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Policy Core is used by an organisation (a care service, for example) to share its policies with its staff and keep a record of who has read them. The organisation decides what goes into it and is responsible for that information. This page says what the software holds and does.

What is held

• About each person: name, work email address, job title, role in Policy Core (staff, manager or administrator), the teams they are in, whether they still work there, and when they last signed in. If a password is set, only a one-way hash of it is stored.
• Reading records: which version of which policy a person confirmed reading, when, and whether they confirmed it themselves or a manager recorded it. Quiz attempts are kept as a score and which questions were right or wrong.
• The policies themselves, including any PDF an administrator attached.
• An activity log of changes (policy published, role changed, and similar). It records who and what, not the text of policies.

What is not held

No advertising or analytics tools, no tracking of pages you look at, no third-party scripts, and no care or health information about the people an organisation supports.

Cookies

One cookie, pc_sid, keeps you signed in. It is needed for the site to work, lasts only for your visit, and is removed when you sign out or after two hours without use.

Where it comes from

People are added by their organisation, by hand or from the organisation's own Care Core. Policy Core does not collect anything from anyone else.

Who sees it

Only people in the same organisation, according to their role. Staff see the policies and their own record. Managers and administrators also see who has read what. Nothing is shared between organisations. Email is sent only to the people in an organisation (sign-in links, and reminders a manager chooses to send).

How long it is kept

For as long as the organisation uses Policy Core. When someone leaves, their account is switched off but their reading records stay, because the organisation may need them as evidence. An organisation can ask for its data to be deleted when it stops using the service.

Your rights

Because your organisation decides what is held, ask them first. You can also email hello@findcarescotland.com and we will pass your request on or deal with it.

The demonstration site

The public demonstration uses invented people and policies, resets every night, and should never be given real information.