Security and data protection

1. Each provider is kept separate

Every record in the portal — audits, evidence, actions, staff files, incidents, notifications and documents — belongs to one organisation. That separation is designed into the database access rules, not only the screens, so a request for another provider's data is refused. We review these rules regularly, but no system can promise to be free of every fault. Branches within your organisation can be restricted further so that a manager only sees the locations they are responsible for.

2. Staff only see their own file

Care staff using the Employee Hub are linked to their existing workforce record. They can see their own documents, their own actions and the policies they have been asked to read — nothing about a colleague, and nothing from the management side of the portal. They cannot change their own compliance status, approve their own evidence, alter an expiry date or delete anything they have submitted.

3. Access is by invitation and by role

An organisation can create its own workspace through the public sign-up page — that is self-service creation of the workspace, not of individual accounts. Once a workspace exists, every user account is created by your director, nominated individual or by AJG Advisory on an invitation-only basis, and each person is given a role that controls what they can do — for example closing actions, viewing staff files, downloading or emailing records, or managing which sections your organisation uses. Passwords are checked against known breached-password lists, sessions time out, and access is removed immediately when someone leaves.

4. Documents are stored privately

Uploaded files — DBS certificates, training records, policies, evidence and incident paperwork — are held in private storage with no public web addresses. Files open through short-lived links issued only to a person entitled to see that file, and a member of staff can only open files inside their own folder.

5. Everything important leaves a trail

Submissions, reviews, approvals, acknowledgements and electronic signatures are written to an audit trail that records who did what and when. Signed acknowledgements and submitted documents cannot be edited or deleted after the event — a correction is made by submitting a new version, with the original preserved. This is what allows you to evidence good governance to an inspector rather than simply assert it.

6. Exports are controlled and traceable

Downloading, printing and emailing records is a permission in its own right, so it can be limited to the people who need it. Exported reports can be watermarked, download activity is logged against the named user, emailed reports can only be sent to people already linked to your organisation, sending volumes are capped, and emailed report links expire.

7. Data in transit and where it lives

All traffic to the website and portal is encrypted in transit. The portal's database and document storage are hosted in the European Union, in Ireland (EU West region), which the UK recognises as providing adequate protection. Some supporting services — for example email delivery, payments and the AI features — are run by sub-processors who may process data in other locations; where data leaves the UK or EEA this relies on a UK adequacy decision or the International Data Transfer Addendum to the Standard Contractual Clauses. The current list of sub-processors is available on request.

8. Payments

Subscription payments are handled by Stripe. Card details are entered directly with Stripe and are never stored on, or passed through, the MyCareCompliance platform.

9. Your role and ours under UK GDPR

For the compliance records you enter, your organisation is the controller and AJG Advisory acts as processor on your instructions. Our written processing terms form part of your subscription agreement and cover confidentiality, security, sub-processors, assistance with data subject requests, breach notification, and return or deletion of your data at the end of the contract. See data processing and the subscription agreement.

10. Tools that help you meet your own obligations

• A register of data protection requests and the actions taken on each one.
• Unique identifiers for the people you support and for employees, so records can avoid using names.
• Role and branch permissions so information is available on a need-to-know basis.
• Evidence of who has read and signed each version of a policy.

11. Retention and getting your data back

Your content is kept for the life of your subscription and is returned or deleted within 90 days of the contract ending, unless we are legally required to keep a copy. You can export your records at any point during the subscription.

12. Automatically generated security summary

Alongside this page, a Trust Center summary generated automatically by our hosting platform is published at /.well-known/trust.html. It is produced by automated checks, not by an independent auditor, and is not a certification. It can be shared with commissioners or information governance teams alongside this page.

13. Reporting a security concern

If you believe there is a security problem, or that information has been seen by someone who should not have seen it, email info@ajgadvisory.co.uk with the subject line "Security" and we will respond promptly. Please do not include personal data about the people you support in your report. Our full privacy notice sets out your rights and how to complain to the Information Commissioner's Office.