Privacy Policy

Confidentiality Policy – Care n Tidy

Care n Tidy has a duty of confidentiality to all individuals and organisations it serves. We regard confidentiality as being of the utmost importance in building trusting and professional relationships. Our clients can be assured that their information will be protected and handled with care.

The company’s policy is that all personal or sensitive information received from or about clients, staff, or contractors is confidential. Only individuals who have a legitimate need to know the information will have access to it. Care n Tidy will always seek written consent before sharing personal information with any third party.

Legal and Regulatory Compliance

Care n Tidy complies with the following requirements:

To have effective systems for keeping confidential information safe and secure.
To keep all sensitive information confidential, including handling of feedback and complaints.
To share information only on a strict “need-to-know” basis with appropriate individuals or agencies.
To comply fully with data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Values and Principles

Care n Tidy follows key confidentiality principles inspired by best practices in data handling:

The purpose for using confidential information must be clearly justified.
Confidential information should only be used when absolutely necessary.
Only the minimum necessary information should be used or shared.
Access to information is restricted to those with a clear need-to-know.
Everyone must understand their responsibilities regarding confidentiality.
Everyone must comply with data protection laws.
The duty to share information, when necessary (e.g. safety concerns), can be as important as the duty to maintain confidentiality.

Implementation of the Policy

Care n Tidy applies the following rules:

All information about clients or staff is treated confidentially and respectfully.
Information is shared internally only as needed for operational effectiveness and safety.
If we share data externally (e.g. to subcontractors or other services), we will anonymise it or obtain prior consent.
Individuals have the right to object to any sharing of their personal information.
We also apply these standards for individuals who may lack capacity, in accordance with “best interests” procedures.

Procedures for Staff

To comply with this policy, staff must:

Store all confidential files securely (e.g., locked cabinets, password-protected systems).
Only access confidential information when authorised and when necessary for their role.
Where reasonable, inform individuals of how their information is recorded and used.
Ensure all written records are signed, dated, and kept accurate and up to date.

In certain situations (e.g. risk of harm), confidentiality may need to be breached in line with our safeguarding or risk management policies. In such cases:

The person concerned will be informed of the situation wherever possible.
Records will be updated, and only those who need to know will be informed.
The confidentiality of shared information will still be upheld.
The individual has the right to raise a complaint if they believe confidentiality was breached inappropriately.

Initial Assessments

New clients or prospective clients are shown the following statement and asked to read and understand it before engaging our services:

“To help us understand your needs, we will ask for and record personal information. This information will be stored securely and only accessible to authorised staff. It will not be shared with third parties without your consent, unless legally required or to protect you from serious harm. You may access your records upon request and may correct any inaccuracies.”

Requests for Information

Care n Tidy does not provide information to relatives, friends, or third parties (e.g., insurance companies, employers) without written consent from the individual concerned. If consent is not possible (e.g., due to incapacity), decisions will be made in the person’s best interests, guided by legal principles.

All external requests for information must be referred to management. If a person disputes a decision regarding access, they may file a formal complaint under our complaints procedure.

Record Keeping

Care n Tidy maintains secure and relevant records to ensure quality and compliance. We ensure:

Records are accurate, up to date, and maintained in a secure manner.
Individuals may view their records and request corrections.
All records are handled in accordance with the GDPR and Data Protection Act 2018.
Sensitive or private documents are stored with additional protection.

In emergencies, appropriate and lawful information sharing may occur to ensure safety and continuity of service.

Staff Training

All new staff are required to read and understand our confidentiality and data protection policies as part of their induction.
Ongoing training on confidentiality, record keeping, and data handling is mandatory for all employees.
The designated Data Protection Officer ensures compliance with all legal requirements and oversees staff training.
All system users are trained in secure use of digital tools and responsible data access.

Equality and Diversity Policy – Care n Tidy

Policy Statement

Care n Tidy is fully committed to the principles and values of equality, diversity, social inclusion, and protection of human rights. Through this policy, we aim to communicate this commitment to everyone who uses our cleaning services and to those who help us deliver them.

