Privacy Notice

This notice explains, in plain language, how the public CarePanel website and CarePanel's transactional email controls handle information. It does not replace any organisation-specific privacy information that a CarePanel customer may provide to its own staff, applicants or service users.

Last updated: 24 October 2026

Information you choose to provide

If you contact CarePanel using the phone or WhatsApp details published on this website, the information you choose to share may be used to respond to your enquiry, discuss the platform, early access or partnership enquiries, and keep a record of the communication where needed for operational follow-up.

Demo, quotation and contact enquiries

When you request a demonstration, a quotation or a response using the public site, CarePanel stores the information you submit, such as your name, organisation, work email, phone number, care setting, requested modules, approximate staff count, preferred demonstration time and optional message. The source page and limited campaign identifiers may also be recorded so we can understand how people found us.

We use this information to respond to business enquiries, arrange and administer requested demonstrations, prepare a relevant quotation, maintain an audit of administrative decisions and send service-related acknowledgements or appointment updates. Marketing and sales enquiries are stored in the central CarePanel administrative environment, separate from tenant care records. They are accessible only to authorised CarePanel administrators with a business need.

When you provide a preferred demonstration time, this is only a request. Our team must confirm it before any appointment is booked. Contact us if you wish to correct your details or ask us to stop contacting you about an enquiry.

We retain enquiry details for legitimate business follow-up and recordkeeping in accordance with our retention requirements, after which information should be reviewed for deletion. Public marketing enquiry retention and deletion procedures must be set up and approved before production release.

We do not require you to provide details about patients or service users, and you should not include medical or sensitive care records in any public enquiry.

Website and security information

Like most online services, the website and its hosting/security infrastructure may process technical information needed to deliver and protect the service, such as request metadata, timestamps, network or device information, and security events. CarePanel uses technical and access controls intended to protect the platform and investigate operational or security issues.

CarePanel customer data

CarePanel is designed as a multi-tenant operations platform for health and social care organisations. Customer organisations control access to their tenant environment and use CarePanel for functions such as workforce, recruitment, HR, compliance, finance and care operations. The specific information held in a tenant depends on how that customer uses the service and the permissions it assigns.

This public website notice does not attempt to describe every customer workflow or determine the responsibilities that apply to each customer's use of personal information. Customers should provide their own appropriate privacy information for the people whose information they manage.

Optional public website analytics

The CarePanel marketing site asks for a choice before recording optional first-party interaction analytics. If you accept, it counts event types and public page paths without intentionally storing IP addresses, visitor identities or query strings in the analytics table. Your consent preference is kept in a first-party cookie for up to 180 days and can be changed using Cookie preferences in the website footer. Session cookies needed for secure forms are separate. Enquiry details that you voluntarily submit are handled as business enquiries, not anonymous website events.

Transactional email

CarePanel's email system is designed for expected, service-related transactional messages triggered by platform workflows. It is not designed for unsolicited bulk marketing or purchased mailing lists.

• notifications@notify.carepanel.co.uk is the dedicated automated sender for IONOS SMTP where activated. For help with public enquiries, use the monitored contact support@carepanel.co.uk, which is used as the marketing Reply-To address.
• Tenant-scoped external email requires a valid monitored tenant contact before provider delivery is permitted.
• Where a workflow does not already provide a specific Reply-To address, CarePanel can use the tenant's dedicated Notification Email as the Reply-To path.
• Delivery, bounce, complaint, rejection and related lifecycle events may be recorded so delivery can be audited and unsafe repeat sending can be prevented.
• Addresses associated with hard bounces or complaints may be suppressed from future sending to protect recipients and email-delivery reputation.

SMTP acceptance does not guarantee that a message reached an inbox. The production email provider and mailbox must be configured and checked independently; this notice does not claim any provider approval or perfect delivery.

Service providers and infrastructure

CarePanel uses infrastructure and specialist service providers to operate the platform. Where third-party services are used, information is shared only to the extent needed to deliver, secure, monitor or support the relevant function.

Security and access

CarePanel applies role-based access and operational safeguards across the platform. No online service can guarantee absolute security, so controls are reviewed and improved as the service evolves.

Your choices and questions

If your question concerns information held by a particular care organisation using CarePanel, that organisation will usually be the appropriate first point of contact because it manages the tenant and the underlying relationship with you.

For questions about this website or CarePanel itself, use the monitored contact route published on the website:

Changes to this notice

This notice may be updated as the public website or CarePanel service changes. The date above shows the latest published version.