorised person.
Not all rights apply in every circumstance, and there may be lawful reasons why we cannot fully comply with a particular request. Where this applies, we will explain the reason where required by law.
11.1 Contacting us about your personal information
If you have a question about this Privacy Policy, how Intuitive Data Systems Limited uses your personal information, or if you wish to exercise one of your data protection rights, you can contact us at:
Intuitive Data Systems Limited
The Stables
Goblands Farm Business Centre
Cemetery Lane
Hadlow
Kent
TN11 0LT
United Kingdom
Email: privacy@intuitivecare.net
When contacting us about personal information, we may need to ask for additional information to verify your identity or establish your authority to act on behalf of another individual before responding to your request.
11.2 Information held by one of our customers
If your personal information is held within Intuitivecare by a fostering agency, local authority or other customer, that organisation will generally be the data controller responsible for your information.
You should normally contact that organisation directly regarding the use of your information or the exercise of your data protection rights.
Where Intuitive Data Systems Limited acts as a data processor, we will assist the relevant customer in responding to valid requests in accordance with our contractual and data-processing obligations.
11.3 Making a data protection complaint
If you have concerns about how Intuitive Data Systems Limited has handled your personal information, you have the right to raise a data protection complaint with us at privacy@intuitivecare.net.
Please provide sufficient information for us to understand your concern and investigate it appropriately.
We will:
These requirements reflect the UK data-protection complaints regime now in force. The ICO’s data protection complaints guidance confirms that organisations must provide a complaints mechanism, acknowledge complaints within 30 days, investigate appropriately and communicate the outcome without undue delay. [ico.org.uk], [ico.org.uk]
11.4 Complaining to the Information Commissioner’s Office
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
We would encourage you to contact us first so that we have an opportunity to investigate and address your concerns.
Further information about raising a data protection complaint is available from the https://ico.org.uk/.
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal information, our legal or regulatory obligations, or the technology and suppliers we use.
When we make changes, we will update the“Last updated” date shown at the beginning of this Privacy Policy.
Where we make a material change that significantly affects how we use personal information or the rights of individuals, we will take reasonable steps to bring the change to the attention of affected individuals where appropriate. This may include providing a notice through Intuitivecare, our website, email or another appropriate communication channel.
We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use and protect personal information.
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