This policy should be referred to in any instance of misunderstanding or prejudice relating to diversity, equality, and human rights.

Care n Tidy demonstrates its commitment to equality, diversity, and human rights in its statement of purpose and all communication materials shared with people who use our cleaning services. This commitment enables us to provide responsive services that meet diverse needs.

We are equally committed to upholding equality and diversity in staff recruitment, deployment, and all human resources practices.

Commitment to Equality and Diversity

We guarantee that everyone using our cleaning services will have their needs addressed without discrimination. This applies regardless of an individual’s ethnic background, language, culture, faith, gender, age, sexual orientation, or any other characteristic that may lead to stigma or discrimination.

This same commitment is applied when assessing and supporting individuals who may lack decision-making capacity. We provide respectful, person-centred care and follow the Mental Capacity Act’s best interest decision-making processes.

Care n Tidy recognizes that all protected characteristics hold equal value and celebrates all individual differences, including those based on ethnic backgrounds, religion, and sexual or gender diversity.

We do not tolerate unequal treatment. Inequality can lead to the loss of dignity, self-worth, and basic human rights. Our policy also applies to those using our services, who are expected to show mutual respect for diversity and inclusion.

Legal Compliance

Care n Tidy understands its responsibilities under:

The Equality Act 2010

We refer specifically to:

Regulation 9: Person-centred cleaning services that reflect individual needs and preferences.
Regulation 10: Dignity and respect in all interactions.
Regulation 14: Meeting cultural preferences in food and hydration if relevant.
Regulation 15: Accessible premises and reasonable adjustments for disabilities.

Our commitment to equality and diversity is reflected in our delivery of:

Caring: Individualised attention.
Responsive: Equitable access and continuity of cleaning support.
Well-led: Inclusive leadership and workforce diversity.

We protect individuals from bullying, harassment, or abuse based on race, culture, gender identity, disability, or sexual orientation.

Our Approach to Equality, Diversity, and Human Rights

Care n Tidy will:

Never deny cleaning services based on ethnicity, religion, sexual orientation, or any protected characteristic.
Never offer substandard services due to such characteristics.
Always assess and implement reasonable adjustments as needed.
Address communication needs arising from impairments as outlined in our Accessible Information Standard policy.
Take immediate action in response to offensive or abusive treatment.
Involve individuals in decisions about their care, respecting all facets of their identity.
Promote equality and respect among staff and clients, including LGBTQ+ inclusivity.
Encourage staff and clients to report discriminatory behavior.
Ensure all individuals are aware of procedures for complaints related to discrimination or abuse.
Train staff to use inclusive, respectful language in documentation and interaction.

How We Practice Equality, Diversity, and Human Rights

We do so by:

Respecting cultural, religious, and gender identities.
Accepting individuals as unique and not as stereotypes.
Making reasonable adjustments to promote fairness.
Supporting personal expression, celebration of identities, and lifestyle choices.
Maintaining confidentiality and sharing sensitive information only with consent.
Leading with values of equality and inclusion at every level.
Having and enforcing a code of conduct that prohibits discrimination.
Providing training and support on inclusive cleaning practices.
Thoroughly investigating any complaints involving discrimination or abuse.
Supporting those at risk of hate crimes through partnerships with support services.
Regularly reviewing our practices for inclusivity and fairness.

Respect for Religious and Cultural Beliefs

We facilitate meaningful contact with faith communities and support religious observances, especially at end-of-life.
We respect spiritual expression outside of organized religion.
We accommodate religious beliefs and staff scheduling needs where possible.
Any staff discrimination based on religion will lead to disciplinary action.
We reflect community diversity in staffing whenever possible.

Achieving the Accessible Information Standard

We comply with the five steps:

Identify any communication needs related to disability or sensory loss.
Record these needs in a clear and consistent manner in cleaning records.
Highlight these needs so that all staff are aware and can adapt their communication accordingly.
Share information as needed with third parties involved in the person’s care or cleaning service, with consent.
Provide accessible formats (e.g., large print, audio) and support (e.g., interpreters) where required.

