Privacy Policy
Last updated: 19 August 2026
1. Who we are
Caelan is a trading name of Excellence Digital Solutions Ltd, a company registered in England and Wales (company number 15046952).
- Registered office: 15 Clayburn Circle, Basildon, England, SS14 1PZ, United Kingdom
- Trading address: Office 1, Church Walk House, Great Oaks, Basildon SS14 1GJ, United Kingdom
- ICO registration number: ZC105718
- Contact: rosie.kavanagh@caelan.care · +44 (0)1268 203030
Excellence Digital Solutions Ltd is the data controller for personal data collected through this website. This policy explains what we collect, why, and your rights.
2. What data we collect through this website
When you use the "Get in Touch" form, we collect:
- Your name
- Your email address
- Your company name (if you choose to provide it)
- The content of your message
We also collect limited technical data automatically (such as IP address, browser type, and pages visited) through standard web server logs and any analytics tools in use.
3. Why we collect it and our lawful basis
| Purpose | Data used | Lawful basis (UK GDPR) |
|---|---|---|
| Responding to your enquiry | Name, email, company, message | Legitimate interests (responding to a contact you initiated) |
| Following up about our products and services where you have expressed interest | Name, email, company | Legitimate interests / consent where required |
| Website security, performance and improvement | Technical/log data | Legitimate interests |
We do not sell your personal data, and we do not use it for automated decision-making that produces legal or similarly significant effects.
4. The Caelan platform (for care providers)
Our care management software processes information about care provider staff and the people they support, including health and care records. For that data, the care provider is the data controller and Excellence Digital Solutions Ltd acts as a data processor, processing it only on the provider's instructions under a written agreement. If you are a member of staff or a person receiving care and have questions about your data in the Caelan platform, please contact your care provider in the first instance.
5. Who we share data with
We share personal data only with:
- Service providers who help us run the website and our business (such as website hosting and email providers), under contracts that protect your data
- Professional advisers (such as accountants or lawyers) where necessary
- Authorities where we are legally required to do so
Where any service provider processes data outside the UK, we ensure appropriate safeguards are in place (such as UK adequacy regulations or International Data Transfer Agreements).
6. How long we keep your data
- Enquiry data: kept for up to 24 months after our last contact with you, then deleted, unless you become a customer (in which case data is kept for the duration of the relationship and as required afterwards for legal and accounting purposes).
- Technical/log data: kept for up to 12 months.
7. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate data
- Erase your data in certain circumstances
- Restrict or object to our processing
- Data portability in certain circumstances
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, email rosie.kavanagh@caelan.care. We will respond within one month.
8. Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk · 0303 123 1113.
9. Cookies
This website uses cookies that are strictly necessary for it to function, and Google Analytics cookies that help us understand how visitors use the site (pages visited, approximate location, device type). Google Analytics data is aggregated and does not directly identify you. We are implementing a consent mechanism for analytics cookies; you can also block or delete cookies through your browser settings at any time.
10. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top shows the current version. Significant changes will be highlighted on this page.