Privacy Policy
Last Updated On 12-Dec-2025
Effective Date 12-Dec-2025

This Privacy Policy describes the policies of

Colten Care Limited,
Colten House, Wellworthy Wy, Ringwood,
Hampshire
BH24 3FE,
United Kingdom of Great Britain and Northern Ireland (the),
email: marketing@coltencare.co.uk,
phone: 01425 460900

on the collection, use and disclosure of your information that we collect when you use our website ( https://www.coltencare.co.uk/ ). (the “Service”). By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent to the same, please do not access or use the Service.

We may modify this Privacy Policy at any time without any prior notice to you and will post the revised Privacy Policy on the Service. The revised Policy will be effective 180 days from when the revised Policy is posted in the Service and your continued access or use of the Service after such time will constitute your acceptance of the revised Privacy Policy. We therefore recommend that you periodically review this page.

1. Information We Collect:

   We will collect and process the following personal information about you:

   1. Name
   2. Email
   3. Mobile

2. How We Use Your Information:

   We will use the information that we collect about you for the following purposes:

   1. Marketing/ Promotional
   2. Testimonials
   3. Customer feedback collection
   4. Enforce T&C
   5. Support
   6. Administration info
   7. Targeted advertising
   8. Site protection

   If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.

3. How We Share Your Information:

   We will not transfer your personal information to any third party without seeking your consent, except in limited circumstances as described below:

   1. Ad service
   2. Marketing agencies
   3. Analytics
   4. Data collection & process

   We require such third party’s to use the personal information we transfer to them only for the purpose for which it was transferred and not to retain it for longer than is required for fulfilling the said purpose.

   We may also disclose your personal information for the following: (1) to comply with applicable law, regulation, court order or other legal process; (2) to enforce your agreements with us, including this Privacy Policy; or (3) to respond to claims that your use of the Service violates any third-party rights. If the Service or our company is merged or acquired with another company, your information will be one of the assets that is transferred to the new owner.

4. Retention Of Your Information:

   We will retain your personal information with us for 90 days to 2 years after user accounts remain idle or for as long as we need it to fulfill the purposes for which it was collected as detailed in this Privacy Policy. We may need to retain certain information for longer periods such as record-keeping / reporting in accordance with applicable law or for other legitimate reasons like enforcement of legal rights, fraud prevention, etc. Residual anonymous information and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.

5. Your Rights:

   Depending on the law that applies, you may have a right to access and rectify or erase your personal data or receive a copy of your personal data, restrict or object to the active processing of your data, ask us to share (port) your personal information to another entity, withdraw any consent you provided to us to process your data, a right to lodge a complaint with a statutory authority and such other rights as may be relevant under applicable laws. To exercise these rights, you can write to us at marketing@coltencare.co.uk. We will respond to your request in accordance with applicable law.

   You may opt-out of direct marketing communications or the profiling we carry out for marketing purposes by writing to us at marketing@coltencare.co.uk.

   Do note that if you do not allow us to collect or process the required personal information or withdraw the consent to process the same for the required purposes, you may not be able to access or use the services for which your information was sought.

6. Cookies Etc.

   To learn more about how we use these and your choices in relation to these tracking technologies, please refer to our Cookie Policy.

7. Security:

   The security of your information is important to us and we will use reasonable security measures to prevent the loss, misuse or unauthorized alteration of your information under our control. However, given the inherent risks, we cannot guarantee absolute security and consequently, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.

8. Third Party Links & Use Of Your Information:

   Our Service may contain links to other websites that are not operated by us. This Privacy Policy does not address the privacy policy and other practices of any third parties, including any third party operating any website or service that may be accessible via a link on the Service. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

9. Grievance / Data Protection Officer:

   If you have any queries or concerns about the processing of your information that is available with us, you may email our Grievance Officer at Colten Care Limited, Colten House, Wellworthy Wy, Ringwood, email: marketing@coltencare.co.uk. We will address your concerns in accordance with applicable law.

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How will you know if we make any changes to this Privacy Statement?

