Privacy Policy

Last updated: 3 October 2025

FamilyAxis Software Ltd Privacy Policy

FamilyAxis Software Ltd (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal data in an open and transparent manner. This Privacy Policy explains how we collect, use, and protect your personal information. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and, where relevant, the EU General Data Protection Regulation (EU GDPR) for clients based in the EU.

We process personal data in two distinct capacities:

As a Data Controller: We are the Data Controller for personal data we collect through our website (www.familyaxis.com) and for our own business operations, such as marketing and client enquiries.

As a Data Processor: We act as a Data Processor on behalf of our clients (family assessment centres) when we provide and host our FamilyAxis software platform. Our clients are the Data Controllers for the personal data processed through the platform.

1. Who We Are

FamilyAxis Software Ltd is a company registered in Ireland that provides secure case management software for family assessment services. Our service is currently in pre-launch.

  • Company Number (CRO): 794962
  • Registered Address: Venture Hub, 136 Capel Street, Dublin, D01 T2C9, Ireland
  • Email for Privacy Questions: [email protected]

2. The Data We Collect as a Data Controller

When you use our website or contact us for business purposes, we may collect, use, store and transfer personal data as follows:

  • Identity Data: First name, last name, username, or similar identifier.
  • Contact Data: Email address, telephone numbers, business address.
  • Technical Data: IP address, login data, browser type and version, time zone, location, browser plug-ins, operating system and platform.
  • Usage Data: Information about how you use our website.
  • Marketing and Communications Data: Your preferences in receiving marketing and communication from us.

We do not collect Special Categories of Personal Data (such as health or ethnic origin) in our role as a Data Controller.

3. Cookies and Tracking

We use cookies and similar technologies to improve your experience, understand how our website is used, and serve relevant advertising (via Google AdSense). By using our website, you consent to cookies and the processing of your data through these technologies. You can manage or disable cookies in your browser settings, but some features of the website may not function properly.

4. The Data We Process as a Data Processor

When providing our software platform to family assessment centres:

We act as a Data Processor. Our clients (the family assessment centres) are the Data Controllers. We process personal data on their instructions. This data is necessary for the provision of family assessment services and may include, but is not limited to:

  • Adult and Child Profile Data: Names, dates of birth, addresses, family relationships.
  • Special Category Data: Highly sensitive information, including health details, ethnicity, or criminal convictions, processed for the purposes of providing health or social care.
  • Case Management Data: Session notes, assessment reports, direct work logs, progress tracking, and family placement plans.

Legal Basis: Our processing of this data is carried out under the instruction of our clients. The relevant family assessment centre, as the Data Controller, is responsible for establishing the lawful basis for this processing, which may include performing a task in the public interest or providing health or social care.

5. How We Use Your Personal Data (as a Controller)

We will only use your personal data when the law allows us to. Common circumstances include:

  • Performance of a Contract: Where we need to perform a contract with you.
  • Legitimate Interests: Where necessary for our legitimate interests or those of a third party, and your rights do not override them.
  • Legal Obligation: Where required to comply with a legal obligation.
  • Consent: Where you have given explicit consent, for example, to receive marketing communications.

6. Data Security

We implement appropriate technical and organisational measures to prevent your personal data from being lost, used, accessed, altered, or disclosed unlawfully. Access is limited to employees, agents, contractors, and third parties with a legitimate business need.

7. Data Retention

  • As a Controller: We retain your personal data only as long as reasonably necessary to fulfil the purposes we collected it for, including legal, regulatory, tax, accounting, or reporting requirements.
  • As a Processor: We retain personal data processed on behalf of our clients for the duration specified in our Data Processing Agreement. Data is then disposed of securely in accordance with our agreement and client instructions.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws. These include the right to access your personal data, request correction of your data, request erasure of your data, object to processing, request restriction of processing, request transfer of your data, and withdraw consent.

Note: For personal data we process as a Data Processor on behalf of a client, you should direct your request to the relevant family assessment centre in the first instance. We will support our clients in responding to these requests.

9. Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection regulator (www.ico.org.uk). However, we encourage you to contact us first so we can resolve your concerns directly.

10. Changes to this Privacy Policy

We may update this policy to reflect legal, operational, or platform changes. Significant updates will be posted on this page.

11. Contact Us

If you have questions about this policy or your personal data, contact us at:

Email: [email protected]

Company: FamilyAxis Software Ltd

Address: Venture Hub, 136 Capel Street, Dublin, D01 T2C9, Ireland