MyCarerMiles Privacy Policy
Last updated: 19 September 2026
MyCarerMiles is a product operated by CareFlows365 Ltd.
We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use it, who we may share it with, and how long we keep it.
1. Who we are
CareFlows365 Ltd
91 Brookfield Avenue
Swinton, Mexborough
S64 8LQ
United Kingdom
Email: claim@careflows365.co.uk
For the purposes of applicable UK data protection law, CareFlows365 Ltd is the data controller for personal information processed through MyCarerMiles.
2. Information we collect
Depending on how you use MyCarerMiles, we may collect:
Calculator information
When you use our mileage relief calculator, we may collect information such as:
- tax year;
- approximate mileage;
- mileage reimbursement rate;
- employment-related information;
- number of years relevant to an estimate;
- estimated potential tax relief; and
- the email address you provide to receive your results.
Historical Mileage Recovery
If you purchase our Historical Mileage Recovery service, we may collect additional information necessary to provide that service, which may include:
- your name and contact details;
- employer information;
- employment dates;
- mileage and work-travel information;
- information about vehicles or journeys;
- information contained in records supplied by you or obtained with your authority;
- correspondence relating to your request; and
- information relevant to assessing potential work-mileage claims.
We only request information that is reasonably necessary for the service being provided.
MyCarerMiles Tracker waitlist
When you join the MyCarerMiles Tracker waitlist, we collect your name, email address, signup source and the timestamp when you joined.
3. How we use your information
We may use your information to:
- provide and operate the MyCarerMiles calculator;
- calculate estimates of potential mileage-related tax relief;
- send your calculator results;
- respond to enquiries;
- provide Historical Mileage Recovery services;
- organise and assess information relevant to potential historic mileage claims;
- communicate with you about a service you have purchased;
- process payments;
- maintain business and transaction records;
- prevent fraud, misuse and security incidents;
- improve our website and services; and
- comply with legal and regulatory obligations.
Your calculator result is an estimate only. MyCarerMiles does not determine whether you are legally entitled to tax relief.
We use Tracker waitlist information to manage the MyCarerMiles Tracker waitlist and send people who join it updates about Tracker development, availability and launch.
4. Legal bases for processing
Depending on the circumstances, we rely on one or more of the following lawful bases:
Contract: where processing is necessary to provide a service you have requested or purchased.
Legitimate interests: where processing is reasonably necessary to operate, secure and improve our business and services, provided that our interests do not override your rights.
Legal obligation: where we need to process information to comply with a legal or regulatory requirement.
Consent: where we specifically ask for your consent for a particular use of your information.
Where we rely on consent, you may withdraw that consent at any time.
Tracker waitlist: we rely on consent. Selecting JOIN THE WAITLIST is your affirmative signup action for Tracker-related email updates. You can withdraw your consent and unsubscribe from Tracker updates at any time.
5. Information obtained from other sources
For Historical Mileage Recovery, we may, with your authority, contact employers or other relevant sources to request information that may help establish historic work mileage.
Where we obtain personal information about you from another source, we will handle it in accordance with applicable data protection law and this Privacy Policy.
6. Who we share information with
We may share information with service providers where reasonably necessary to operate MyCarerMiles.
Depending on the service being provided, these may include:
- Microsoft services used for business data storage and workflow automation;
- Vercel, which hosts parts of our website and application infrastructure;
- Stripe, where required to process payments;
- email and communications providers;
- professional advisers where reasonably necessary; and
- public authorities or regulators where we are legally required to do so.
We do not sell your personal information.
7. International transfers
Some of our technology and service providers may process information outside the United Kingdom.
Where this occurs, we will use appropriate safeguards required by applicable data protection law.
8. How long we keep your information
We do not keep personal information indefinitely.
Our intended retention periods are:
Calculator leads: generally up to 24 months after the last meaningful interaction, unless a longer period is reasonably necessary for legal, regulatory or legitimate business purposes.
Historical Mileage Recovery records: generally up to 6 years after completion of the service, where reasonably necessary to maintain service and transaction records or deal with potential legal, accounting or tax matters.
Tracker waitlist information: we retain this information while the waitlist is active and for as long as reasonably necessary to provide the Tracker updates you requested. We delete or anonymise it when no longer required for that purpose, subject to minimal information that may need to be retained to honour an unsubscribe or suppression requirement or a legal obligation.
Payment and transaction records: retained for as long as reasonably necessary to meet accounting, legal, tax and financial record-keeping requirements.
We may retain information for longer where we are legally required to do so or where necessary to establish, exercise or defend legal claims.
When information is no longer required, we will securely delete it or anonymise it where appropriate.
9. Keeping your information secure
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
No internet-based service can guarantee absolute security.
10. Your rights
Subject to applicable legal conditions and exemptions, you may have rights including:
- to access your personal information;
- to ask us to correct inaccurate information;
- to ask us to delete information;
- to restrict certain processing;
- to object to certain processing;
- to request portability of certain information;
- to withdraw consent where processing is based on consent; and
- to complain to the Information Commissioner's Office.
To exercise your rights, contact:
You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO)
11. Marketing communications
We will only send marketing communications where we have an appropriate lawful basis to do so.
Service communications, such as calculator results, transaction confirmations and communications relating to a service you have requested or purchased, are not the same as optional marketing communications.
You can unsubscribe from marketing communications at any time.
Tracker waitlist consent covers Tracker-related communications only. It is not consent to unrelated MyCarerMiles or CareFlows365 marketing, and does not automatically become permanent general marketing consent at or after Tracker launch. You can unsubscribe from Tracker updates at any time.
12. Cookies and similar technologies
MyCarerMiles may use cookies or similar technologies that are necessary for the operation, security and functionality of the website.
Where non-essential cookies or similar technologies are used, we will provide appropriate information and obtain consent where required.
13. Children's privacy
MyCarerMiles is intended for adults and is not directed at children.
We do not knowingly collect personal information from children for the purpose of providing our services.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or data-processing practices.
The latest version will be published on our website with its effective date.
15. Contact us
If you have any questions about this Privacy Policy or how we handle your information, contact:
CareFlows365 Ltd
91 Brookfield Avenue
Swinton, Mexborough
S64 8LQ
United Kingdom