Cleeve Lodge Ltd Privacy Notice
Who We Are

Cleeve Lodge Ltd gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Cleeve Lodge Ltd has their registered office at 11 Elmhurst Road, Goring on Thames, RG8 9BN and we are a company registered in England and Wales under company number 03511969. We are registered on the Information Commissioner's Office Register; registration number Z8243891, and act as the Data controller/processor when processing your data. Our designated Data Protection Appointed Person is Donna Arkell, who can be contacted at 11 Elmhurst Road, Goring on Thames, RG8 9BN, 01491 873 588.

Information That We Collect

Cleeve Lodge Ltd processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice. 

The examples of the personal data that we may collect is: -

Date of Birth
Home Address
Email addresses
Home Telephone Number
Mobile Telephone Number
National Insurance Number
Passport Number
Driver’s License Number
Special Category Data (i.e. health/medical information, POA, religion) 

We collect information in the following ways: -

Online forms, website applications, email applications, paper forms, CV’s, Local Authority and NHS records in paper form or via email.

Cleeve Lodge Ltd takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with additional services and marketing, you are free to withdraw this consent at any time.  

The purposes and reasons for processing personal data are detailed below: -

Provision of Care:  We collect personal data in the performance of a contract or to provide a service and to ensure that the correct level of appropriate care is provided.

Communication: We will occasionally send out marketing information where we have assessed that it is beneficial to our clients and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Cleeve Lodge Ltd processes about you and to request information about: -

What personal data we hold about you
The purposes of the processing
The categories of personal data concerned
The recipients to whom the personal data has/will be disclosed
How long we intend to store your personal data for
If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified. 

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use. 

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Cleeve Lodge Ltd uses third parties to provide certain services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Safeguarding Measures

Cleeve Lodge Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -

encryptions, restricted access, IT authentication, firewalls, anti-virus/malware

Transfers Outside the EU 

Cleeve Lodge Ltd utilises email services that may be hosted/stored in non-EU countries which means that any information which is submitted by you through our website or email address may be transferred outside the European Economic Area ("EEA").

Therefore, when you use our website or send us an email the personal information you submit may be stored on servers which are hosted in non-EU countries. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by Cleeve Lodge Ltd to protect your data and comply with the relevant data protection laws.

Consequences of Not Providing Your Data 

You are not obligated to provide your personal information to Cleeve Lodge Ltd, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing personal and medical data and have identified that our interests are to facilitate the provision of fully informed multi agency care.

How Long We Keep Your Data

Cleeve Lodge Ltd only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. We are required under UK CQC regulations to keep your basic personal data (name, address, contact details and medical data) for a minimum of 7 years after which time it will be destroyed.  Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data

Owing to the services that we offer, Cleeve Lodge Ltd sometimes needs to process sensitive personal information (known as special category data) about you.  This would usually be information required by Local Authorities, Social Services or Medical Services that are involved in the provision of your care. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so. 

Where we rely on your consent for processing special category data, we will obtain your explicit consent through a signature of either yourself (or an appropriate representative in the case of loss of capacity). You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.


Occasionally, Cleeve Lodge Ltd would like to contact you with the specific details of services that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by contacting Cleeve Lodge Ltd directly.


Cleeve Lodge Ltd will occasionally send you details of additional services by email/phone/post that have been identified as being beneficial to our clients and in our interests. Such information will be relevant to you as a client and is non-intrusive and you will always have the option to opt-out at any time.

Lodging a Complaint

Cleeve Lodge Ltd only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Cleeve Lodge Ltd
Donna Arkell
11 Elmhurst Road
Goring on Thames
01491 873 588 /
Information Commissioner's Office
Wycliffe House
Water Lane
0303 123 1113

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