Privacy policy
Who we are
Orgavo Care is a product of KofAI Technologies Ltd ("we", "us", "our"). We are the controller of the personal information described in this policy, which means we decide how and why it is used.
- Company: KofAI Technologies Ltd, registered in England and Wales, company number 17251335
- Registered office: 19 Scott Close, West Bromwich, England, B71 1PT
- Privacy contact: privacy@kofaitechnologies.com
If you have any question about this policy or how we use your information, email us and we will reply within one month.
What this policy covers
This policy covers personal information we collect through orgavocare.com, including when you:
- visit the website
- register for one of our events, such as the Orgavo Care launch
- contact us or ask about Orgavo Care
It does not cover information held inside the Orgavo Care platform by care providers who use it. For that information, the care provider is the controller and we process it on their behalf under a separate agreement with them. If you are a resident, a family member or a member of staff at a care service that uses Orgavo Care, please contact that provider about how your information is used.
Information we collect
When you contact us or ask about Orgavo Care, we collect what you give us: usually your name, email address, phone number, organisation, role and your message.
When you visit the website, our hosting provider automatically records basic technical information, such as your IP address, browser type and the pages requested. This is used to keep the site running and secure.
We do not collect information about you from other sources, and we do not sell your information.
Event registrations
When you register for an event, we collect your full name, role, organisation, email address, phone number, the type of care service you run, and any dietary requirements you choose to tell us. We use this to:
- confirm your place, or add you to the waiting list if the event is full
- email you about your booking, including if a place becomes available
- give the venue final numbers and a guest list
- contact you by phone if an important booking email cannot reach you
Dietary requirements. This field is optional. What you tell us may reveal information about your health or religion, so we treat it with extra care. We use it only for catering, share it only with the venue, and delete it within one month of the event.
Follow up about Orgavo Care. We will only contact you about Orgavo Care after the event if you tick the box on the form. You can change your mind at any time by replying to any of our emails.
Spam protection. To stop automated sign ups, we record a scrambled version of your IP address when you submit the form. Your IP address is never stored in readable form, we do not use it to identify you, and we delete the scrambled version within one day.
Our legal reasons for using your information
UK data protection law requires a legal reason, called a lawful basis, for each use of your information.
| What we do | Lawful basis |
|---|---|
| Running events you register for, including booking emails and the guest list | Legitimate interests: organising an event you asked to attend |
| Using dietary requirements for catering | Your explicit consent, given when you choose to fill in the field |
| Contacting you about Orgavo Care after an event | Your consent, given by ticking the box |
| Replying to enquiries | Legitimate interests: answering your question |
| Spam protection and keeping the website secure | Legitimate interests: protecting the site and its users |
| Keeping records the law requires | Legal obligation |
You can withdraw consent at any time. This does not affect anything we did before you withdrew it.
Who we share it with
We share your information only where we need to, and never sell it.
| Who | Why | What |
|---|---|---|
| The event venue (for the launch, DoubleTree by Hilton Coventry) | Catering and the guest list | Names, organisations, numbers attending and dietary requirements |
| Our website hosting and database provider | Running the website and storing registrations | All information described in this policy |
| Our email delivery provider | Sending booking emails and replies | Name, email address and the content of the email |
| Professional advisers, such as accountants or lawyers | Advice, when needed | Only what they need |
| Regulators, courts or police | Where the law requires it | Only what we must provide |
Our providers may only use your information to provide their service to us.
How long we keep it
We keep your information only as long as we need it, then delete it.
| Information | How long |
|---|---|
| Dietary requirements | Deleted within one month of the event |
| Event registration details | Deleted within three months of the event |
| Contact details of people who agreed to follow up | Until you withdraw consent, or two years after we last heard from you |
| Scrambled IP addresses used for spam protection | One day |
| Enquiries | Two years after we last heard from you |
| Records the law requires, such as accounts | As long as the law requires, usually six years |
If you cancel your place, we keep your registration until the same deletion date, so we have an accurate record of the event.
Keeping your information safe
We protect your information with encrypted connections, restricted access and database controls that stop anyone outside our team reading registrations. Only the people who need it to run the event can see your details.
Some of our providers may store or process information outside the UK. When they do, we make sure it is protected by UK adequacy regulations or the UK International Data Transfer Agreement or Addendum, as the law requires. Contact us if you would like more details.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to limit how we use it, or object to us using it
- ask us to send it to you or another organisation in a usable format
- withdraw your consent at any time, where we rely on it
To use any of these rights, email privacy@kofaitechnologies.com. It is free, and we will reply within one month.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
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Changes to this policy
We will update this policy if the way we use your information changes. The date at the top shows when it was last updated.