We may amend this Privacy Statement from time to time.  You are bound by any changes we make to this Privacy Statement with effect from the date of the change.  If we make any substantial changes to the way in which we use your personal information collected in connection with our services or the Site we will notify you (e.g. by posting a notice on the homepage for the Site).  You can view the current version of our Privacy Statement at any time by clicking on the Privacy link on the homepage for the Site.What about third party websites that you can access via the Site?

1. 1. The Site contains links to other websites which are outside our control and are not covered by this Privacy Statement. If you access other websites using the links provided, the operators of those websites may collect personal information from you which will be used in accordance with their respective privacy policies which you should read. We are not liable for the practices of such third-party website operators in respect of your personal information.
   2. You acknowledge that any information that you post using our social media facilities (such as Facebook, YouTube and Twitter) will be viewable by anybody who visits those websites and that such information is also subject to the relevant provider’s privacy policy. You are advised to consult each such privacy policy to see how they will use your data.
   3. You acknowledge that any content that you post using our social media facilities will be considered non-confidential and non-proprietary, and that we have the right to monitor, remove, use, copy, distribute and disclose to third parties any such content for any purpose permitted by law.
   4. You acknowledge that we will cooperate with any person, law enforcement authority or court order requesting or directing us to disclose the identity of anyone posting or sending material using any of our social media facilities in breach of any law (whether civil or criminal) or the legal rights of any party (including but not limited to intellectual property rights and rights to privacy).

Data Processing for Non-Colten Residents

1. We may also hold and use personal information in relation to non-residents with an interest in an applicant or resident of Colten or the services provided by Colten. This information may include the non-resident’s name, email address and other contact details. We will collect and use this information where necessary for our legitimate interests in the following circumstances:
   1. Additional Resident Contacts (ARC) – personal information will be used to distribute an e-newsletter to each ARC which is specific to the home of the resident associated with the ARC. The e-newsletter will contain the forthcoming activities schedule, invitations to special events, any news or information that might relate to changes in home operations or satisfaction surveys. Occasionally we will send separate emails from the relevant home manager which detail any home closures or more urgent news or information;
   2. Colten Friends – if the resident associated with an ARC passes away, the ARC will be given the opportunity to become a ‘Colten Friend’. Personal information relating to Colten Friends will be used to distribute quarterly newsletters from the relevant home which are designed to keep the Colten Friend connected with the home and its community after having played such a vital role in the care of their loved one. Such emails will not be sent until 3 months after the passing of the relevant resident. In addition, Colten Friends may from time to time be invited to special events at the home which may be of interest to them;
   3. Community Contacts – personal information will be used to send quarterly newsletters relating to news from the relevant home and our involvement within the local community, in addition to notifications of forthcoming events that may be of interest to them in their role as Community Contacts; and
   4. Former Respite Residents – if a resident has previously stayed in one of our homes but is not currently a resident, they will be given the opportunity to become a Former Respite Resident. Personal information relating to Former Respite Residents will be used to distribute quarterly newsletters from the relevant home which are designed to keep the Former Respite Resident connected with the home and its community. In addition, Former Respite Residents may from time to time be invited to special events at the home which may be of interest to them.

The above information will be collected using the appropriate Colten Care form related to the relevant processing activity or via any related correspondence between Colten Care and the relevant individual.

1. 1. Each category of individual listed above can opt out of receiving the relevant contact from us by emailing us at optout@coltencare.co.uk or writing to us at Colten Care Limited, Colten House, Forest Gate Business Park, Wellworthy Way, Ringwood, Hampshire, BH24 3FE, United Kingdom, clicking on the appropriate link in the footer of any related email or completing our ‘Opt Out’ form accessible via www.coltencare.co.uk/optout

Contact

If you have any questions about this Privacy Statement or our treatment of personal data, please write to us at Colten Care Limited, Colten House, Forest Gate Business Park, Wellworthy Way, Ringwood, Hampshire, BH24 3FE United Kingdom or e-mail us via DPO@colten.co.uk.