Privacy Policy
Last updated: 2 November 2026
This policy explains what personal information Looking After Me collects, why we collect it, who we share it with, and the rights you have over it. It applies to our website (lookingafterme.co.uk), the Looking After Me app, and our coaching and wellbeing services. It also covers our sales, marketing and events.
1. Who we are
Looking After Me Ltd ("Looking After Me", "LAM", "we", "us" or "our") is the data controller for the personal information described in this policy.
Looking After Me Ltd
Registered in England and Wales, company number 13863187
Registered office: The Flat, 76 High Street, Totnes, Devon, TQ9 5SN, England
We are registered with the Information Commissioner's Office (ICO). For any privacy question or request, emailprivacy@lookingafterme.co.uk or write to us at the address above.
2. Who this policy covers
- Website visitors, including people who use our contact form or our free wellbeing test.
- Service users: employees of our client organisations who use our coaching, app and care-access services.
- Client contacts: HR, procurement and leadership contacts at current and prospective client organisations.
- Suppliers, partners and job applicants.
3. If you use Looking After Me through your employer
What you share with your Health and Wellbeing Coach stays confidential. Your employer does not see your individual conversations, health information or app data.
We give your employer only aggregated, anonymised reports, covering groups of at least 10 people, so no individual can be identified.
We would only share information about you without your agreement where the law requires it, or where we believe there is a serious risk to your life or safety, or to someone else's. Where possible, we will talk to you first.
4. The information we collect
| Who | Information | Where it comes from |
|---|---|---|
| Website visitors | Name, email, phone number, company, role and message; wellbeing test answers; device and usage data from cookies | You, ScoreApp, cookies |
| Service users | Name, work email, employer, job role and contact details; enrolment details; mobile number for secure login | Your employer, you |
| Service users | Health and wellbeing information you share with your coach or in the app, including mental and physical health; coaching notes; app check-ins and mood data; referrals to GP, counselling or crisis support | You, your coach, our care partners |
| App users | Profile picture (optional); device and error log data | You, your device |
| Client contacts | Name, role, work contact details, correspondence, contract and billing details | You, your organisation, public sources |
| Applicants and suppliers | CV, qualifications, references, professional registration details, bank details | You, referees, professional registers |
Health information is special category data under UK GDPR and receives extra protection.
5. How we use your information and our lawful basis
| Purpose | Lawful basis | Extra condition for health information |
|---|---|---|
| Delivering coaching, check-ins and the app | Legitimate interests, or contract where you contract with us directly | Your explicit consent |
| Arranging GP, counselling and crisis support | Legitimate interests | Your explicit consent; vital interests in an emergency |
| Aggregated, anonymised reports for your employer | Legitimate interests | Not applicable once data is anonymised |
| Secure login, including one-time passcodes | Legitimate interests | Not applicable |
| Keeping the app working and fixing errors | Legitimate interests | Not applicable |
| Managing our contract with your employer | Contract; legitimate interests | Not applicable |
| Answering enquiries and providing the wellbeing test | Legitimate interests | Not applicable |
| Marketing to business contacts | Legitimate interests; consent where electronic marketing law requires it | Not applicable |
| Safeguarding, quality assurance and complaints | Legal obligation; legitimate interests | Safeguarding of individuals at risk (Data Protection Act 2018) |
| Legal and regulatory compliance | Legal obligation | Establishing or defending legal claims, where relevant |
You can withdraw your consent at any time by contacting us. This won't affect anything we did before you withdrew it.
6. Using the Looking After Me app
Profile pictures. You can choose to upload a profile picture so other members can recognise you in in-app chat and community features. You can change or remove it at any time in the app settings. We delete it when you remove it or close your account.
Inviting colleagues. If you choose to invite contacts from your address book, we use their details only to send that invitation. We do not store your contacts on our servers or our suppliers' servers.
One-time passcodes. We send transactional text messages containing one-time passcodes so you can log in securely. We do not use your mobile number for marketing.
Log data. If the app hits an error, we collect diagnostic information through our technology suppliers. This can include your device's IP address, device name, operating system version, app configuration, and the time and date of use. We use it only to keep the app working and secure.
7. Who we share your information with
We share personal information only where needed, under written contracts that protect it:
- Care partners: our GP, counselling and crisis-support partners, when you are referred to them.
- Technology suppliers: KlimateNet (app platform), Amazon Web Services (hosting), Notion (coaching records), ScoreApp (wellbeing test), Apple and Google app store services, and our email, CRM and IT support providers.
- Professional advisers: our lawyers, accountants and insurers.
- Your employer: aggregated, anonymised reports only (see section 3).
- Authorities: where the law requires it, or to protect someone's life or safety.
- A buyer or investor: if our business is sold or restructured, under strict confidentiality.
Our suppliers may use your information only to provide services to us, and may not use it for their own purposes. We do not sell personal information. A list of our suppliers is available on request.
8. International transfers
We aim to store data in the UK or the European Economic Area. Where a supplier processes data outside the UK, we use safeguards approved under UK law, such as an adequacy decision or the ICO's International Data Transfer Agreement or Addendum. For service users in Ireland and the EEA, transfers to the UK rely on the EU's adequacy decision for the UK.
9. How long we keep it
| Information | How long we keep it |
|---|---|
| Coaching and care records | 8 years after your last contact with us |
| App data | For the length of your employer's contract, plus 6 months, then deleted or anonymised |
| Profile pictures | Until you remove them or close your account |
| Website enquiries and wellbeing test results | 2 years from your last contact with us |
| Client contract and billing records | 6 years after the contract ends |
| Unsuccessful job applications | 6 months |
10. How we keep it safe
We use encryption, access controls, multi-factor authentication, staff confidentiality agreements and data protection training. Only the people who need your information to support you can see it.
No method of sending or storing data online is 100% secure, but we take every reasonable step to protect your information, and we will tell you and the ICO about a serious breach where the law requires it.
11. Your rights
You have the right to:
- get a copy of your personal information
- have inaccurate information corrected
- have your information deleted in certain circumstances
- restrict or object to how we use it, including for direct marketing
- data portability, where it applies
- withdraw consent at any time, where we rely on consent
To use any of these rights, emailprivacy@lookingafterme.co.uk. We will reply within one month, and there is usually no charge.
12. Complaints
Please contact us first so we can try to put things right. You also have the right to complain to the regulator:
- UK: Information Commissioner's Office,ico.org.uk, 0303 123 1113
- Ireland: Data Protection Commission,dataprotection.ie
13. Cookies
Cookies are small files stored on your device when you visit a website. We use essential cookies to make our website work. We use analytics cookies only with your consent, and you can change your choice at any time.
The app itself does not set cookies, but some third-party tools inside it may. These are covered by the suppliers listed in section 7.
14. Links to other websites
Our website and app may link to other websites. We don't control those sites and aren't responsible for their content or privacy practices, so please read their privacy policies.
15. Children
Our services are for adults aged 18 and over. We do not knowingly collect information from anyone under 18. If we learn that we have, we will delete it. If you think a child has given us information, please contact us.
16. Changes to this policy
We update this policy when our practices change. The date at the top shows the latest version. We will tell service users directly about any significant change.
17. Contact us
Email:privacy@lookingafterme.co.uk
Looking After Me Ltd · Registered in England and Wales · Company number 13863187