The short version. On this website we only collect what you send us, and we run no advertising or tracking cookies. Inside the aijo apps, the organisation you work with, receive care from, rent from or attend school with decides what data is held. We look after it for them, keep it in the UK on Microsoft Azure, and never sell it or use it for advertising.
Who we are
aijo is a trading name of Halo Integrated Care Solutions Ltd, a company registered in England and Wales (company number 16859502). Our registered office is Unit 29, Highcroft Industrial Estate, Enterprise Road, Horndean, Waterlooville PO8 0BT.
We are registered with the Information Commissioner's Office (ICO), registration number ZC209020. You can contact us about anything in this policy at hello@aijo.uk or on +44 7500 407476.
Our two roles
UK data protection law treats us differently depending on whose data it is.
| Whose data | Our role | Who decides how it is used |
|---|---|---|
| People who visit this website or contact us | Controller | aijo |
| Contacts at our customer organisations, such as account administrators and billing contacts | Controller | aijo |
| Everyone whose information is held in the aijo apps, such as staff, people receiving care, tenants, pupils and parents | Processor | The customer organisation using the app |
As a processor, we only use app data on our customer's written instructions, under the data processing terms in their contract with us.
This website and enquiries
What we collect
We collect personal data only when you give it to us, for example:
- your name, work email address, organisation and message when you email us, including through the enquiry form on our contact page
- the products you are interested in and any details you choose to share about your organisation
- your phone number and notes of the conversation when you call us or we call you back
- quote details you choose to send us from the price calculator
The enquiry form and the price calculator run in your own browser and do not send anything to us by themselves. When you press send, your own email app opens with the details filled in, and nothing reaches us unless you send that email.
Cookies and your browser
This website sets no cookies and runs no advertising or tracking. It remembers your light or dark mode choice in your browser, and our fonts and images are served from our own website. Our cookies page has the full detail and lets you clear that choice. Like almost every website, our hosting provider keeps standard server logs, such as IP address, browser type and pages requested, to keep the site secure.
Why we use it
- To reply to your enquiry, send quotes and arrange walkthroughs. Our lawful basis is our legitimate interest in responding to people who contact us, and taking steps at your request before entering into a contract.
We do not add you to marketing lists without asking first, and we do not use your data for automated decision making.
Our customers' contacts
When an organisation becomes an aijo customer, we hold details for the people we deal with there, such as account administrators, billing contacts and anyone who contacts our support team. That includes names, work contact details, job titles, support conversations and records of how accounts are set up.
- To provide and support the service, including setting up accounts, answering support requests and telling you about changes that affect your service. Our lawful basis is the contract with your organisation and our legitimate interests.
- To invoice and keep financial records. Our lawful basis is legal obligation.
We also keep records of sign-ins and actions in the apps, such as who signed in and when, to keep the service secure and provide the audit log our customers rely on.
Data inside the aijo apps
Our customers decide what goes into aijo Care, Housing, HR, Rota and School, and why. They are the controller of that data and are responsible for having a lawful basis to use it. We host it, keep it secure and process it only to run, support and protect the service for them.
The kinds of information held depend on the app:
| App | Whose data | Typical information |
|---|---|---|
| Care | People receiving care, their families and representatives, care staff | Care plans, medication records (eMAR), daily notes, visit records, incidents, mood check-ins, health and support needs, feedback through aijo voice |
| HR | Staff and job applicants | Contact details, contracts, right to work checks, training records, DBS check details, absence records, documents |
| Rota | Staff | Shifts, availability, hours worked, swaps and cover, clock in and out times and location at clock in, payroll exports |
| Housing | Tenants, residents and contractors | Tenancy details, rent and arrears, repairs, property compliance records, contractor details |
| School | Pupils, parents and carers, school staff | Admissions, attendance, safeguarding notes, messages to parents, trip consent |
We do not sell app data, use it for advertising, or combine it with other customers' data. Our staff only access a customer's data when it is needed to provide support or keep the service running, and that access is recorded.
If your information is held in an aijo app, please contact the organisation that uses it, such as your employer, care provider, landlord or school, for questions or requests about your data. If you contact us instead, we will pass your request to them and help them respond.
Health, criminal record and children's data
Some aijo apps hold information that the law treats as especially sensitive:
- Health information, such as care plans, medication records and sickness absence, is special category data.
- DBS check details held in HR are criminal offence data.
- Children's information is held in School, and may be held in Care where a provider supports under 18s.
Our customers are responsible for the extra conditions the law requires to use this information. We support them with role based permissions, so staff only see the records their role allows, and an audit log that records every change. We never use this information for any purpose of our own, and we do not market to children.
Where data is stored and who helps us
The aijo apps and the data in them are hosted on Microsoft Azure in its UK South region, in London. Data is encrypted in transit and at rest.
We use a small number of carefully chosen service providers, known as sub-processors, to run the service, including Microsoft for hosting. They may only use data to provide their service to us, under contracts that require them to protect it. Customers can ask us for the current list at hello@aijo.uk.
We keep personal data in the United Kingdom. If a provider ever needs to process it elsewhere, we will make sure the safeguards UK law requires are in place first.
The one exception is Jo, our optional assistant. Jo is off unless your organisation switches it on. If it is on, Anthropic, PBC processes the questions Jo sends, which may be outside the UK. Jo cannot see care records, logs or messages. Read more on Jo and your data.
How long data is kept
- Enquiries: for as long as we need them to respond and follow up.
- Customer contacts and account records: for the length of the contract, and afterwards for as long as the law requires, for example for financial records.
- Data in the aijo apps: as set out in each customer's contract. Customers can export their data at any time, and when a contract ends we return or delete their data as that contract instructs.
How we protect it
Access inside aijo follows least privilege, every change in every product is recorded in an audit log, and permissions are set once and enforced across the apps. Read more on our security page. To report a security concern, email security@aijo.uk.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data held about you
- ask for information that is wrong or incomplete to be corrected
- ask for your information to be deleted
- ask for its use to be restricted, or object to how it is used
- ask for your information in a format you can take elsewhere
For data we control, email hello@aijo.uk and we will respond within one month. For data held in an aijo app, contact the organisation that uses it, as explained above.
Complaints and changes
If you are unhappy with how your data has been handled, please tell us first at hello@aijo.uk so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
We will update this policy when how we handle personal data changes, and the date at the top will show when it last changed.