Privacy and compliance for sensitive care records.
SafeCareLogs is designed for UK foster care record keeping, where privacy, safeguarding and careful handling of personal data matter from day one.
Detailed policy documents
Privacy Notice
Detailed information about personal data, care records and rights requests.
Terms of Service
User responsibilities, billing position and service limitations.
Legal / Policies hub
All current SafeCareLogs public policy documents in one place.
Our privacy approach
SafeCareLogs aims to keep sensitive fostering records organised, protected and available to the people who need them.
Data minimisation
Collect and store information that is needed for care logging, account management, support, billing and service security.
Access control
Family and carer accounts use role-based permissions so users only access the areas relevant to their role.
Accountability
Logs are time-stamped and structured so records can be reviewed, exported and discussed with relevant professionals.
Information handled by SafeCareLogs
Care record data
Depending on what users enter, care records may include children’s names, daily observations, incidents, achievements, appointments, contact notes, health information, medication notes, photos and related safeguarding context.
Account and service data
We may handle account names, email addresses, login/security information, family membership, billing status, support messages, audit/security logs and technical information needed to operate the service.
Controller and processor roles
For care records entered into SafeCareLogs, the foster carer, fostering service, agency or local authority will usually decide why the information is recorded, what must be recorded and how long it should be kept. In that situation, they act as the data controller for those records.
SafeCareLogs provides the software platform and processes care record data to deliver the service, support users, maintain security and enable exports. For direct account administration, billing, support and service-security data, SafeCareLogs may act as an independent controller where required.
If you are using SafeCareLogs on behalf of an organisation, check your organisation’s data protection, safeguarding and retention policies before entering records.
Security measures
Technical safeguards
- HTTPS connection protection for the live service.
- Password/PIN-based access controls for user accounts.
- Role-based family/admin/carer access.
- Server-side validation and controlled upload handling.
- Payment card handling via Stripe rather than storing full card details in SafeCareLogs.
Operational safeguards
- Care records are not public-facing.
- Support access is limited to what is needed to investigate and resolve issues.
- Exports are provided so authorised users can keep their own professional records where required.
- Security and privacy improvements are reviewed as the product develops.
Retention, exports and deletion
Fostering and safeguarding records can have specific retention requirements. SafeCareLogs provides access and export tools so authorised users can keep records in line with their own obligations.
- Users should not delete care records if they are required by a placement, fostering service, agency, local authority or safeguarding policy.
- When an account is closed, deletion or retention requests should be assessed against any legal, safeguarding, billing, dispute or security requirement that may apply.
- Where deletion is appropriate, SafeCareLogs can assist with account/data removal requests via support.
Hosting, payments and subprocessors
Infrastructure and service providers
SafeCareLogs uses hosted web infrastructure to run the application, database, backups and related service components. Payment processing is handled by Stripe. Email delivery and other operational services may be used where needed to provide account, billing and support functions.
Subprocessor information
A current subprocessor list or data processing information can be requested by emailing support. We aim to use reputable providers and keep access limited to what is necessary for the service.
Individual rights and support requests
Requests for access, correction, export, restriction or deletion of personal data should be sent to the relevant controller where possible. If SafeCareLogs receives a request relating to care records controlled by a carer, agency or local authority, we may need to direct the requester to the appropriate controller or work with that controller before taking action.
Security incidents and future features
Incident response
If we become aware of a security or privacy incident affecting SafeCareLogs data, we will investigate, take containment steps and notify affected users or controllers where required.
Automation and AI
SafeCareLogs should not be used as a replacement for professional judgement or safeguarding decisions. Any future AI, analytics or automated-risk features should be reviewed carefully for privacy, safeguarding and fairness before release.