Privacy Policy

Who we are

Our website address is:


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

We will share your information with agencies outside Well Being Concierge to:

  • Safeguard you and others
  • Make sure we are working together with other agencies who may be supporting you
  • Comply with funders’ requirements, including monitoring
  • Help local authorities and Welsh Government for research and statistical purposes.
  • Promote WellBeingConcierge and the work with do with other people such as media, public, potential funders (we will anonymise this or ask specific permission).
  • Enable regulatory bodies and funders to audit our services to make sure our support meets appropriate standards.

We keep your data in digital and/or paper version.

  • Paper records: These are kept in secure locations within our offices or projects.
  • Digital records: We will always ensure that we have technical controls in place. This includes making sure our network is protected and routinely monitored. We will store all of your personal information on our, secure password-protected and firewall protected servers. This may include data storage services provided in the Cloud, which also meet appropriate security measures.

WellBeingConcierge’s uses Modus domestic abuse case management system which is encrypted and has additional security framework that gives additional protection.

In some local authority areas, we are required by contract / commissioners / Local authorities to store your data on external databases for example; PARIS, AIDOS, MST and PANCONNECT.

We may have to disclose your data, if required, to the police, regulatory bodies or legal advisors.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Some of the data will include:

  • Your name
  • Your contact details, including address, email address and phone number
  • Your date of birth
  • National Insurance number
  • Details for an emergency contact or next of kin
  • Equalities monitoring information
  • Criminal record history
  • Risk assessment completed by WellBeingConcierge and other agencies
  • Details of any children
  • Information about your family
  • Details of people who may be a risk to you
  • Education, training and employment information – what you have done and what you would like to do
  • Proof of identification
  • Information around any support you need and the support we provide for you
  • Financial details
  • Your occupancy agreement and any house rules
  • Any warnings or official notices you may have received
  • Information related to your health
  • Photographic images.

Right of access: You have a right to ask for access to the information we hold on you. We will aim to give you this access as soon as possible but within a month maximum. We reserve the right to remove any Third-Party information.

Right of erasure: We will hold your data for 7 years after have finished supporting you. In some cases, we are required by legislation or contract requirements to keep your data for longer.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

  • Support you safely and in the best way we can
  • Monitor and report on your achievements
  • Report to funders
  • Plan and manage the organisation
  • Research to improve the way we support people
  • Safeguard you and others
  • Provide case studies to be used externally (we will anonymise these or ask specific permission).

Complaints or Problems

If you have any concerns about how we are handling your data please let your support worker or another WellBeingConcierge staff member know and we will investigate your concerns in line with our Complaints Policy.

You can also contact the Head of Quality Assurance and Compliance

WellBeingConcierge LTD
69 Wilson Street
Tel: 0203 916 5680

If you are not satisfied with the response to your complaint, you can contact the Information Commissioner’s Office: