This privacy policy sets out how Aston Community Services Limited (Aston Community Services) uses and protects the information that you give Aston Community Services. Aston Community Services is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our company services, you can be assured that it will only be used in accordance with this privacy statement.
Aston Community Services may change this policy from time to time by updating this page. The policy is effective from 17/07/2023.
The Regulation sets out the following rights applicable to you as a data subject:
We commit to abiding by these rights upon request. We will always act accordingly to any requests made in connection with these rights.
We may collect the following information via ("Register Today") and ("Request Staff Now"):
We will only administer personal information in accordance with the lawful basis for processing. At least one of the following will apply when we process personal data:
We consider that the basis for which we will process your personal data is necessary for providing you with the services you have requested and to enable us to comply with our legal obligations. Occasionally, we may process personal information about you to pursue legitimate interests of our own, provided there is no good reason to protect your interests and your fundamental rights do not override those.
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
A cookie is a small file that asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.
Overall, cookies help us provide you with a better experience of visiting www.astonnursing.co.uk, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. On our site, you can vary permissions and withdraw cookie consent at any time. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline future cookies if you prefer. This may prevent you from taking full advantage of this website.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. You should exercise caution and look at the privacy statement applicable to the website in question, as these sites are not governed by this privacy statement.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Any data that is shared with third parties is restricted to those who have a business need, in accordance with the duty of confidentiality.
A data subject may make a subject access request (SAR) at any time to find out more about the personal data that Aston Community Services Limited holds about them. Aston Community Services Limited is normally required to respond to SAR's within one month of receipt (this can be extended by up to two months in the case of complex and/or numerous requests and in such cases the data subject shall be informed of the need for the extension).
All subject access requests must be forwarded to Leo Hunt, the Company's Quality Assurance Director.
0333 577 5701 or email info@astoncommunityservices.co.uk
Aston Community Services Limited does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.
Last updated: 31 August 2026
This Privacy Policy applies to the ACScare mobile application (the "App"), available on Google Play and the Apple App Store, and to the related services provided through it. The App is developed and operated by FHcare Tech Limited ("FHcare Tech", "we", "us") on behalf of Aston Community Services Limited ("Aston Community Services", "Aston"), a healthcare and social care provider registered in England and Wales.
If you have downloaded ACScare, you are most likely a candidate or worker registering with, or already placed by, Aston Community Services. This policy explains what personal data the App and its related backend services collect, why, how it is used and shared, and what rights you have.
Note on scope. This policy covers the ACScare mobile app and the account and services you access through it. Aston Community Services' public website (astoncommunityservices.co.uk) has its own privacy policy covering website visitors and the general enquiry process. Where the App and the website overlap, for example your candidate profile, this policy takes precedence for anything you do inside the App.
This table gives a quick overview of the personal data ACScare collects, matching the categories used in the App's Google Play Data Safety declaration. Full detail follows in Section 5 below.
| Data category | Collected | Shared with | Why |
|---|---|---|---|
| Name, date of birth, email, phone, address, profile photo | Yes | Aston Community Services; its clients where relevant to a specific placement | Registration, account and placement management |
| Health information (for example occupational health declarations) | Yes | Aston Community Services only | Placement and safeguarding suitability checks required in health and social care |
| Criminal record / DBS check results | Yes | Aston Community Services and DBS or verification providers | Safe recruitment and safeguarding checks |
| Identity and right to work documents | Yes | Aston Community Services and verification providers | Confirming your legal right to work and compliance status |
| Photos, scans and documents you upload | Yes | Aston Community Services, for compliance and placement purposes | Verifying compliance documents and identity |
| Voice notes (only if you choose to use this feature) | Optional | Aston Community Services | Support and in app messaging |
| App activity and in app messages | Yes | FHcare Tech Limited, as processor | Operating and improving the App |
| App info and performance (device model, OS version, crash reports) | Yes | Sentry (crash reporting) and FHcare Tech Limited | Diagnosing and fixing problems in the App |
| Device identifiers and push notification token | Yes | Google Firebase | Delivering notifications about your application, compliance and shifts |
| Location, only while the App is open and a specific feature requests it | Only when that feature is used | Aston Community Services, for that feature only | Confirming attendance at a placement or interview location |
We do not sell your personal data, and we do not share it for cross context behavioural advertising.
