Data protection
Data protection and security for care websites
When a family enquires about care, they often tell you about a relative’s health. Under UK GDPR that is special category data, and you are right to ask how it is handled before you choose a website provider.
This page explains, in plain English, where enquiries go on the websites and tools we run, who can see them, and what our tools and AI features do and do not keep.
One enquiry
Where it goes
Saved in London
Stored in our database in the London (eu-west-2) region
Sent to you
Emailed to the address you give us, with a copy to TRG
Locked down
Row level security on every table, admin area behind sign in
Not kept forever
Client portal enquiries anonymised after 24 months
Families often share a relative’s health details in an enquiry. This is the route it takes.
Where your data lives
Enquiries, tool sign ups and account details are saved in a Supabase database hosted in the eu-west-2 region, which is London.
The websites are hosted on Vercel. Visitors in the UK are served from Vercel’s London network, and the server code that receives a form runs in Vercel’s London region too, so an enquiry is processed and stored in the UK. Enquiry emails are delivered by SendGrid.
We do not keep enquiries in our client portal forever. Every night an automatic job anonymises any that are more than 24 months old, removing the name, email, phone number, message, notes, resident name, IP address and browser details.
Who can see enquiries
When a family uses a form, pop up, call back button or tool on your website, the enquiry is emailed to the address you give us, with a copy to TRG so we can make sure nothing is missed. If no address has been set up yet, it comes to TRG only.
The enquiry is also saved in a database table that has row level security switched on and no public access rules. That means it cannot be read through the website’s public connection at all. Only our server code can reach it, and our admin area, which needs a signed in account with the admin role.
Providers who use our client portal sign in to see their enquiries. Database rules check which homes are assigned to each account, so a user only ever sees enquiries for their own homes, never anyone else’s.
Our monthly summary emails to clients contain counts of enquiries by type, not the families’ details.
What our tools collect (and do not)
Our family tools, such as the dementia signs check, care checklist, cost estimator, live in care comparison and visit planner, work in the visitor’s browser. Nothing a family enters is stored, and each tool says so on screen.
At the end of a tool a family can choose to ask for a call back or a copy of their results. Only then are any personal details sent: their name, email and phone number, whether they ticked the box agreeing to be contacted, the page they were on and, for some tools, a short summary of the result so your team has context. The dementia signs check never sends the family’s answers, even with a call back.
The funding guide is the exception by design: a family gives their details and a few answers so we can email them a personalised PDF guide, and your team receives the enquiry.
We also count how often each tool is viewed and used. That count records the tool, the page and a random session code. It holds no names, emails or other personal details.
AI features
A few features use Anthropic’s Claude AI model. In each case the text is sent to the model to produce an answer, and the answer comes straight back. We do not save the text in our database.
Care review reply helper
Sends the pasted review, star rating, platform, your name, role, service name and chosen tone, to draft a public reply. Reviews that mention a safeguarding concern, such as abuse or neglect, are never sent to the AI: you get a fixed, neutral holding reply instead. The tool also flags names, health details, dates, room numbers and contact details in the review, and warns you if any appear in the draft.
Care job advert checker
Sends the advert you paste, with our checker’s score, to write an improved version.
Website chat assistant
Only on websites where it is switched on. Sends the family’s chat messages, along with your home’s own website content, so the assistant can answer. The conversation is not saved in our database.
Cookies and analytics
On trgdigital.co.uk a cookie banner asks visitors to accept or decline, and remembers the choice in their browser. Our Google tag uses Google’s Consent Mode: advertising and analytics storage is switched off by default and only switched on if the visitor accepts. Microsoft Clarity, which records heatmaps and sessions, only loads after they accept.
When one of our tools is embedded on your website, our banner, Google tag and Clarity do not load inside it at all. More detail is in our cookie policy.
Security measures
The protections below are built into the platform that runs our websites and tools, and you can check the first one yourself in any browser.
Connections
- Every page is served over HTTPS, and plain http addresses are redirected to it
- Browsers are told to use HTTPS only for the next two years (HSTS)
Access
- Row level security switched on for every table in our database
- Admin and client portal pages need a signed in account
- The admin area also checks the account has the admin role
- The database key that bypasses these rules stays on our servers and is never sent to browsers
Forms
- Every field is checked on the server, with length limits
- A hidden honeypot field quietly drops spam bots
- Repeat submissions from the same connection are limited each hour, which is why we store the IP address with an enquiry
Backups
- The database is backed up every day
Error monitoring
- Our error reports are set up to strip email addresses, phone numbers and names before they are sent
- AI tools log token counts for cost tracking, not the text you pasted
Your rights and requests
Our privacy policy sets out what we collect, why, and the rights you and the families who contact you have under UK GDPR.
If you, or a family who enquired through your website, want to see, correct or remove information we hold, or you have a question this page does not answer, please get in touch and tell us what you need.
TRG Digital Ltd is registered with the Information Commissioner’s Office, registration number ZC221613.
Common questions
Where is enquiry data stored?
Can other care providers see our enquiries?
Does the dementia signs check store what families enter?
Is the text I paste into the review reply helper or job advert checker saved?
How long do you keep enquiries?
Do your embedded tools set cookies on our website?
Questions about your data?
Ask us before you sign anything. We would rather you knew exactly where your enquiries go.
