Privacy Statement

Last updated 01/02/26

1. Who we are

Clan Care is a provider of children’s residential care and specialist education services. We are committed to protecting the privacy and personal data of children, young people, families, staff, professionals and website users.

For the purposes of UK data protection law, Clan Care is the Data Controller.

Contact details:
Clan Care[Registered address] Email: info@clancare.co.uk
Telephone: [number]

If you have any questions about this privacy notice or how your data is handled, please contact us using the details above.

2. Our legal duties

We process personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Safeguarding legislation
• Regulatory requirements set by Ofsted

We take our responsibilities particularly seriously where data relates to children and vulnerable individuals. 

3. What personal data we collect

Depending on your relationship with Clan Care, we may collect and process:

1. a) Children and young people

• Name, date of birth, gender
• Health, emotional and behavioural information
• Education records, EHCP information
• Care plans, risk assessments, safeguarding records
• Placement and progress records
• Incident, restraint or safeguarding logs

1. b) Parents, carers and family members

• Names and contact details
• Relationship to the child
• Communication records

1. c) Professionals and local authorities

• Names, job titles, organisations
• Contact details
• Referral information and placement correspondence

1. d) Staff, applicants and volunteers

• Recruitment information
• Employment records
• DBS and safer recruitment checks
• Training and supervision records

1. e) Website users

• Contact form submissions
• Email enquiries
• IP address and basic analytics data (via cookies – see section 9)

4. Special category data

We lawfully process special category data (such as health, safeguarding and care information) only where necessary and permitted, including:

• To safeguard children and young people
• To meet care, education and regulatory obligations
• To protect vital interests
• To comply with legal and regulatory duties

5. How we use personal data

We use personal data to:

• Deliver safe, effective residential care and education
• Safeguard children and young people
• Manage referrals and placements
• Communicate with families, professionals and commissioners
• Meet statutory and regulatory requirements
• Recruit, manage and support staff
• Respond to enquiries made via our website

We only collect data that is necessary, relevant and proportionate.

6. Lawful basis for processing

Our lawful bases include:

• Legal obligation
• Performance of a task in the public interest
• Vital interests of the child or young person
• Contractual necessity
• Legitimate interests
• Explicit consent (where required)

7. Sharing information

We may share information with:

• Local authorities and commissioning bodies
• Education providers
• Health and mental health professionals
• Safeguarding agencies (including police or social care)
• Regulatory bodies such as Ofsted
• IT and professional service providers (under strict data-processing agreements)

We never sell personal data.

8. Data security and retention

We have appropriate technical and organisational measures in place to protect personal data, including:

• Secure electronic systems
• Access controls
• Staff training and confidentiality agreements
• Clear data retention and disposal procedures

We retain data only for as long as necessary, in line with statutory guidance and safeguarding requirements.

9. Cookies and website analytics

Our website may use cookies to:

• Improve functionality
• Understand website usage
• Improve user experience

You can control cookie settings via your browser. For more information, please see our Cookie Policy.

10. Your rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure (in certain circumstances)
• Restrict or object to processing
• Data portability
• Withdraw consent (where applicable)

Requests can be made by contacting us using the details in section 1.

11. Children’s data

We recognise that children require special protection when it comes to personal data. We process children’s information only where it is lawful, necessary and in their best interests.

12. Complaints

If you are unhappy with how we handle your data, you can raise concerns with us directly. You also have the right to complain to the Information Commissioner’s Office (ICO).

13. Changes to this privacy notice

We may update this privacy notice from time to time. The most recent version will always be available on our website.

Contact Us or Make a Referral

If you would like to make a referral or find out more about Clan Care, we would be delighted to hear from you.

We work in partnership with local authorities, social workers and professionals to offer planned, child-centred residential care and education placements.

Referrals –

We welcome planned referrals where careful matching and preparation can support positive outcomes for children and young people.

All referrals are handled sensitively and in line with our safeguarding responsibilities and the requirements of Ofsted. Please do contact us at referral@clancare.co.uk or complete the “Contact Us” form here

Get in touch

We are always happy to talk to you about Clan Care and our different approach to residential care and education. Please do feel free to contact us –

📧 Email: info@clancare.co.uk
📞 Telephone: [insert number]

You can also complete the enquiry or referral form below and a member of our team will respond as soon as possible.

Work for us

If you are interested in joining Clan Care and making a positive difference to the lives of children and young people, please visit our Work for Us page to view current opportunities and find out more about working with us.