Privacy information

At a glance

• We use your details to respond to your enquiry and arrange a respite stay.
• The public calendar shows availability and pending places, without names or contact details.
• Please discuss medical information, care plans and support needs directly with the team, rather than putting them in the form.
• Contact respite@cintre.org if you have a question about your information.

Who is responsible?

Cintre is responsible for the personal information collected through this respite website. This page explains the booking website's use of information. Information needed to assess or provide care is handled separately through Cintre's care arrangements.

What we collect

The request form asks for your name, email address and requested dates and times. You can also provide a telephone number, the name of the person staying and timing preferences. Required fields are needed to process an online request. If you prefer not to use the form, contact the team directly.

If you submit a request for someone else, please share this information with them in an accessible way and only provide details you are entitled to share.

How we use it

Authorised Cintre staff use the information to contact you, review the request, reserve a place and confirm, decline, amend or cancel a stay. Submitting a request does not confirm a booking. Staff make the decision about accepting a stay; the website checks availability and prevents bookings above its capacity.

The website does not use booking enquiries for advertising or add you to a marketing mailing list.

Who can see it?

Booking and contact details are available to authorised staff through sign-in. Public visitors see availability only.

Cloudflare provides the website hosting, database and staff access service. Resend sends notification emails to the respite team. Automated notification messages contain a general alert and a link to the protected staff area, rather than the applicant's name, contact details or stay dates. Cintre's email service processes messages sent directly to the team, including any backup email you choose to send.

For information about the providers' processing and locations, see Cloudflare's privacy information and Resend's privacy information. Ask Cintre for details of the arrangements and safeguards applying to your information.

Website security and cookies

The website uses HTTPS. Staff sign-in uses Cloudflare Access and a sign-in code sent to an approved email address. Necessary cookies support authentication and security.

Technical information such as IP addresses and request logs may be processed to operate and protect the service. The booking form uses a hashed connection identifier to limit repeated submissions; these limit records are periodically cleared when new requests are processed. No advertising or marketing analytics have been added to this booking website.

How long information is kept

Booking requests are stored in the website database. There is currently no automatic deletion period for booking records. Authorised staff can remove a request or booking. Information may also be recorded separately where needed to arrange or provide care, deal with a complaint, or meet record-keeping duties.

The appropriate retention period depends on whether a request results in a stay and whether records are needed for care, safeguarding, complaints or legal purposes. Contact the team for the retention period and lawful basis applicable to your enquiry or care records.

Your choices and rights

You can ask Cintre about the information it holds about you, request a copy, correct inaccurate details and ask about deletion, restriction or objection to its use. Which rights apply depends on why the information is held. Contact respite@cintre.org and the team will direct your request to the appropriate person.

If you are unhappy with how your information is handled, contact Cintre first. You can also complain to the Information Commissioner's Office (ICO).

Need help understanding this page?

We can talk through this information with you or your family or carer. Email respite@cintre.org or telephone 01275 878447.