1. Who we are

CareBirds is operated by CareBirds Ltd, registered in Scotland. We provide a digital staffing platform connecting care workers with care facilities across the United Kingdom. Our registered address and contact details are available on our Contact page.

2. What data we collect

We collect the following categories of personal data:

• Identity data — name, date of birth, profile photo
• Contact data — email address, phone number
• Professional data — NMC/SSSC pin, qualifications, DBS/PVG certificate number, work history
• Location data — GPS coordinates collected at check-in and check-out (with your consent)
• Financial data — bank sort code and account number for payroll purposes (stored securely via encrypted vault)
• Usage data — pages visited, actions taken, device type, browser, IP address
• Communications — messages sent through the platform

3. How we use your data

We use your personal data to:

• Create and manage your account
• Match you with suitable shifts or workers
• Process payroll and payments
• Verify your identity and professional credentials
• Send shift confirmations, notifications and platform updates
• Comply with legal obligations (HMRC, CQC, Care Inspectorate)
• Improve platform performance and user experience

4. Legal basis for processing

We process your data under the following legal bases (UK GDPR Article 6):

• Contract — to fulfil our agreement with you as a platform user
• Legal obligation — to comply with employment, tax and care regulation law
• Legitimate interests — to improve our services and prevent fraud
• Consent — for GPS location tracking and marketing communications

5. Data sharing

We share your data only where necessary:

• Care facilities — your name, photo, credentials and shift details
• Supabase — our database and authentication provider (EU/UK servers)
• Resend — transactional email delivery
• HMRC and regulators — as required by law

We do not sell your personal data to third parties.

6. Data retention

We retain your data for as long as your account is active and for up to 7 years after closure to comply with HMRC and employment law requirements. GPS check-in data is retained for 2 years. You may request deletion at any time (subject to legal retention requirements).

7. Your rights

Under UK GDPR you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion ("right to be forgotten")
• Object to processing or request restriction
• Data portability
• Withdraw consent at any time

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

8. Cookies

We use essential cookies only — for authentication sessions and security. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, however this may affect platform functionality.

9. Security

We use industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, row-level security on all database tables, and regular security audits. However, no system is completely secure and we encourage you to use a strong, unique password.

10. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes by email or in-app notification. Continued use of the platform after changes constitutes acceptance.

11. Contact & complaints

For privacy queries contact [email protected]. If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

1. Agreement to terms

By registering for or using CareBirds ("the Platform"), you agree to be bound by these Terms of Service. If you do not agree, you must not use the Platform. These terms form a legally binding agreement between you and CareBirds Ltd.

2. Eligibility

You must be at least 18 years old and legally authorised to work in the United Kingdom to register as a care worker. Care facilities must be registered with the appropriate regulatory body (CQC in England, Care Inspectorate in Scotland, CIW in Wales, or RQIA in Northern Ireland).

3. Platform role

CareBirds is a technology platform that facilitates the connection between care workers and care facilities. CareBirds is not an employment agency and does not employ care workers directly. Workers engage with facilities as self-employed contractors or through their own limited companies unless otherwise agreed in writing.

4. Worker obligations

As a care worker using the Platform you agree to:

• Provide accurate, current and complete information about your qualifications and experience
• Maintain all required registrations and certifications (NMC, SSSC, etc.)
• Hold a current Enhanced DBS or PVG certificate
• Attend confirmed shifts unless you cancel with adequate notice (minimum 4 hours)
• Conduct yourself professionally and in line with your regulatory code of practice
• Complete GPS check-in/check-out accurately at each shift
• Not misrepresent your skills, experience or identity

5. Facility obligations

As a care facility using the Platform you agree to:

• Post accurate shift information including role, pay rate, location and requirements
• Provide adequate induction and supervision to workers
• Pay the agreed shift rate plus CareBirds platform fee within 14 days of shift completion
• Not engage workers directly outside the Platform to circumvent fees (for 12 months after introduction)
• Comply with all relevant employment, health and safety legislation

6. Fees & payment

Facilities are invoiced by CareBirds for each completed shift at the agreed rate plus the applicable platform fee. CareBirds then disburses the worker's earnings directly to the worker via bank transfer. Platform fees are set by CareBirds and displayed in your dashboard; they are subject to change with 30 days' notice. All payments follow our payroll schedule (weekly, every Friday).

7. Cancellations & no-shows

Workers who cancel within 4 hours of a shift start, or who do not attend ("no-show"), may have their account suspended pending review. Facilities who cancel confirmed shifts within 24 hours may be charged a cancellation fee of up to 2 hours' pay at the agreed rate.

8. Intellectual property

All content, trademarks, software and materials on the Platform are the property of CareBirds Ltd or its licensors. You may not reproduce, distribute or create derivative works without our prior written consent.

9. Limitation of liability

CareBirds is not liable for the conduct of workers or facilities, for clinical outcomes, or for losses arising from shift cancellations or no-shows beyond our reasonable control. Our total liability to you shall not exceed the fees you have paid to us in the preceding 3 months.

10. Termination

We may suspend or terminate your account at any time if you breach these terms, provide false information, or behave in a manner that is unsafe, discriminatory or harmful. You may close your account at any time by contacting us.

11. Governing law

These terms are governed by the laws of Scotland. Any disputes shall be subject to the exclusive jurisdiction of the Scottish courts.

12. Contact

Questions about these terms? Email us at [email protected]

Our commitment

CareBirds is committed to ensuring our platform is accessible to everyone, regardless of disability, age, or the technology they use. We strive to meet the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standard.

What we've done

• Colour contrast — all text meets WCAG AA contrast ratios (minimum 4.5:1)
• Keyboard navigation — all interactive elements are reachable and operable by keyboard
• Screen reader support — semantic HTML with appropriate ARIA labels throughout
• Responsive design — fully functional on mobile, tablet and desktop
• Text sizing — text can be resized up to 200% without loss of content or functionality
• Focus indicators — visible focus rings on all interactive elements
• No reliance on colour alone — all information conveyed by colour is also communicated via text or icons
• PWA — installable as an app on mobile devices for improved accessibility on smaller screens

Known limitations

We are aware of the following areas where accessibility could be improved and are actively working on them:

• Some complex data tables (payroll, analytics) may not be fully optimised for screen readers — we are working on improved ARIA table roles
• PDF exports (handover notes) are not yet tagged for screen reader access
• The live shift map view does not yet have a non-visual alternative

Browser & assistive technology support

CareBirds is tested with and designed to support:

• Chrome / Edge / Firefox / Safari (latest 2 versions)
• NVDA + Chrome on Windows
• VoiceOver + Safari on macOS and iOS
• TalkBack on Android

Reporting accessibility issues

We welcome feedback on accessibility. If you experience any barrier that prevents you from using CareBirds, please contact us and we will do our best to provide the information or functionality you need in an alternative format.

Email: [email protected]

We aim to respond to accessibility feedback within 5 business days.

Enforcement

If you are not satisfied with our response, you can contact the Equality Advisory and Support Service (EASS) at equalityadvisoryservice.com or the Equality and Human Rights Commission (EHRC).

Technical specification

This website relies on the following technologies for conformance: HTML5, CSS3, JavaScript (ES2020+). Conformance status: partially conformant with WCAG 2.1 Level AA. We are actively working towards full conformance.