Privacy notice

Who we are

RapidCapture is one person: Peter Hill, a sole trader trading as RapidCapture. Peter decides how the information on this page is used, so he is the “controller” under UK data protection law. “We” on this page means him.

If we phoned you

We phone UK care groups to ask how they keep their premises safety records, such as fire alarm, emergency lighting, gas, electrical and water checks. Where it’s relevant, we offer a free certificate health check and tell you about our compliance register.

What we hold:

• About your organisation: its name, your homes’ names, addresses and published phone numbers, and your website. These come from the Care Quality Commission’s public directory and your own website.
• About people: the name and job title of whoever looks after premises or compliance, where your website publishes it or you tell us. If we speak, we also keep short notes of the call, for example how records are kept today and whether you’d like us to follow up.
• Call records: the date of each call, the date the number was checked against the Telephone Preference Service (TPS) and Corporate TPS, and any request not to be contacted.

We don’t record calls, we don’t buy contact lists, and we don’t ask for anything sensitive.

Our lawful basis is legitimate interests: finding out what care groups need and offering a relevant service. We have weighed this against your interests, and you can ask us for that assessment. Before calling a number we check it against the TPS and Corporate TPS registers and our own do-not-call list. We never call a registered number unless you’ve told us you’re happy to hear from us.

If you send documents for a free certificate health check

• What you send: the certificates and reports you choose to share, such as fire alarm and emergency lighting service records, fire risk assessments, gas safety and electrical certificates, water hygiene reports and lift inspections. These usually include contractors’ and engineers’ names and registration numbers, and your homes’ details. Please don’t send anything about residents.
• What we do with them: produce your health check, showing what each document covers, what’s in date, what’s due and any defects that still look open. We also use them to measure how accurately our software reads documents like these. Anthropic’s Claude AI reads each document on our behalf, and we check every result by hand before we send it to you.
• Our lawful basis is legitimate interests: providing the check you asked for, and testing our software.
• How long we keep them: we delete the documents, and anything copied from them, within 30 days of sending you the results, unless you become a customer and ask us to keep them. Afterwards we keep only anonymous accuracy figures, such as how many dates were read correctly.

If you visit this website

This site is a few plain pages hosted by Vercel. It has no forms, sets no cookies, runs no tracking and loads nothing from other companies’ servers. Like any web host, Vercel receives your IP address and browser details when it serves a page, and may keep them in its technical logs.

Who else handles information for us

We never sell your information or share it with anyone outside this list. Each of these companies handles it only to provide its service to us:

• Google (Google Workspace): our email, including any documents you send us.
• Microsoft (OneDrive): where we keep call notes and records.
• Anthropic (Claude): reads health-check documents.
• DataSoap: checks phone numbers against the TPS and Corporate TPS. It receives phone numbers only.
• Vercel: hosts this website.

Information that leaves the UK

Google, Microsoft, Anthropic and Vercel may handle information in the United States or elsewhere outside the UK. Each provides the safeguards UK law requires for this in its data processing terms: the UK International Data Transfer Addendum, or the UK–US “data bridge”. Ask us if you’d like the details for any of them.

How long we keep things

• Call notes: 12 months after our last contact, unless we’re still talking.
• Records of TPS and Corporate TPS checks: 24 months, to show we checked.
• Our do-not-call list: for as long as we make these calls, so we don’t call you again by mistake. It holds only the organisation’s name, the phone number, the date and, if you asked personally, your name.
• Health-check documents: deleted within 30 days of sending your results, as above.
• If you become a customer, our agreement with you will say how your records are kept.

Your rights

You can ask us to:

• stop using your details for marketing, at any time. This right is absolute;
• give you a copy of what we hold about you;
• correct anything that’s wrong;
• delete your details. We’ll still keep your number on our do-not-call list so you aren’t called again;
• limit or stop any other use of your details.

Email peter.hill@rapidcapture.co.uk. It’s free, and we reply within one month.

Complaints

If you’re unhappy with how we’ve used your information, email us with “Complaint” in the subject line, or write to the address above. We’ll acknowledge it within 30 days, look into it, keep you updated, and tell you the outcome without undue delay.

You can also complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. The ICO usually asks people to raise the matter with the organisation first.

RapidCapture’s earlier service

Until September 2026, RapidCapture ran a lead capture service for trade businesses. It has stopped, and the records it held were deleted on 5 October 2026: see Your information. Nothing from it is used for what we do now.

Changes to this notice

If we change how we use information, we’ll update this page and the date at the top.