🔒 TrustMatch Care Ltd – Privacy Policy (Revised June 2025)

1. Introduction

TrustMatch Care Ltd (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. We are an introductory agency facilitating introductions between clients and self-employed carers. Our Privacy Policy explains how we collect, use, and safeguard your information.

2. Data We Collect

a) Personal Data from Clients & Carers

Identity details: name, address, date of birthContact details: phone, email, Financial info: payment and bank account details (for carer payouts)Background details: DBS checks, references

b) Usage and Communications

Records of calls, emails, messages to support your care arrangementConsent preferences and opt-ins

3. How We Use Your Data

To match you with carers, set up contracts, and manage invoicingFor admin support (e.g., reminders, communications, rescheduling)To process payments, including VAT-charged admin fees and transfers to carersTo comply with legal requirements (e.g., HMRC, DBS checks)

4. VAT & Payment Handling

As of 1st June 2025, TrustMatch Care Ltd is VAT registered. We issue split invoices showing:

Admin fee + 20% VAT (collected and retained by us)Carer fee (VAT-free, forwarded in full to the carer)

Your bank and payment details , including carer account numbers, are stored securely and used only to:

Process payments and maintain records in line with HMRC regulation

We do not share your financial data with third parties except as legally required (e.g., HMRC).

5. Legal Basis for Processing

We process your data under the following lawful bases:

Contract performance: to match you and carers, manage agreements, and process payments, legal obligation: to comply with HMRC rules, DBS checks, financial regulations and legitimate interests: to improve our services and maintain financial integrity

6. Data Retention

We will keep your information:

For as long as you are a client or carer with us up to 7 years after your last activity (as legally required for tax records)

7. Sharing Data

We may share your data:

With self-employed carers, as needed for matching with payment processors and accountants, for invoicing and VAT reporting with authorities, if required by law

8. Your Rights

Under GDPR, you have the right to:

Access your data, have it corrected or deleted, restrict or object to our processing, receive it in a portable format.

To exercise these rights, contact: [email protected]

.

9. Security Measures

We use:

Encrypted storage and secure cloud services, access controls limiting data to key staff, regular security audits.

For any breach, we commit to notifying affected parties and regulators.

10. Policy Updates

We may update this policy periodically. The current version is dated June 2025

.

🔍 Summary of VAT‑related updates:

TrustMatch is now VAT registered (effective 1 June 2025)We issue split invoices showing:Admin fee + 20% VAT, collected and retained by usCarer fee, VAT-free and forwarded in full.

Secure handling of payment and bank data tied to VAT-compliant invoicing.

Updated retention schedule to cover the 7-year HMRC requirement for VAT and tax records

11. Contact Us

If you have concerns about your data, want to request deletion, or have questions about VAT and payments, please contact:

Robert C. Brown

Director, TrustMatch Care Ltd

Email: [email protected]

Phone: 07414 457004