How I look after your information

I’m Tanya Jeffery, and I run Three Hearts Support. I visit people at home for company, conversation and help around the house. Three Hearts is the app I use to keep a note of each visit and to share it with family, when the person I visit has agreed.

I’m registered with the Information Commissioner’s Office (ICO), reference ZC229180. If you have a question about anything here, ring me on 01379 830 660 or email hello@threeheartssupport.co.uk.

What I keep about the person I visit

• Their name, the name they like to be called, and their address.
• What matters to them, in their words and mine.
• How I get into their home, the name of their GP practice, and who to ring in an emergency.
• When I visit, and after each visit: when I arrived and left, what I did, and a short note of how it went.
• Photos from a visit, only if they have said yes to photos.
• Photos of the paper “getting to know you” form we fill in together. The paper stays with them.

I never keep anything about medicines, personal care or health assessments. My notes are about how a visit went, so now and then one may mention how someone was feeling, or an appointment.

What I keep about family and friends

Your name, your email address, how you are related, what you have been given to see, and why I’m allowed to share it with you. I also keep a record of when you sign in and what you open.

Why I’m allowed to

• Visits and notes: because of our agreement for me to visit.
• Sharing with family: only with the person’s own agreement, or the agreement of someone legally able to give it for them. It can be stopped at any time, straight away.
• Anything in a note about someone’s health: only with their clear agreement.
• The record of who opened what: because keeping information safe needs it.

Who can see it

Me, and Jonathan, who looks after the app for me. Family and friends see only what the person I visit has agreed to, and only once I have finished writing up a visit. Nobody else sees the photos of the form. How to get into a home is shown only to whoever is making the visit, and only around the time of it.

I never sell anything, never advertise, and never share information with anyone else.

Where it’s kept

On a server in London, run by DigitalOcean. A copy is made every night, locked with a key that isn’t kept on the server, and stored in London too. The emails the app sends go out through Resend, in Ireland. Nothing is kept outside the UK or the EU, apart from the emails that arrive in your own inbox.

The emails I send

A code when you sign in, a welcome when I set you up, and after a visit, an email with my note. I will never send you a link that signs you in. You can change how often I email, or stop, under More, then “How I let you know”.

How long I keep it

• Visit notes, and details about the people I visit and their families: two years after my visits end.
• Photos from visits: twelve months, or sooner if you ask.
• Photos of the “getting to know you” form: while I visit, then two years, or sooner if asked.
• The record of why sharing was allowed: six years after it ends.
• The record of who opened what: twelve months.
• The nightly copies: 35 days.

Your rights

You can ask to see what I hold about you, to have something corrected, or to have it removed. You can also ask me to stop sharing, or to stop using something. I’ll reply within a month. If you ask about somebody else, I’ll check you are allowed to act for them first.

If you aren’t happy with how I have handled your information, please tell me first. You can also complain to the ICO at ico.org.uk/make-a-complaint or on 0303 123 1113.

Cookies

The app sets two small cookies: one to keep you signed in, and one to protect its forms. Nothing tracks you.

Last updated 27 September 2026.