We recognize communication as a key part of respectful, high-quality service and accommodate conditions such as dementia, stroke, or sensory impairments accordingly.

Training

All staff at Care n Tidy will:

Receive training on communication and equality as part of the Care Certificate Standard 6.
Be trained in the five steps of the Accessible Information Standard.
Be supported to uphold these principles in all aspects of cleaning service delivery.

Quality Assurance Policy – Care N Tidy

Care N Tidy is committed to providing the highest possible quality of service to our clients, the organisations who commission our cleaning services, and all other stakeholders. We believe that no matter how good our current service is, there is always room for improvement.

The high standard of service we aim to deliver is achieved through the implementation of a plan of continuous improvement that spans all areas of our operations — from frontline cleaning services to internal management systems. Staff at all levels are actively involved in this process, and this commitment is reflected in our ongoing support, training, and recognition of staff achievements.

We provide evidence-based and continually improving cleaning services that promote both positive outcomes and best value. This includes:

Ensuring a customer-focused approach tailored to the needs of each individual or organisation.
Enabling clients to define Service Standards and involving them in the auditing process.
Conducting internal Quality Monitoring Audits that highlight recommendations, identify areas for development, and celebrate good practices and achievements.
Gathering feedback from individuals and organisations who interact with or benefit from our services.
Implementing policies, procedures, and guidelines that clearly outline how service quality standards are to be met.
Auditing systems regularly to ensure service quality is upheld and enhanced.

Quality Assurance Audits

Care N Tidy operates in line with several externally imposed quality frameworks. Key frameworks include:

Environmental and public health regulations
Contractual compliance standards as defined by commissioning organisations

These frameworks aim to embed quality within services through defined standards, regular reviews, and ongoing monitoring to ensure services meet the expectations of clients and stakeholders.

Internal Audits

We recognise that quality assurance must include mechanisms for consistent monitoring and evaluation of service delivery. Our internal quality processes include:

Monitoring Visits – Unannounced spot checks to observe cleaning staff performance in real-world environments
Monthly Manager Audits – Review of quality and safety standards, equipment, risk assessments, cleaning protocols, records, and documentation
Complaints Monitoring – A transparent and effective open-door policy to ensure concerns are addressed proactively
Policies, Procedures & Practices Review – Ongoing updates to reflect evolving legislation and industry best practices
Satisfaction Surveys – Collecting feedback through questionnaires from clients, stakeholders, and service users without bias or fear of recrimination
Client Involvement – As the primary beneficiaries of our service, clients’ opinions are central to any quality assurance initiative. Their views are sought regularly, and appropriate action is taken to address emerging needs.

Participation & Consultation

We facilitate ongoing communication and involvement with our clients through:

Client Meetings – Held at least every six months to discuss service delivery and improvements
Family or Organisation Meetings – To build partnerships between clients and our team
Key Contact Meetings – Regular check-ins to ensure all expectations outlined in service agreements are met
One-off Consultations – As needed for specific changes or initiatives
Service Review Meetings – Monthly reviews for each client where possible, with participation encouraged and documented

Continuous Improvement Plan

Care N Tidy maintains a live Continuous Development Plan to enhance service quality. This plan is driven by feedback from clients, staff, and other stakeholders, and it is continuously reviewed and updated.

Sources of input include:

Service Feedback – Complaints, compliments, suggestions, and identification of best practices
Health & Safety – Findings from risk assessments and safety audits
Management Processes – Budgets, procedures, codes of practice
Client Feedback – Surveys, consultations, and verbal/written input
Staff Contributions – Through team meetings, training sessions, and professional development

This policy reflects our organisation-wide commitment to delivering exceptional, consistent, and evolving cleaning services.

