Holding Hearts

Novium Clinic trading as Holding Hearts

Effective Date: May 2026

Introduction

Novium Clinic, trading as Holding Hearts, is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website, contact us, apply for employment, or use our domiciliary care services.

We are committed to handling personal information responsibly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Holding Hearts is the trading name of Novium Clinic, a domiciliary care provider based in Leeds, supporting individuals and families across West Yorkshire and surrounding areas.

If you have any questions regarding this Privacy Policy or how your information is handled, please contact us directly.

Information We May Collect

Depending on how you interact with us, we may collect and process the following information:

Personal Information

• Full name
• Address
• Telephone number
• Email address
• Date of birth
• Emergency contact details

Care-Related Information

• Health and medical information
• Care requirements and assessments
• Medication information
• GP or healthcare professional details
• Care plans and visit records

Recruitment Information

• Employment history
• Qualifications and training
• References
• Right to work documentation
• DBS information where required

Website Information

• IP address
• Browser type and device information
• Website usage data through cookies and analytics tools

How We Use Your Information

We only collect information that is necessary to provide safe, effective, and professional services.

Your information may be used to:

• Provide domiciliary care and support services
• Create and manage personalised care plans
• Communicate with clients and families
• Respond to enquiries and requests
• Manage recruitment and employment applications
• Improve our website and services
• Meet legal and regulatory obligations
• Maintain safety, safeguarding, and quality standards

We will always process personal information lawfully, fairly, and transparently.

Sharing Your Information

We may share information where necessary with:

• Healthcare professionals
• Local authorities
• Regulatory bodies including the Care Quality Commission (CQC)
• Emergency services where required
• Payroll, recruitment, or professional service providers
• IT and website service providers

We will never sell your personal information to third parties.

Information will only be shared when necessary, lawful, and relevant to the services we provide.

Keeping Your Information Secure

Holding Hearts takes appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, loss, or disclosure.

We ensure:

• Secure storage of records
• Password-protected systems
• Restricted access to sensitive information
• Staff training on confidentiality and data protection
• Safe handling and disposal of records

How Long We Keep Information

We only retain personal information for as long as necessary to fulfil legal, regulatory, and operational requirements.

Retention periods may vary depending on the type of information and our legal responsibilities within the health and social care sector.

Your Rights

Under UK data protection law, you have rights regarding your personal information, including:

• The right to access your personal information
• The right to request correction of inaccurate information
• The right to request deletion of information where appropriate
• The right to restrict or object to certain processing
• The right to data portability where applicable
• The right to withdraw consent where consent is relied upon

If you wish to exercise any of these rights, please contact us directly.

Cookies & Website Usage

Our website may use cookies and analytics tools to help improve user experience and understand how visitors use our website.

Cookies are small files stored on your device that help websites function effectively.

You can choose to disable cookies through your browser settings if preferred.

Third-Party Links

Our website may contain links to third-party websites. Please note that we are not responsible for the privacy practices or content of external websites.

We encourage users to review the privacy policies of any external websites they visit.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, services, or company processes.

Any updates will be published on this page.

Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Holding Hearts

Novium Clinic Leeds, West Yorkshire

Email: hello@holdingheartscare.co.uk

Phone: 0113 345 2460

Complaints

If you are unhappy with how we handle your personal information, you have the right to raise a concern with the Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113