Privacy Policy

This Privacy Policy explains how IndiCare Intelligence collects, uses, stores and protects personal information when you use our website, mobile applications, early access products, demo environments, support channels and ORB Residential services.

IndiCare Intelligence builds ethical intelligence tools for children’s social care. Our first product, ORB Residential, supports adults in Ofsted-regulated children’s homes with recording, reflection, safeguarding thinking and evidence preparation. The child remains central. Adults remain responsible for professional judgement, safeguarding decisions and final records.

1. Who we are

IndiCare Intelligence is operated by Tom Kelly. References to “IndiCare”, “IndiCare Intelligence”, “ORB Residential”, “we”, “us” or “our” mean the provider of the website, app and related services.

Contact email: thomas.kelly@indicare.co.uk

If IndiCare Intelligence later operates through a registered company, this policy should be updated with the company name, registration number, registered office address and data protection contact.

2. What information we may collect

Depending on how you use the website, app or services, we may collect:

• account details, such as name, email address, role and organisation;
• contact details submitted through demo requests, support forms or email enquiries;
• technical information, such as device type, operating system, browser type, app version, IP address, crash logs and usage data;
• authentication and security information needed to protect accounts;
• billing or subscription information if paid services are introduced;
• support communications you send to us;
• content you voluntarily input into ORB Residential or any IndiCare Intelligence tool.

3. Sensitive content and child information

IndiCare Intelligence and ORB Residential may be used in a sensitive professional context. However, unless a written agreement says otherwise, users must not input identifiable child information, confidential care records, live safeguarding information, special category data, criminal offence data, legal records or provider-identifiable information into the service.

This means users should avoid entering:

• child or young person names;
• dates of birth, addresses or contact details;
• school names, social worker names or family names;
• photographs, videos or voice recordings identifying a child;
• case numbers, NHS numbers, court references or police references;
• exact incident details that could identify a child, home or provider;
• staff names or allegations about identifiable individuals;
• any information that local policy, law or professional standards would treat as confidential.

Users are responsible for anonymising or pseudonymising information before inputting it. Examples include using “the young person”, “YP”, “staff member”, “the home” or “the placing authority” rather than names or identifying details.

4. How we use information

We may use information to:

• provide, maintain and improve IndiCare Intelligence and ORB Residential;
• create and manage accounts;
• respond to demo requests, support requests and enquiries;
• provide app functionality, including chat, dictation, writing and review workflows;
• monitor security, prevent misuse and protect the service;
• diagnose bugs, crashes and performance issues;
• understand usage patterns and improve product safety;
• comply with legal obligations;
• enforce our Terms of Use.

5. AI processing

Some features of IndiCare Intelligence and ORB Residential may use artificial intelligence systems to generate, structure, summarise or review text. Outputs are for support only and must be reviewed by a competent adult before use.

ORB Residential does not replace safeguarding procedures, professional judgement, managerial oversight, supervision, legal advice, regulatory advice, social work decision-making or emergency action.

Users must check all AI-assisted outputs for accuracy, tone, completeness, fairness, factual detail, safeguarding relevance and compliance with their own policies before copying, saving, sharing or relying on them.

6. Legal basis for processing

Where UK GDPR applies, we may process personal information on one or more of the following bases:

• contract, where processing is needed to provide the service;
• legitimate interests, such as service improvement, security and support;
• consent, where required for specific optional processing;
• legal obligation, where we must comply with the law.

Where a provider, organisation or employer uses IndiCare Intelligence with staff, that organisation may act as the data controller for certain information. IndiCare Intelligence may act as processor or service provider depending on the agreed arrangement. A separate Data Processing Agreement may be required before live identifiable care information is used.

7. Data sharing

We do not sell personal information. We may share information only where necessary with trusted service providers who support the operation of our website, app, hosting, analytics, authentication, payments, communications or AI functionality.

We may also share information where required by law, regulation, court order, safeguarding obligation or to protect the rights, safety and security of users, children, staff, providers or IndiCare Intelligence.

8. International transfers

Some service providers may process information outside the United Kingdom. Where this occurs, we will seek to use appropriate safeguards where required by law, such as recognised transfer mechanisms, contractual protections or equivalent arrangements.

9. Data retention

We keep information only for as long as reasonably necessary for the purpose it was collected, including to provide services, maintain security, resolve disputes, comply with legal obligations and enforce our terms.

Demo enquiries and support messages may be retained for a reasonable period to manage communication and evidence our response. Account and usage information may be retained while an account is active and for a reasonable period afterwards.

10. Security

We aim to use appropriate technical and organisational measures to protect information from unauthorised access, misuse, loss or disclosure. No digital service can guarantee absolute security. Users must also protect their own accounts, passwords, devices and professional records.

11. User responsibilities

Users must:

• avoid entering identifiable child or sensitive care information unless authorised and covered by an appropriate written agreement;
• follow their employer’s policies and local safeguarding procedures;
• review all outputs before use;
• not rely on ORB Residential as a substitute for professional judgement;
• not use the service for emergency safeguarding decisions;
• not input unlawful, defamatory, discriminatory, abusive or confidential third-party content;
• notify us promptly if they believe information has been entered in error.

12. Children and young people

IndiCare Intelligence and ORB Residential are intended for use by adults and professionals. They are not intended for direct use by children or young people. Users must not create accounts for children or invite children to use the service unless a specific, lawful and approved arrangement has been agreed in writing.

13. Your rights

Depending on the law that applies, you may have rights to access, correct, delete, restrict or object to the processing of your personal information. You may also have the right to data portability and to complain to the UK Information Commissioner’s Office.

To make a privacy request, contact: thomas.kelly@indicare.co.uk

14. App Store privacy information

Where IndiCare Intelligence or ORB Residential is made available through the Apple App Store, we aim to ensure that App Store privacy information accurately reflects the data collected and used by the app. App Store privacy labels and this Privacy Policy should be kept aligned as the product develops.

15. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with an updated date. Continued use of the service after changes means you accept the updated policy.