← Back to Home

Privacy Policy

Last updated: 2 November 2026

1. Introduction

H-Kay Limited, trading as RegIntelia ("we", "us", or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our service.

We are the data controller for the personal data we process. Our company number is 10417923. Our registered office is C/O Bilberry Accountants Ltd, Castle Court, 41 London Road, Reigate, England, RH2 9RJ.

2. Data We Collect

We collect the following types of data:

  • Account Data: Name, email address, organisation name
  • Facility Data: Care facility information, CQC location IDs
  • Evidence Data: Documents you upload (policies, training records, audits)
  • Usage Data: How you interact with our service
  • Technical Data: IP address, browser type, device information

3. How We Use Your Data

We use your data to:

  • Provide and improve the RegIntelia service
  • Process mock inspections and generate reports
  • Communicate with you about your account
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. Legal Basis for Processing

We process your data based on:

  • Contract: To provide the service you've signed up for
  • Legitimate interests: To improve our service and ensure security
  • Legal obligation: To comply with applicable laws
  • Consent: For optional communications (you can withdraw anytime)

5. Data Sharing

We do not sell your personal data. We share data only with:

  • Service providers (processors):
    • Vercel — hosts the website and API, provides isolated malware scanning and measures visits to public marketing pages
    • Neon PostgreSQL (configured in London, UK) — stores account data, uploaded evidence and background jobs
    • Clerk — sign-in and account management
    • Stripe — handles checkout, payments and invoices when billing is enabled
    • Hosted AI document review is disabled. Any future external document processing requires separate approval and an updated processing inventory.
  • Legal authorities: When required by law

All service providers are contractually bound to protect your data.

6. Data Security

We implement industry-standard security measures including:

  • Your data is encrypted when it's sent and when it's stored
  • Each organisation's data is kept separate from every other organisation's
  • A permanent record of changes that can't be edited
  • Regular security assessments

7. Data Retention

We retain your data for as long as your account is active. After account deletion, we retain data for up to 90 days for backup purposes, then permanently delete it. Audit logs may be retained longer for legal compliance.

8. Your Rights (UK GDPR)

You have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate data
  • Erasure: Request deletion of your data
  • Portability: Receive your data in a portable format
  • Object: Object to certain processing
  • Restrict: Request limited processing

To exercise these rights, contact us at privacy@regintelia.co.uk

9. International Transfers

Our current API and database are configured in London using Vercel and Neon. Earlier hosting used Google Cloud in the United States. The move does not by itself establish deletion of historical copies or backups. Other provider operations and support access may involve processing outside the UK. Those locations, retained copies and applicable transfer safeguards require separate review; UK hosting alone does not establish that every processing activity stays in the UK. Contact us for the current processing arrangements before uploading sensitive evidence.

10. Cookies

We use essential cookies for authentication and security. We do not use tracking or advertising cookies.

We use Vercel Web Analytics to understand visits to our home page, sample report, terms and privacy pages. We remove URL query parameters and fragments before sending page views. We exclude sign-in, sign-up, verification and customer workspace pages from this analytics collection. This analytics integration does not use cookies.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes via email or through the Service.

12. Contact & Complaints

For privacy questions or to exercise your rights: privacy@regintelia.co.uk

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk

Support