Privacy Policy – Time for Tea Companions Ltd.

Effective date: 1st February 2026

A Gentle Introduction

Here at Time for Tea Companions Ltd, we know how personal this service is — both emotionally and practically. Whether you’re arranging companionship for a loved one or using our services yourself, your trust means everything.

This policy explains how we collect, protect, use, and share personal data — in line with the UK General Data Protection Regulation (UK GDPR). We keep things clear and respectful — just like our services.

1. Who We Are

• Time for Tea Companions Ltd
• Registration number: 15856729
• Registered address: 17 Lawrence Close, Guildford, Surrey GU4 7RD
• Email: office@timeforteacompanions.org
• Phone: 01483 604580
• Website: www.timeforteacompanions.org
• Data Controller: Time for Tea Companions Ltd

2. What Personal Data We Collect

We only collect what we need to provide a safe, high-quality service. This may include:

For service users:

• Full name
• Date of birth or age (for eligibility)
• Address (for in-person visits)
• Phone number or preferred contact method
• Emergency contact
• Basic health or wellbeing information (relevant for safety)
• For family advocates or bookers:
• Full name
• Relationship to the service user
• Telephone number and/or email
• Payment details (only if you are paying directly)

3. How We Collect This Information

We collect personal data through:

• Website forms and enquiry emails
• Phone conversations or handwritten bookings
• In-person assessments (if applicable)
• Direct communication with you or an advocate

We do not purchase personal data from third parties, and we only work with referrers with your consent.

4. How We Use Your Data

We use your data to:

• Arrange and deliver companionship sessions
• Contact you about bookings or updates
• Understand our users’ wellbeing needs
• Ensure safeguarding and risk management
• Process payments securely
• Provide support or resolve complaints

We’ll never use your data for marketing unless you’ve given us clear permission.

5. Lawful Grounds for Processing

We rely on the following lawful bases under UK GDPR:

• Contract: We need some of your data to deliver our services
• Legitimate interest: For risk management and smooth operation
• Consent: For special categories of data (e.g. any health details shared)

You can withdraw consent at any time — we’ll always respect your preferences.

6. How We Keep Your Data Safe

Data is stored securely using:

• Encrypted devices and secure cloud storage
• Password-protected systems
• Limited staff access on a need-to-know basis

All staff and companions are trained in confidentiality and data protection.

7. Who We Share Data With

We never sell your data.

We may share personal data:

• With companions, for safety and planning
• With emergency services or safeguarding bodies — only if required
• With software/platform providers who help us run our services (e.g., secure scheduling/payment tools)

All third parties used comply with data protection requirements.

8. How Long We Keep It

We keep personal data for:

• Up to 6 years after last interaction, in case of safeguarding/reports
• Some administrative records (e.g. invoices) may be held longer for legal/financial reasons

After that, data is securely deleted.

9. Your Rights Under UK GDPR

You’re in control of your data. You have the right to:

• Ask what data we hold about you
• Request corrections
• Ask for deletion (where appropriate)
• Object to processing
• Withdraw consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Want to act on your data rights? Just contact us.

10. Cookies & Our Website

Our website uses a small number of cookies to ensure it works smoothly. You can manage your preferences (see our separate Cookie Policy).

11. Contact Us if You Have Questions

We’re happy to talk through anything.

Data Protection Contact:

• Rebecca Mann
• Email: Rebecca@timeforteacompanions.org
• Phone: 01483 604580

You can also contact the ICO (Information Commissioner’s Office):

https://ico.org.uk/make-a-complaint/