This Privacy Policy explains how The Homefinding & Fostering Agency (“we”, “us”, “our”) collects, uses, shares and protects personal information when you visit our website or contact us through it.

We handle personal information in line with UK data protection law (UK GDPR and the Data Protection Act 2018) and the Privacy and Electronic Communications Regulations (PECR) where they apply (for example, cookies and electronic marketing).

1) Who we are (Data Controller)

The Homefinding & Fostering Agency
67 College Road, Maidstone, ME15 6SX, United Kingdom
Email: duty@homefindingandfostering.co.uk
Phone: 01622 765646

2) What information we collect

2.1 Information you give us

When you contact us (for example via website forms, email, or phone), we may collect:

• Name

• Email address

• Phone number

• Your message/enquiry

• Any information you choose to share (for example: availability, general circumstances, preferences, and background information relevant to fostering)

Important: Please avoid including special category information (for example health details) or any identifying information about a child/young person in initial website enquiries unless we specifically ask you to. If you choose to provide it, we will handle it with extra care.

2.2 Information we collect automatically (usage/device data)

When you browse the website, we may collect:

• IP address

• Device type, operating system, browser type/settings

• Pages visited, time spent on pages, clicks and similar usage data

• Approximate location (derived from IP address)

• Cookie identifiers and advertising identifiers (where used and where you consent)

3) Cookies, analytics and advertising (Framer, GA4, Google Ads, Meta)

We use cookies and similar technologies. Some are essential for the site to work. Others help us understand performance (analytics) and measure/optimise advertising (marketing).

3.1 Cookie categories we use

A) Strictly necessary cookies (essential)
These are required for the website to function and cannot be switched off in our systems. They do not require consent under PECR.

B) Analytics cookies (optional)
We use Google Analytics 4 (GA4) to understand how visitors use our website (for example: which pages are popular, how users move through the site). These cookies/technologies are only set if you consent via our cookie banner/settings.

C) Marketing / advertising cookies (optional)
We use:

• Google Ads (for example, conversion tracking and remarketing)

• Meta (Facebook/Instagram) advertising tools (for example, the Meta Pixel)

These tools help us measure the effectiveness of our ads and show relevant ads to people who have visited our website. These cookies/technologies are only set if you consent via our cookie banner/settings.

3.2 Managing cookies

You can manage your preferences using our cookie banner/settings (where shown). You can also control cookies via your browser settings (note that blocking some cookies may affect site functionality).

4) How we use your information

We use personal information to:

• Respond to enquiries and manage requests (calls, emails, form messages)

• Provide information about fostering, our services, events, and recruitment

• Support steps you request before a contract (for example, discussing fostering next steps or job enquiries)

• Maintain website security, prevent fraud and troubleshoot

• Improve the website (analytics) where you consent

• Measure and improve advertising (Google Ads/Meta) where you consent

• Send email updates where you have subscribed or where permitted by law (see section 5)

5) Email communications (Flodesk)

We use Flodesk to manage email subscriptions and send newsletters/updates.

5.1 What we collect for email subscriptions

If you subscribe, we typically collect your name and email address, and may record your subscription preferences and email engagement (for example opens/clicks) to understand how our emails perform.

5.2 Your choices

• You can unsubscribe at any time using the unsubscribe link in our emails.

• You can also contact us at duty@homefindingandfostering.co.uk to update your preferences.

6) Lawful bases for processing (UK GDPR)

We process personal data only where we have a lawful basis, including:

• Consent: for optional cookies/marketing pixels; and for some email marketing/subscriptions

• Legitimate interests: to respond to enquiries, run and secure our website, and improve services (where not overridden by your rights)

• Contract / steps before a contract: where you ask us to take steps at your request (for example, progressing a fostering enquiry)

• Legal obligation: where we must comply with law or regulatory requirements

If we rely on consent, you can withdraw it at any time (this won’t affect processing already carried out).

7) Who we share information with (processors and partners)

We do not sell personal information.

We may share information with trusted service providers to help us run the website and communications, including:

• Framer (website hosting and forms)

• Google (Google Analytics 4, Google Ads, and cloud services such as Google Workspace/Drive where used)

• Meta (Facebook/Instagram advertising tools such as the Meta Pixel)

• Flodesk (email marketing and subscription management)

• Dropbox (secure storage/sharing where used)

• IT, security and professional advisers, and other suppliers who support our operations

We only share what is necessary, and we expect appropriate confidentiality and security.

8) Meta (Facebook/Instagram) “joint controllership” note

When we use Meta Business Tools (such as the Meta Pixel), certain data collected from your interactions with our website may be processed in a way where we and Meta Platforms Ireland Limited act as joint controllers for the collection and transmission of event data to Meta for measurement and analytics purposes. Meta then processes the data for its own purposes as an independent controller after receipt.

You can find more information in Meta’s Business Tools terms and privacy information.

9) International transfers

Some of our providers may process data outside the UK (for example, in the United States or other countries). Where personal data is transferred internationally, we use appropriate safeguards (such as adequacy regulations where applicable, and/or standard contractual clauses and other contractual protections).

10) How long we keep your information

We keep personal information only for as long as needed for the purposes described above, including:

• Enquiries: long enough to respond and follow up appropriately

• Subscription data: until you unsubscribe or we no longer need it for the purpose collected

• Advertising/analytics data: retained according to the settings and retention controls within those platforms, and only where you have consented where required

• Legal/regulatory records: retained as required by law and applicable standards

You can ask us for more detail about retention for a specific type of information.

11) Your data protection rights

You have rights under UK GDPR, including:

• Access to your personal data

• Correction of inaccurate data

• Deletion of data (in some circumstances)

• Restriction of processing (in some circumstances)

• Objection to processing (including an absolute right to object to direct marketing)

• Data portability (in some circumstances)

To exercise your rights, contact us at duty@homefindingandfostering.co.uk.

12) Complaints

If you have concerns, please contact us first and we will do our best to resolve them.

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk/

3) Children’s privacy

Our website is not intended for children and we do not knowingly collect personal data from children via the website.

14) Security

We use appropriate technical and organisational measures to protect personal information. No website or transmission is 100% secure, but we work to protect your data.

15) Links to other websites

Our website may link to third-party websites. We are not responsible for their content or privacy practices. Please review their policies.

16) Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the “Last updated” date above.

Contact us

Email: duty@homefindingandfostering.co.uk
Phone: 01622 765646
Post: The Homefinding & Fostering Agency, 67 College Road, Maidstone, ME15 6SX