Two organisations are jointly relevant to your data when you use ACScare:
| Organisation | Role | Registered details |
|---|---|---|
| FHcare Tech Limited | App developer and technology processor. Builds, hosts and operates the ACScare App and its backend on Aston Community Services' behalf, and acts as an independent controller for account security, device and diagnostic data needed to run the App safely. | Registered in England. Address: Lombard Business Park, London, England, SW19 3TZ. |
| Aston Community Services Limited | The care provider you are registering with or working for. Data controller for your recruitment, compliance and placement data. | Registered in England and Wales. Registered office: Unit 110, Lombard Business Park, 8 Lombard Road, London, SW19 3TZ. |
Where this policy refers to "we" or "us" generally, it means FHcare Tech Limited acting as operator of the App. Where a section specifically concerns your recruitment relationship, compliance file or placement, Aston Community Services Limited is the controller responsible for that data, and FHcare Tech Limited processes it on Aston's instructions as the App's technology provider.
This policy applies to:
It does not apply to third party apps or websites you may reach via links inside the App, or to Aston Community Services' handling of data obtained outside the App, for example over the phone or by email, which is covered by Aston's separate website privacy policy.
The App requests the following device permissions. You control these through your device settings and can withdraw them at any time, though doing so may limit the related feature. Where a permission is used, we display an in app explanation at the point we request it, before the system permission prompt appears.
| Permission | Why we ask for it |
|---|---|
| Camera | To let you photograph and upload compliance documents and identity documents, and to capture your signature where required. |
| Photo / video library | To let you select and upload existing photos, scans or videos as supporting documents. |
| Microphone / audio | To let you record and attach voice notes within in app messaging or document uploads, only where you choose to use that feature. |
| Location, while using the App | To support specific in app features such as confirming attendance at a placement or interview location. We only access location while the App is open and that feature is in use. ACScare does not access or collect your location in the background. |
| Notifications | To send you push notifications about your application, compliance, interview and shift status. |
| Internet / network state | Required for the App to communicate with our servers. |
We use your information to:
We do not sell your personal data, and we do not use it for cross context behavioural advertising.
Special category data (health information, DBS / criminal record data): processed under UK GDPR Article 9 conditions relevant to employment, health and social care, and safeguarding vulnerable people, and in accordance with Aston Community Services' policies as controller.
The App may use limited automated logic to flag missing or expiring compliance documents, or to support scheduling, so that you and Aston Community Services' team can act on them promptly. Decisions that materially affect you, such as accepting a candidate for placement or acting on a compliance issue, are made or reviewed by a person at Aston Community Services, not by an algorithm alone.
We share personal data only where necessary, with:
We do not sell your personal data to third parties.
We retain your account and compliance data for as long as you remain registered with Aston Community Services, and for a further period afterwards as required to meet legal, regulatory and insurance obligations applicable to health and social care recruitment, commonly up to 7 years for compliance records, in line with sector requirements.
Crash and diagnostic data is retained only as long as needed to investigate and resolve issues.
You may ask us to delete your account and associated data at any time, see Section 12 below. Some data may need to be retained where we have a legal obligation to keep it.
Under UK GDPR, you have the right to:
To exercise any of these rights, contact us using the details in Section 19. We will respond within one month, and may need to verify your identity first.
You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have not been respected.
You can request deletion of your ACScare account and associated personal data in either of the following ways, whether or not you still have the App installed:
We will delete or anonymise your data within a reasonable period, except where we are required to retain certain records for legal or regulatory reasons, for example compliance records relevant to health and social care recruitment, in which case we will explain what is retained and why.
The App itself does not use browser cookies. It does use:
You can clear local app storage or revoke notification permissions at any time through your device settings.
We take appropriate technical and organisational measures to protect your data, including:
No system can guarantee absolute security, but we work to minimise risk and will notify you and the relevant authorities as described in Section 16 if a breach affecting your data occurs.
Our infrastructure is primarily hosted within the UK and EU. Where any personal data is transferred outside the UK or EU, we ensure appropriate safeguards are in place, such as adequacy decisions or Standard Contractual Clauses with the UK International Data Transfer Addendum.
If a personal data breach occurs that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of it, and will notify you directly without undue delay where the breach is likely to result in a high risk to you.
ACScare is intended for adults aged 18 and over applying for or undertaking healthcare and social care work placements. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will delete it promptly.
The App may occasionally link to third party websites or services, for example an external DBS check portal. We are not responsible for the privacy practices of those third parties. Please review their own privacy policies before providing any personal data to them.
For questions about the App itself, your account, or technical / security matters (FHcare Tech Limited, App developer):
For questions about your recruitment, compliance file, or placement (Aston Community Services Limited, care provider and data controller):
You may also contact the UK Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
This policy is governed by the laws of England and Wales. Nothing in this policy limits any data protection rights you have under UK GDPR and the Data Protection Act 2018 that cannot be waived by agreement.
We may update this policy from time to time to reflect changes in the App, our practices, or the law. The "Last updated" date at the top of this page will always show the most recent revision. Material changes will be communicated via an in app notice or notification before they take effect.
