Privacy notice
This notice explains what personal information we collect, why we collect it and what you can do about it.
Who we are
ParityBoard is a trading name of Clint Bailo, sole trader, who is the data controller. Address: The Bristol Office, 2nd Floor, 5 High Street, Westbury-on-Trym, Bristol, BS9 3BY.
Contact for data protection: use our contact form.
If you contact us
When you use our contact form we keep:
- what your message is about, your name, your email address, your message, and the name of your care home if you give it
- a one-way scrambled code made from your internet address (a hash), used only to stop the form being flooded. We do not keep the address itself
- how long the form took to fill in, used only to spot automated spam
A copy of your message, your name and your email address is sent to our email inbox so we can read it and reply.
We keep these in ParityBoard for 365 days and then delete them automatically. We use them only to reply to you.
The copy sent to our inbox is delivered by our email provider, Brevo, and kept in our mailbox for as long as we need it to deal with your enquiry. We delete it within 2 years.
Our lawful basis
Legitimate interests: answering the questions people send us. If you are asking about becoming a customer, it is also to take steps you have asked for before entering a contract.
If your care home uses ParityBoard
Your care home decides what information is recorded about staff and residents and is responsible for it. We process that information for them, on their instructions.
In data protection terms your care home is the controller and we are its processor. The processing terms are part of our terms of service. If you have a question about information your care home holds about you, ask your care home first.
The information we process for care homes is mainly about staff: names, work email addresses and phone numbers, job roles, rotas and shifts, leave, training and qualification records, and records of checks and tasks completed.
We use these other companies to run ParityBoard:
- OVHcloud: hosts our server and database in a data centre in the United Kingdom
- Brevo: sends our emails, such as sign-in links, invitations and alerts (based in the EU)
Optional AI features are switched off unless a care home turns them on. If that changes how information is handled, we will update this notice before it happens.
When a care home stops using ParityBoard, it can export its records first. We then delete its records within 90 days, apart from anything the law requires us to keep.
What we do not do
- We do not use analytics, advertising or tracking of any kind.
- Our pages load no third-party scripts, fonts or images. Everything comes from our own server.
- We do not sell or share your information for marketing.
Cookies
We only use cookies that are needed to keep you signed in. See our cookies page.
Your rights
Under UK data protection law you have the right to:
- get a copy of the personal information we hold about you
- have it corrected if it is wrong
- have it deleted, or its use restricted, in some situations
- object to how we use it
- receive it in a format you can take elsewhere, in some situations
We reply within one month. If the information was recorded by your care home, we will pass your request to them and help them answer it.
To make a request, contact us and choose "A data protection request".
Complaints
If you are unhappy with how we have used your information, please contact us first so we can try to put it right.
You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint, or by calling 0303 123 1113.
Last updated: 24 October 2026