Privacy Notice

Last updated: 8 June 2026

1. Who we are

Polaris Gateway Care Ltd is the data controller for personal data collected through this website. We are registered in England and Wales, company number 17212433. Our registered office is 24 Military Road, Colchester, Essex CO1 2AJ.

For any question about your data, write to us at info@polarisgatewaycare.co.uk with “Data protection” in the subject line.

We do not share or sell your personal data to third parties for marketing or any other purpose. Your data is held within the United Kingdom and is not transferred outside the UK.

2. What we collect and why

We only collect what we need to do what you ask of us. Different forms collect different fields.

Contact form

Data: your name, email address, phone number (optional), enquiry type, and the message you write.

Why: to read and reply to your enquiry.

Lawful basis: our legitimate interest in responding to enquiries (UK GDPR Article 6(1)(f)), or where you are asking us to take steps before entering into a contract (Article 6(1)(b)).

Job application form

Data: your name, email, phone, the role you are applying for, your right-to-work answer, a short note about your experience, an optional cover note, and an optional CV attachment.

Why: to assess your application, contact you about it, and where successful keep employment records.

Lawful basis: steps taken before entering into a contract of employment (UK GDPR Article 6(1)(b)).

Training application form

Data: your full name, date of birth, National Insurance number, email, phone, gender, ethnicity, address and postcode, the level you are applying for, and an emergency contact name and phone number.

Why: to register you for a funded training place, meet our funding and audit obligations, contact you about the course, and report equality data to funders in aggregate form (never identifying you).

Lawful basis: steps taken before entering into a training contract (UK GDPR Article 6(1)(b)), and our legal obligation to keep funding records (Article 6(1)(c)).

Special category data: ethnicity is special category data under UK GDPR. We process it under Article 9(2)(g) (substantial public interest) and the equality of opportunity condition in Schedule 1 Part 2 paragraph 8 of the Data Protection Act 2018, in aggregate form only. You may choose not to disclose it.

Server and security logs

We keep short-term logs of requests to the site (IP address, timestamp, the page requested) so we can protect against abuse and diagnose faults. Logs are retained for up to 30 days and then deleted.

3. How long we keep it

• Contact enquiries: up to 12 months from your last contact with us.
• Unsuccessful job applications: up to 12 months, so we can contact you if a similar role opens.
• Successful job applicants: retained as part of your employment record for 6 years after employment ends, or longer where law requires.
• Training applications: retained for the duration of your training plus 6 years to meet funder and audit requirements. Unsuccessful applications are deleted within 12 months.

You can ask us to delete your data earlier where the law allows it. See section 4.

4. Your rights

Under UK GDPR you have the right to:

• Ask for a copy of the personal data we hold about you (subject access request).
• Ask us to correct anything that is inaccurate.
• Ask us to erase your data where one of the legal grounds applies.
• Ask us to restrict or object to how we use your data.
• Ask for your data in a portable format so you can take it somewhere else.
• Withdraw consent at any time, where consent is the lawful basis we rely on.

To exercise any of these rights, email info@polarisgatewaycare.co.uk. We will respond within one month.

5. Cookies

We use only essential cookies. We do not use advertising cookies or third-party analytics. See our Cookies Notice for details.

6. Complaints

If you think we have not handled your data correctly, please tell us first at info@polarisgatewaycare.co.uk and we will look into it. You can also complain to the Information Commissioner’s Office (ICO):

• Website: ico.org.uk/concerns
• Helpline: 0303 123 1113

7. Changes to this notice

We may update this notice from time to time. The “last updated” date at the top will change when we do, and we will keep a clear record of changes on request.