Privacy Policy

1. Personal Data We Collect

We collect the following categories of personal information:

• Contact details — name, phone number, and email address provided via our website contact form or during consultation
• Care-related information — health notes, mobility status, daily routine details, and medication summaries shared to facilitate care planning
• Communication records — emails, phone call notes, and written care summaries exchanged during our service engagement
• Website usage data — pages visited, time spent on site, browser type, collected via cookies and analytics tools (see Section 5)

We do not collect sensitive personal data beyond what is directly necessary for the delivery of care services, and we do not collect financial information through our website.

2. How We Use Your Data

Personal data collected by Gentleoak is used for the following purposes:

• Responding to enquiries submitted via our website or by phone
• Developing and maintaining care plans for clients
• Coordinating between caregivers, family members, and healthcare providers
• Sending service-related updates and care summaries to family contacts
• Improving our website and understanding how visitors use it
• Complying with applicable legal obligations under Taiwan law

The legal basis for processing personal data is either your consent (given when submitting a contact form or entering a care agreement), our legitimate interest in delivering the services you have requested, or compliance with legal requirements.

3. Data Sharing

We share personal data only where necessary and with the following parties:

• Gentleoak caregivers assigned to a specific client, to the extent needed to provide safe care
• Healthcare providers in Taipei, when coordination is part of the agreed service
• Website analytics providers (e.g. Google Analytics), who process anonymised usage data

We do not sell personal data to third parties. We do not share data for advertising purposes. Any third-party service we use is required to handle data in a manner consistent with this policy.

4. Data Retention

Contact enquiry data is retained for up to twelve months from the date of last contact. Care-related records for active clients are retained for the duration of the service engagement and for five years thereafter, in line with standard professional practice. Website usage data processed via cookies is retained in accordance with the durations described in our Cookie Policy.

5. Cookies

Our website uses cookies to understand how visitors interact with our pages and to remember preferences. Essential cookies are required for the site to function. Analytics and preference cookies are optional and only activated with your consent. Full details are provided in our Cookie Policy.

6. Data Protection Measures

We take reasonable steps to protect personal data against unauthorised access, loss, or misuse:

• Access to client care records is limited to staff directly involved in that client's care
• Digital communications containing sensitive information are sent via secure channels
• Our internal data handling practices are reviewed regularly
• In the event of a data breach affecting your personal information, we will notify you as required under applicable law

7. Your Rights

Under Taiwan's Personal Data Protection Act (個人資料保護法), and where applicable under international frameworks such as the GDPR, you have the following rights:

• The right to access personal data we hold about you
• The right to request correction of inaccurate data
• The right to request deletion of data we no longer have grounds to retain
• The right to withdraw consent for non-essential data processing at any time
• The right to object to processing carried out on the basis of legitimate interests
• The right to lodge a complaint with Taiwan's Personal Data Protection Commission or another relevant authority

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

8. Third-Party Links

Our website may contain links to external sites, such as healthcare provider pages or mapping services. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

9. Children's Privacy

Our services are intended for adults aged 18 and above. We do not knowingly collect personal data from individuals under the age of 18 through our website. If you believe a minor has submitted data to us, please contact us and we will take steps to remove it.

10. Changes to This Policy

We may update this policy from time to time. When changes are made, the "Last Updated" date at the top of this page will be revised. We recommend checking this page periodically. Continued use of our services after a change constitutes acceptance of the updated policy.

11. Contact

For any privacy-related enquiries, please reach us at: