Keep It Together Care ("KITC", "we", "us"), keepittogethercare.com
Last updated: 27 October 2026
We help families manage the practical side of serious illness. This notice explains what personal information we collect on our website and in the KITC Care Companion, why we hold it, who helps us handle it, how long we keep it, and your rights.
1. Who we are
- Company: Keep It Together Care Ltd, registered in England and Wales, company number 17493072. We are the data controller for the information in this notice.
- Registered office: Toad Hall, 5 Frog Island, Leicester, LE3 5AG. This is also our address for privacy letters.
- ICO registration number: ZC266376.
- Privacy contact: admin@keepittogethercare.com
2. The short version
- On the website we ask only for what we need to send you a guide, add you to the waiting list or reply to an enquiry.
- Some of our guides are about a particular condition or treatment, so the guide you ask for can say something about your health, or the health of someone close to you. We treat it with care (see section 3).
- In the KITC Care Companion, families keep health information about the person they care for. Only the members of that family space can see it, and we reach it only in the few cases section 4 sets out.
- We never sell your information or share it with advertisers. An employer that pays for KITC never sees anyone's information, or how anyone uses the Companion.
- We only send you marketing emails if you tick the box, and you can unsubscribe at any time.
3. What we collect on the website
| When | What we collect |
|---|---|
| You ask for a free guide | Your first name, your email address, which guide you asked for, whether you ticked the marketing box, and the date and time |
| You join the KITC Care Companion waiting list | Your first name, your email address, that you joined the waiting list, whether you ticked the marketing box, and the date and time |
| You send a KITC for Business enquiry | Your name, your work email address, your organisation, and, if you give them, a phone number, the approximate number of employees and a message |
| You email us | Your email address and whatever you choose to send |
| You visit any page | The technical details any website receives when a page is requested, such as your IP address and browser |
| You visit any page | Anonymous page-view counts: the page address, the page you came from, your approximate location (country and region), and your browser, operating system and type of device. No cookies are used and you are not identified |
Guides that relate to a condition. Some guides are about a particular condition, treatment or situation, for example prostate cancer, breast cancer in men, dense breasts, radiotherapy, chemotherapy or bereavement. Asking for one of them can suggest something about your health or your family's, and the law treats that as health information. So the form asks for your clear agreement before we record which guide you asked for. We record only the guide's name, never a diagnosis. We use it to send you the guide and, if you ticked the marketing box, to choose what emails to send you. If you didn't tick the box, we remove the guide's name from your details once the guide has been sent.
Counting guides. We count how many times each guide is requested and downloaded. These counts carry the guide's name and nothing about who you are, so they don't identify anyone.
Please don't send us health information by email or through the website forms. None of our website forms asks about diagnoses, medicines, results or symptoms. What you write in a printed or downloaded guide stays with you; we never see it.
4. The KITC Care Companion
The KITC Care Companion is our online service that helps a family keep track of the care of someone who is seriously ill.
Your account. When you create an account we hold your email address and your password. Your password is stored scrambled, so we can't read it. We also hold which family space you belong to and your role in it. Accounts are for adults only.
What carers tell it. Families use the Companion to keep information about the person they care for, and about themselves as carers. This can include:
- appointments, and recordings of appointments with their written transcripts;
- medicines, including photos of medicine labels;
- test results, and letters and photos of letters;
- notes, questions for the clinical team, tasks, contacts and diary entries;
- check-ins between family members, and support requests for the main carer;
- conversations with the Companion, typed or spoken.
Much of this is health information, which the law treats as a special category of information.
Information about someone else. The Companion is built for carers, so most of what's in it is about the person you care for. Please only add their information if you have a proper reason to: they have agreed, you hold legal authority for them (such as a lasting power of attorney for health and welfare, or a court-appointed deputyship), or they can't make the decision themselves and you are acting in their best interests. Where they are able to take part, they should know what is being kept and be happy with it. When a family space is set up, the Companion asks which of these applies and records the answer. If the person you care for, or someone acting for them, asks us to remove their information, email admin@keepittogethercare.com and we will delete it within 5 working days.
Who can see it. Only the members of that family space, according to the role each one has been given. KITC staff are not members of your family space, and there is no screen in the Companion that lets them read your records. Our automatic emails, such as appointment reminders, use only names, email addresses, appointment times and counts, never what is written in the record. The people who run KITC's database can technically reach every family's records. We only do so to make a full copy you ask for, to delete a family space, to fix a problem you report, or where the law requires it.
How the Companion answers. To organise what you tell it and answer your questions, the Companion sends the relevant parts of the conversation and of your family's records to an AI model, Claude, made by Anthropic. Claude is run for us by Amazon Web Services on its Bedrock service in the EU (Ireland or Stockholm). When you speak to the Companion, or upload a recording, your speech is turned into text by Deepgram, using its EU service. The Companion's spoken replies are made by Microsoft Azure in the UK, with Deepgram as a back-up. These services process the information only to give the Companion's answer.
Voice minutes. When you use voice, we record who in the family spoke, when, and for how long, so we can count the family's minutes. We never record the words for this. Other members of the family see only the family's total.
Nothing is changed without you. The Companion suggests things for the record. Important changes, such as appointments, medicines and results, are only added once someone in the family has checked and approved them.
No decisions made by a computer alone. The Companion organises information, answers questions and suggests changes. It doesn't make decisions about you or the person you care for that have legal or similarly significant effects.
5. Payments
You pay for the KITC Care Companion through Stripe. Stripe receives your name, email address, and card and billing details. We never see your full card number. We keep a record of the payment: a reference number, the amount and the date. Stripe also uses payment details for its own purposes, such as preventing fraud and meeting its legal duties. For that, Stripe's own privacy notice applies.
6. Who helps us handle your information
| Provider | What they do for us | Where |
|---|---|---|
| Vercel | Hosts the website and the Companion, and gives us anonymous page-view counts | United States |
| Supabase | Stores website sign-ups and the Companion's records in a secure database | London |
| Amazon Web Services | Runs Claude for us (see section 4) | EU (Ireland or Stockholm) |
| Deepgram | Turns speech into text, and is the back-up voice | EU |
| Microsoft Azure | Makes the Companion's spoken replies | UK |
| Resend | Sends our emails, such as your free guide and Companion messages | United States |
| Google Workspace | Our email inbox. When someone joins the waiting list or sends a business enquiry, a copy of the details is emailed to our inbox so we can follow up | United States |
| HighLevel | Our contact list for emails. If you ask for a free guide and tick the marketing box, we copy your first name, email address, which guide you asked for and your marketing choice to HighLevel. If you join the waiting list, we copy your first name, email address and that you joined it, and your marketing choice if you ticked the box. HighLevel never receives anything you tell the Companion | United States |
| Stripe | Takes payments (see section 5) | United States |
Each of them handles your information only on our instructions, except where section 5 says Stripe acts for itself.
Outside the UK. When information goes to the EU, it is protected by the UK's adequacy regulations for the EU. When it goes to the United States, each transfer is protected by one of the safeguards UK law allows: the UK Extension to the EU-US Data Privacy Framework, where the provider is certified under it, or the UK's International Data Transfer Agreement or its Addendum to the EU's standard contract terms. You can ask us which one applies to each provider.
7. Why we hold it, and the lawful basis
| What | Why | Lawful basis |
|---|---|---|
| Free guide requests | To send you the guide and a copy by email | Taking steps at your request. Because a guide's subject can reveal health information, also your explicit consent, given on the form |
| Counting guides | To see which guides help families most | The counts are anonymous and don't identify anyone |
| Marketing emails | To send occasional practical emails to people who ticked the box, chosen in part by the guide you asked for | Your consent (explicit consent where it uses the guide you asked for) |
| Waiting list | To tell you when the Companion is ready | Taking steps at your request |
| Business enquiries | To reply to you | Our legitimate interests |
| Your Companion account and payments | To provide the service you pay for and take payment | Our contract with you |
| Your own health information in the Companion | To keep the family's care organised | Your explicit consent, given when you tick the box at sign-up |
| Health information about the person you care for | To keep their care organised, as the family asks | Their explicit consent, given by them or by someone with legal authority to act for them |
| Website visits | To deliver and secure the website, and to understand which pages help people | Our legitimate interests |
About the person you care for. Your consent covers your own information. It can't stand in for theirs. That's why the Companion asks, for each family space, whether the person agreed, whether someone holds legal authority for them, or whether the family is acting in their best interests because they can't decide for themselves.
8. Emails we send
- Your free guide: when you ask for a guide, we email you a copy with a download link, whether or not you tick the marketing box.
- Waiting list: one email confirming you're on the list, whether or not you tick the box.
- Business enquiries: a short thank-you email from us.
- Companion messages: emails the service needs to send, such as a note when the family has used most of its voice minutes, a daily note when something is waiting for you to check, and notice before a family space is closed. You can turn the daily note off in the Companion's settings.
- Marketing emails: only if you ticked the box. Every one has an unsubscribe link.
9. Cookies
We don't use advertising cookies or any cookies to track you. Our page-view counts use no cookies. The Companion uses a cookie only to keep you signed in.
10. How long we keep it
- Companion conversations: the words of a conversation with the Companion are deleted after 90 days. Anything you saved to the record from it stays.
- Appointment recordings: the audio is deleted after 90 days. The written transcript, and anything saved to the record from it, stays.
- Voice minutes records: 24 months.
- Our internal notices and alerts about a family space: 12 months.
- When a plan ends: the family space can still be read for 12 months, then it is deleted. We email the main carer a month before.
- Back-ups: our database is backed up every day, and each back-up is kept for up to 7 days.
- Free guide requests and waiting-list sign-ups: 2 years after your last contact with us.
- Business enquiries and emails you send us: 2 years.
- Payment records: 6 years, as HMRC requires.
- Copies in HighLevel and in our email inbox: 2 years after your last contact with us.
11. Unsubscribing
- Use the unsubscribe link in any marketing email, or email us and we'll take you off the list.
- Unsubscribing doesn't stop the free guide you asked for, or messages about a Companion account you hold.
- To stop the Companion's daily note, turn it off in the Companion's settings.
12. Your rights
You can ask us to:
- tell you what we hold about you and give you a copy;
- correct it;
- delete it;
- stop or restrict using it, or object to how we use it;
- give it to you in a format you can take elsewhere;
- stop using it where you gave consent. Withdrawing consent doesn't affect what we did before.
To make a request, email our privacy contact in section 1. A request to delete your details covers the copies held by the providers in section 6, such as HighLevel. We will reply within one month.
13. Complaints
If you're worried about how we've handled your information, please email admin@keepittogethercare.com. We will acknowledge your complaint, look into it properly and reply, as UK data protection law requires.
You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at any time. You don't have to come to us first: ico.org.uk/make-a-complaint, or call its helpline on 0303 123 1113.
14. Children
Our website and KITC Care Companion accounts are for adults. We don't knowingly collect information from children through the website, and children can't hold a Companion account.
Sometimes a family is caring for a child, or a child is part of the family's care. An adult in the family space can record a child's information as part of that care. It is protected in exactly the same way as everything else in the space, and the same rules about who can see it apply.
15. Changes to this notice
We will update this notice before we change what we collect or which providers we use, and we will change the date at the top.