Privacy Notice

ReferralPath is a trading name of Bright Intent Software Ltd. Bright Intent Software Ltd is the controller responsible for personal information submitted through ReferralPath. Bright Intent Software Ltd is registered in England and Wales under company number 17445476. Its registered office is 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

An initial accommodation enquiry asks only for the basic information needed to review and follow up on the enquiry. We deliberately do not collect detailed medical, medication, mental-health, substance-use, violence, arson, sexual-offender, offending, probation, full risk-assessment, immigration or identification-document information through the public form. Where any such detail is relevant, it is discussed privately during a follow-up call.

• Your contact details (the person making the enquiry): name, email address, telephone number and preferred contact method.
• For professional enquiries: your organisation and job title or team, the referred person's first name or initials, and whether we should contact you first.
• Basic details about the person who needs accommodation: gender or accommodation requirement, current accommodation situation, current and preferred area, required move-in timeframe, broad support level, a short non-medical summary, an urgent risk or safeguarding flag (Yes/No/Unsure), and confirmation that the person is aged 18 or over.
• Information you choose to provide about agencies and contacts joining our referral network.
• Information submitted through the contact form.

We collect enquiry information so that our team can review the initial requirements, carry out a follow-up telephone screening, and — with separate permission — coordinate with participating accommodation providers in Birmingham and surrounding areas. We collect agency and contact information to build and maintain a referral network and to communicate about referral pathways and, where consent is given, vacancy bulletins.

There are two distinct permissions:

• Permission to contact: when you submit an enquiry, you give us permission to contact you about the enquiry. This is required to submit the form.
• Provider-sharing permission: this is separate. Granting permission to contact you is not permission to share the person's identifiable information with accommodation providers. Provider-sharing permission is discussed and recorded only during the follow-up call, once the proposed provider and sharing process have been explained. Every new enquiry starts with a provider-sharing status of 'Not Discussed', and no identifiable referral data is forwarded to any provider automatically.

Your information is used only for the purpose of reviewing and coordinating enquiries and managing referral relationships. Sensitive enquiry details are never included in email notifications, public links or analytics. Access to enquiry records is restricted to authorised staff.

We process personal information on the basis of your permission to contact, the referring professional's authority to submit the initial information and, where applicable, the awareness of the person being referred. The urgent risk or safeguarding flag may indicate special-category personal data; we rely on appropriate lawful conditions to process this for the purpose of arranging a safe follow-up call. A full date of birth is not collected through the public form; if needed, it is collected during telephone screening.

We keep enquiry and related records only for as long as necessary for the purpose they were collected, plus any period required by law.

Depending on your circumstances, you may have rights to access, correct, restrict or object to the processing of personal information, and to request deletion. To exercise any of these rights, or to withdraw provider-sharing permission, contact us using the details on the Contact page or at privacy@referralpath.co.uk.

We use encryption in transit and at rest, role-based access controls, audit logging and private file storage to protect personal information. Sensitive records are not indexed by search engines and are not exposed through public APIs.

If you have any questions about this notice or how we handle personal information, please contact us at privacy@referralpath.co.uk, referrals@referralpath.co.uk, or 07468 379456.