Privacy Policy

Last updated: 7 October 2026

This notice explains how Top Carers Nursing Agency Ltd (“Top Carers”, “we”, “us”) collects and uses personal data through this website, and the rights you have. It covers people who contact us, ask about care or staff, or apply to work with us through the website.

Who we are

Top Carers Nursing Agency Ltd is the data controller for personal data collected through this website. We are a company registered in England and Wales, company number 05106466, and our registered office is 415 Whitehorse Road, Thornton Heath, Surrey CR7 8SD. We are regulated by the Care Quality Commission.

For any question about your personal data, email contact@topcarers.com, call 020 8683 3500, or write to us at the address above.

What we collect and why

Enquiries about care or staff

When you use our contact, call-back or request forms, we collect your name, email address, phone number and the details you give us, such as your organisation, the postcode of the person needing care, the type of care and your message. We use this to reply to you, to discuss your needs and, if you go ahead, to arrange care or staff.

Our lawful basis is our legitimate interest in responding to enquiries, or taking steps at your request before entering into a contract with you.

If you tell us about someone’s health or care needs, this is special category data. We use it only to respond to your enquiry and to assess and plan care, under Article 9(2)(h) of the UK General Data Protection Regulation (UK GDPR) and Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018 (health or social care purposes). Please only share another person’s details if they have agreed, or if you are acting on their behalf.

Job applications

When you apply through our website or send us an application form, we collect your contact details, the role you are interested in, your CV and any information in it. We use this to assess your application, to contact you and, if we offer you work, to carry out pre-employment checks, including references, Disclosure and Barring Service (DBS) checks, right to work checks and, for nurses, verification of your registration with the Nursing and Midwifery Council.

Our lawful basis is taking steps at your request before entering into a contract with you, and complying with our legal obligations, including right to work and safer recruitment checks for regulated care work.

If you give us information about your health, for example for an occupational health check, we use it under Article 9(2)(b) of the UK GDPR and Schedule 1, paragraph 1 of the Data Protection Act 2018 (employment, social security and social protection). Information about criminal convictions, including DBS check results, is processed under Article 10 of the UK GDPR and the same condition in the Data Protection Act 2018, because these checks are required for regulated care work. We keep this information secure and use it only for these purposes.

Website visits

Our website is hosted by Cloudflare, which processes technical information such as your IP address to deliver the site securely and protect it from attack. We may use Cloudflare Web Analytics, which counts visits without cookies and without identifying you.

If you accept marketing cookies, we use the Meta (Facebook) Pixel to measure how well our Facebook adverts work, including whether a visit from an advert leads to an enquiry. We do this only with your consent, which you can withdraw at any time using “Cookie settings” at the foot of each page. See our Cookie Policy.

Who we share your data with

We do not sell your personal data or share it with other organisations for their own marketing. We share it only with:

• service providers who run parts of our website for us, under contracts that require them to protect your data and use it only on our instructions: Cloudflare (website hosting), Formspree (enquiry forms) and Tally (the online job application form);
• Meta Platforms, only if you accept marketing cookies. Meta acts as a joint controller with us for collecting this data, and as an independent controller for its own use of it, as described in Meta’s privacy policy;
• organisations involved in pre-employment checks, such as referees and the Disclosure and Barring Service, if you apply to work with us;
• regulators, the police or other public bodies, where the law requires us to.

The reviews shown on our website are provided by homecare.co.uk and load from their website. Their use of data is covered by their own privacy policy.

Transfers outside the UK

Some of our service providers, including Cloudflare and Formspree, may process data in the United States or elsewhere outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or Addendum, or the UK Extension to the EU-US Data Privacy Framework.

How long we keep your data

• Enquiries that do not lead to us providing care or staff are kept for up to 12 months after our last contact with you, then deleted.
• If we provide care or staff, your information becomes part of the client record and is kept in line with the retention periods for care records.
• Unsuccessful job applications are kept for 6 months after we tell you our decision, or for up to 3 years if you agree that we may contact you about future vacancies, then securely destroyed.
• Successful job applications become part of your personnel file, which is kept for the length of your employment and for 6 years afterwards.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• ask us to correct data that is wrong or incomplete;
• ask us to delete your data, where we have no lawful reason to keep it;
• ask us to restrict how we use your data, or object to how we use it;
• ask us to transfer data you gave us to another organisation, where this applies;
• withdraw your consent at any time, where we rely on consent.

To make a request, contact us using the details above. We will respond within one month and will not usually charge a fee. We may need to confirm your identity first.

Complaints

If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

We review this notice regularly and will publish any changes on this page.