Who does what
Your employer — the care home or care group — decides what is recorded in ComplyCheck and how long it is kept. They are the data controller. ProTec Solutions builds and runs ComplyCheck on their instruction, as their data processor. We do not use anything recorded here for our own purposes, and we do not sell it or use it to train AI models.
What we record about you
- Your name — so a completed check can be attributed to the person who did it. That attribution is the point of the record.
- Your PIN — stored scrambled (hashed). Nobody, including us, can read it back.
- What you completed and when — checks, readings, photos of equipment, notes, sign-offs.
- Device details for reminders — only if you turn reminders on, and deleted when you turn them off.
This is a record of your work. Your manager can see which checks you completed and when, and whether any were missed. It is used to prove the building is being run safely — not to monitor you personally.
What we deliberately do not hold
ComplyCheck is not a care planning or resident record system. It should contain nothing about residents — no names, no health information. Please do not type resident details into notes or handovers, and keep people out of shot when photographing equipment. If something like that is recorded by mistake, tell your manager and it can be removed.
Where it is kept
On servers in the UK (London). Access is restricted so each home sees only its own records, enforced by the database itself. Photos and backups are private and reachable only through short-lived links after a permission check. Backups are taken nightly and kept for 30 days.
How long it is kept
Records of completed checks are kept for 7 years and then deleted automatically, including any photographs. That length is set so the home can still show an inspector — or answer a claim — that a check was done years after the event. Your employer may set a different period.
Your rights
You can ask for a copy of what is held about you, ask for mistakes to be corrected, or object to how it is used. Because your employer controls this data, ask them first — we will help them respond. You can also complain to the Information Commissioner's Office at ico.org.uk.
Contact
Questions about your own records: speak to your manager. Questions about ComplyCheck itself: ProTec Solutions, infotech@truthcaregroup.co.uk.