Legal

Privacy Policy

Last updated: January 2026

1. Who We Are

Sherlock Digital Care Platform ("Sherlock", "we", "us") is operated by Auxilo Ltd, registered in England and Wales. We provide a digital care management platform for children's homes. Our website is www.auxilo.co.uk.

2. What Data We Collect

We collect and process the following categories of personal data:

  • Identity data: names, usernames, roles
  • Contact data: email addresses, phone numbers
  • Care data: child profiles, daily logs, mood check-ins, incident records, safeguarding alerts
  • Technical data: IP addresses, login timestamps, audit logs
  • Staff data: employment applications, DBS check status

3. How We Use Your Data

We use personal data to:

  • Provide and operate the Sherlock platform
  • Support safeguarding and child protection obligations
  • Maintain audit trails for regulatory compliance
  • Process staff applications and manage user accounts
  • Respond to support and contact enquiries

4. Legal Basis for Processing

We process personal data under the following lawful bases (UK GDPR Article 6):

  • Legal obligation — to comply with Ofsted regulations and children's care legislation
  • Legitimate interests — to operate and improve the platform
  • Consent — where explicitly obtained for specific processing activities
  • Vital interests — in safeguarding emergencies

5. Data Retention

We retain personal data in line with statutory requirements for children's care records. Child care records are retained for a minimum of 75 years from the child's date of birth, in accordance with guidance from the Information Commissioner's Office (ICO) and Ofsted.

6. Data Security

All data is encrypted in transit (TLS) and at rest. Access is controlled by role-based permissions. We conduct regular security reviews and maintain audit logs of all data access.

7. Your Rights

Under UK GDPR, you have the right to: access your data, correct inaccurate data, request erasure (where legally permissible), restrict processing, and data portability. To exercise these rights, contact us at info@auxilo.co.uk.

8. Cookies

We use essential session cookies required for the platform to function. We do not use advertising or tracking cookies. See our Cookie Policy for details.

9. Contact

For privacy-related enquiries: info@auxilo.co.uk or write to Auxilo Ltd, London, United Kingdom.