Privacy notice
How we look after your information. Version 1.0, October 2026.
In short
We only keep the information we need to help you. We never keep your passwords. We never sell your information. We only tell your family about our visits if you agree. You can ask to see, correct or delete what we hold at any time.
1. Who we are
Idie & Co Tech Advisory Limited, trading as Idie Digital Guide, is responsible for your information (the “data controller”).
Company number 17184058. Registered office: 2a Milton Road, Cambridge, CB4 1JY. Phone: 07803 160504. Email: contact@idieco.com. We are registered with the Information Commissioner’s Office (ICO), registration number ZC259710.
2. What information we keep
| Information | Examples |
|---|---|
| Your contact details | Name, what you like to be called, address, phone, email, how you prefer to be contacted, and how you heard about us |
| What you would like help with | What you tell us when you first get in touch, which devices you use, and whether you are happy to have help remotely. If someone contacts us for you, their name and relationship to you |
| Payer and family details | Name, relationship, phone or email of anyone who pays or receives reports |
| Visit records | Date and time of each visit, what we helped with, which devices and apps we worked on, what you can now do, anything to keep an eye on |
| Scam checks | Messages, letters or call details you send us to check, and our advice |
| Things that help us help you | Only if you choose to tell us, for example that larger text helps |
| Signed paperwork | Scans or photos of your signed Service Agreement and any forms or letters you sign and send us |
| Your safe word | If you choose one: a word we say when we arrive, so you know it is really us. Please never use a password you use for anything else |
| Payment records | What you paid, when, and how. Card details are handled by our payment provider; we do not store them |
| Gift vouchers | The buyer’s name, email, phone and address; the recipient’s name, town and address; any card message; and, if a creator’s link or code was used, which creator it was. We never tell the creator who bought it |
| Requests from our website | If you ask us to call you back or to start a plan: your name, phone number, email (if you give it), town or village, the best time to call, and what you would like help with |
| Applications to become an Idie Guide | Your name, email, phone, town, how you would travel, when you could work, which devices you know, what you tell us about yourself and your experience, other languages, whether you have the right to work in the UK, and how you heard about us. We do not ask your age, about your health or about criminal records at this stage |
| Creators who share our gift vouchers | If you take part in our creator programme: your name, email, where you post, your creator code, your signed agreement, and the vouchers sold with your code and what we have paid you. Your bank details stay with our bank, not in our records |
We never keep your passwords, PINs or security codes. We do not set out to collect health information. If you tell us something about your health that affects how we help you, we only write it down if you ask us to, and only what is needed.
3. Why we use it, and our legal reasons
| What we use it for | Our legal reason |
|---|---|
| Providing the help you have asked for, booking visits, keeping visit records | To carry out our agreement with you (contract) |
| Sending reports to family members | Your consent, which you can withdraw at any time |
| Noting anything health-related that helps us help you | Your explicit consent |
| Invoices, payments and accounts | To meet our legal obligations (tax and accounting law) |
| Replying to a request sent from our website | To take the steps you asked for before an agreement (contract) |
| Considering an application to become an Idie Guide, and contacting you about working with us | To take the steps you asked for before a possible agreement (contract), and our legitimate interests in finding the right people |
| Running the creator programme: crediting and paying creators for vouchers sold with their code | To carry out our agreement with the creator (contract), and to meet our legal obligations (tax and accounting law) |
| Improving our service and dealing with complaints | Our legitimate interests in running a good, safe business |
| Sharing a concern if we believe you are at risk of harm, abuse or fraud | Protecting you (safeguarding), as allowed by data protection law |
4. Who we share it with
We never sell your information or use it for other companies’ marketing. We only share it:
- with the family members you have named, if you have agreed;
- with the Payer, but only billing information, unless you agree to more;
- with your council’s adult safeguarding team, the police or your bank’s fraud team, if we believe you are at risk (we will talk to you first wherever it is safe);
- with our accountant, insurers or legal advisers when needed;
- with the companies that provide the software we use (see section 6).
5. How long we keep it
| Information | How long |
|---|---|
| Visit records and scam checks | 2 years after our last visit, then deleted |
| Contact details | Until 2 years after our last visit, unless you ask us to delete them sooner |
| Invoices and payment records | 6 years, because tax law requires it |
| Gift voucher records | 6 years, because tax law requires it |
| Website requests from people who do not become clients | 12 months, then deleted |
| Applications to become an Idie Guide | 12 months, then deleted (or sooner if you ask). If you join us, as part of your staff records |
| Creator programme records (creators and payments to them) | 6 years after the last payment, because tax law requires it |
| Records of a safeguarding concern or complaint | 6 years |
| Your signed Service Agreement and forms | 6 years after you stop using our services, in case of any question about what was agreed |
6. Keeping it safe
- Our records are kept on password-protected devices and secure online services, never on paper left in cars or public places.
- Only people working for Idie Digital Guide who need your information can see it.
- We use these services to run our business. They process information only on our instructions:
- Supabase: our client records system (Back Office), stored in London;
- Cloudflare: runs our website and Back Office, and the security check that stops robots sending our website forms;
- Google Workspace: our email;
- Stripe: card payments. Stripe handles your card details; we never see or store them;
- WhatsApp: only if you choose to message us or receive reports that way;
- postcodes.io: works out the travel charge when a gift voucher is bought on our website. Only the postcode is sent.
Some of these companies may store or access information outside the UK; where they do, legal safeguards are in place.
- Our website does not use advertising or tracking cookies.
- If something goes wrong with your information, we will tell you and, where required, the ICO.
7. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong;
- ask us to delete your information (unless the law says we must keep it);
- ask us to stop or limit how we use it, or object to how we use it;
- ask for your information in a form you can take elsewhere;
- withdraw your consent at any time, for example to family reports.
To use any of these rights, just phone, email or write to us. We will not charge you, and we will reply within one month.
8. Complaints
If you are unhappy with how we have used your information, please tell us first and we will try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
9. Changes to this notice
We will update this notice if we change how we use your information, and tell you about any important changes.