DSPT Support Summary

CareLedgerPro uses role-based access control with default roles of admin, manager, and staff.

Staff can only access clients, groups, and records they are explicitly assigned to, unless they hold an admin or manager role. Administrators are responsible for reviewing access regularly and revoking unused accounts.

Authentication is password-based with leaked-password detection. No anonymous sign-ups are permitted.

Every access and change to financial records is recorded in append-only audit logs. Logs capture who made the change, what was changed, and when.

Audit logs can be exported for safeguarding investigations, inspections, and reconciliation. Voided transactions retain a permanent reason record and cannot be silently deleted.

All traffic between users and CareLedgerPro is encrypted in transit using TLS 1.2+.

Data at rest is encrypted through the managed database provider. Secrets and credentials are stored in managed secret storage, not in application code.

Automated backups are maintained by the managed database provider, with encrypted backup storage and point-in-time recovery capability.

Recovery procedures are documented and tested to restore service availability in the event of data loss or infrastructure failure. Backups are not routinely used to reintroduce deleted personal data.

CareLedgerPro maintains an incident response plan covering detection, triage, containment, eradication, notification, and review.

The controller is notified without undue delay after CareLedgerPro becomes aware of a personal data breach. The Data Protection Officer is involved where notification to the ICO or data subjects may be required.

Full plan available at: /incident-response

Primary data is hosted in managed infrastructure in EU/UK regions.

Key sub-processors include:

• Supabase — managed database, authentication, file storage
• Cloudflare — edge hosting, CDN, DNS, WAF, TLS
• Resend — transactional email delivery
• Stripe — subscription billing

A current list is maintained at: /subprocessors

Personal data is retained only for as long as necessary to provide the Service or as instructed by the controller.

Standard retention periods apply to financial and care records, typically 7 years or duration of care plus 8 years depending on record type.

Deletion requests are authenticated and processed through an irreversible purge process. Controllers can export data before deletion.

Further detail is available at: /data-retention and /data-deletion

CareLedgerPro uses a combination of automated and manual security measures:

• Automated security scanning and dependency monitoring
• Web application firewall and DDoS protection at the edge
• Regular review of access controls and security configurations
• Monitoring for suspicious activity and leaked-password usage
• Structured testing schedule with defined fix targets and verification steps

Testing schedule available at: /testing-schedule

CareLedgerPro can help providers evidence common DSPT assertions, including:

• Access control and role-based permissions
• Audit logging and activity tracking
• Encryption in transit and at rest
• Backup and recovery arrangements
• Incident response and breach notification processes
• Data retention and deletion policies
• Supplier governance and sub-processor management
• Security testing and monitoring activity

The provider remains responsible for completing and submitting its own DSPT and for ensuring its use of CareLedgerPro aligns with its own policies, training, and governance.