Compliance

Detailed versions of each policy are available for audits, buyers and regulators:

• Data Processing Agreement
• Record of Processing Activities
• Sub‑processor List
• Data Retention Policy
• Data Deletion Policy
• Incident Response Plan
• Testing Schedule
• Security Overview
• DPIA Support Pack
• Data Protection Impact Assessment (full)
• Processor & Article 28 Statement
• Backup & Disaster Recovery
• Fraud Prevention & Staff Accountability
• DSPT Support Summary
• Accessibility Statement
• Billing Terms
• Refund Policy

CareLedgerPro acts as a data processor. The registered provider remains the data controller and is responsible for lawful basis, staff training, safeguarding and operational policies.

• Lawful basis — controllers typically rely on legal obligation, public task or legitimate interests. CareLedgerPro processes data strictly under the controller’s documented lawful basis.
• Special‑category data — where financial records relate to care plans or capacity decisions, they may constitute special‑category data. CareLedgerPro supports this through encryption, role‑based access, audit logging and separation of duties.
• Privacy notice and cookies — a published privacy notice explains lawful basis, special‑category handling and cookie use. Only essential cookies are used; no advertising or third‑party tracking.
• Data‑subject rights — subject‑access, rectification and erasure requests are handled by the controller’s Data Protection Officer (DPO). CareLedgerPro does not process rights requests directly.
• Password security — passwords are checked against Have I Been Pwned to block sign-ups and password changes using known-leaked credentials.

• TLS encryption in transit; encryption at rest for all data.
• Automated backups with point‑in‑time recovery.
• Documented disaster‑recovery process.
• Secrets stored in managed secret storage.
• No anonymous sign‑ups; access controlled by the controller.
• Full technical details are available in the Security Overview.

CareLedgerPro supports safe handling of service‑user money through:

• Two‑person verification above configurable thresholds.
• Mandatory receipts above configurable thresholds.
• Append-only audit trail — transactions can be voided with a reason but never silently deleted.
• Per‑client and per‑group balances.
• Petty‑cash floats with discrepancy and low‑cash alerts.
• Exportable audit logs for safeguarding investigations.
• Controllers remain responsible for safeguarding escalation and internal financial policies.

• Role‑based access; staff only see assigned service users.
• Staff cannot grant their own roles.
• Session timeout and re‑authentication for sensitive actions.
• Every access and change recorded against the responsible user.
• Administrators must review access regularly and revoke unused accounts.

• Staff receive data‑protection and safeguarding training before handling service‑user money.
• Subject‑access, rectification and erasure requests answered within one month (extendable for complex cases).
• All requests routed to the DPO and logged for accountability.

Service users, families and representatives can raise concerns about financial handling. Concerns may be raised with the registered provider or the DPO.

• If unresolved, individuals may complain directly to the ICO.
• Complaints and outcomes are recorded for learning and improvement.

• Cloud hosting and database in UK/EU‑aligned regions.
• Transactional email provider.
• PCI‑DSS‑compliant payment processor.
• All sub-processors are engaged under agreements designed to support UK GDPR obligations.
• See the current Sub‑processor List.

CareLedgerPro provides a breach-response workflow designed to support UK GDPR and CQC expectations:

• Detect and log.
• Contain.
• Triage and assess.
• Notify ICO within 72 hours if reportable.
• Record rationale for any delay.
• Inform affected individuals where high risk exists.
• Close and review.
• Export full CSV evidence for ICO, CQC or internal audits.
• Controllers remain responsible for notifying local authorities, safeguarding teams and families where required.
• Read the full Incident Response Plan.

The following contact details are published for data‑subject queries, ICO correspondence and breach reporting:

• Name — Natasha Dhliwayo
• Email — Natasha@litaniahealthcareps.com
• Available for subject‑access, rectification, erasure, restriction, portability and objection requests.

Where spending is made on a person’s behalf, CareLedgerPro records who authorised the purchase, the reason for the decision and supporting evidence. This supports best‑interests decision‑making and provides an accountable trail.

Retention periods follow legal, regulatory and operational requirements:

• Financial records: 7 years.
• Care‑related records: duration of active support + 8 years.
• Audit logs and security‑incident records: 7 years.
• Full schedules are in the Data Retention Policy.
• Deletion procedures are in the Data Deletion Policy.

• UK/EU‑aligned hosting regions.
• Automated backups with point‑in‑time recovery.
• Documented disaster‑recovery process.
• High‑availability infrastructure.
• Backups and replicas kept in‑region unless business‑continuity requires otherwise.
• Controllers must maintain their own business‑continuity plans.

CareLedgerPro aims to meet WCAG 2.2 AA where reasonably practicable. We have not yet completed an independent accessibility audit.

As the data controller, the registered provider must hold a valid ICO registration and pay the applicable data‑protection fee.

Records are structured for accessible review and export, enabling providers to evidence safe financial management during CQC inspection.