Safeguarding Policy – Care N Tidy

This policy sets out how Care N Tidy safeguards its clients, employees, and stakeholders from abuse, harm, or improper treatment while delivering cleaning services. It demonstrates our legal commitment and alignment with best practice in safeguarding procedures.
Care N Tidy shares the vision of local safeguarding authorities to empower and protect adults at risk of abuse or neglect, as defined in current legislation and guidance. We acknowledge and follow local safeguarding adults’ authority policies and procedures and ensure all practices reflect the following core principles of adult safeguarding:

Empowerment
Prevention
Proportionality
Protection
Partnership
Accountability

Our Commitment

1. Care N Tidy believes that everyone receiving or delivering services has the right to feel and be safe. We will prevent abuse and harm, identify and respond swiftly to concerns, and ensure robust procedures are followed in all safeguarding matters.
2. While our staff provide domestic and commercial cleaning services, they may come into contact with clients who are vulnerable, elderly, or isolated. Therefore, it is crucial that all staff are aware of safeguarding responsibilities and act appropriately.

Legal and Policy Frameworks

We operate in accordance with:

The Care Act 2014
The Mental Capacity Act 2005
The Health and Safety at Work Act 1974
Local authority safeguarding procedures
The Equality Act 2010
Data Protection legislation

1. We ensure that all staff understand and adhere to this policy, especially when entering private homes or care environments.

Adults at Risk Definition

An adult at risk is a person aged 18 or over who:

May need support with health or social care;
Is unable to protect themselves from abuse or harm due to disability, age, or illness.

What is Abuse?

Abuse may take many forms. All staff should be trained to identify:

Physical abuse
Domestic abuse
Emotional or psychological abuse
Sexual abuse
Financial or material abuse
Neglect or self-neglect
Discriminatory abuse
Organisational abuse (within structured service delivery)
Modern slavery

Safeguarding Responsibilities – All Staff

All employees at Care N Tidy must:

Report concerns of abuse immediately to a manager.
Respect the privacy and dignity of clients.
Follow safeguarding policies and procedures strictly.
Be alert to signs of neglect or abuse while delivering services.
Understand how to report incidents or suspicions safely and responsibly.
Adhere to training and updates on safeguarding procedures.

Safeguarding Training and Induction

We provide:

Mandatory safeguarding training during induction.
Continuous professional development (CPD) for all employees.
Scenario-based safeguarding awareness and roleplay during training.
Regular updates and workshops for staff on identifying and responding to safeguarding issues.

Whistleblowing Policy

Staff who suspect abuse can report concerns anonymously using our internal safeguarding form. This ensures:

Whistleblower confidentiality
Thorough documentation of concerns
Immediate action where necessary
Reports can include:
Date/time of incident
Client name
Type of concern
Details of those involved
Immediate actions taken

1. If concerns involve a manager, staff may report directly to a senior director for impartial investigation.

Managers’ Responsibilities

Managers must:

Create a culture of zero tolerance for abuse.
Monitor staff performance and behavior through spot checks and reviews.
Conduct regular safeguarding audits.
Ensure policy reviews and incident learning are shared with the team.
Liaise with external safeguarding authorities when appropriate.
Maintain up-to-date staff safeguarding training records.

Recruitment Practices

We ensure:

Robust pre-employment checks including:
- Enhanced DBS (Disclosure and Barring Service) checks where required.
- Verifiable references and work history.
Staff have appropriate qualifications and training for their roles.
Risk assessments of clients include safeguarding awareness, especially when staff are working unsupervised in private homes or with vulnerable individuals.

Identifying Abuse or Harm

We encourage:

Open communication between staff, clients, and management.
An environment where staff are confident to raise concerns.
Recognition that reporting abuse is a duty, and non-reporting may result in disciplinary action.
Internal inspection, quality control, and client feedback to detect early signs of harm.

Response to Incidents

When abuse or harm is suspected or identified, we will:

Take immediate steps to ensure the individual’s safety.
Document the concern accurately and sensitively.
Follow reporting protocols in line with local safeguarding guidelines.
Cooperate fully with investigations and implementing any recommended actions.
Use lessons learned to update policies, procedures, and training.

This safeguarding policy ensures that Care N Tidy operates with the highest standard of vigilance, safety, and responsibility in protecting those we serve and employ.

Care N Tidy

Carentidy is your trusted partner for professional home cleaning and caring nanny services. we ensure a spotless home and safe, loving care for your little onesreliable, affordable, and always with a personal touch.