Security & Storage
CoolCare takes cyber and data security very seriously, take a look at what we do to keep your data safe.
Passwords are no longer enough
At CoolCare, we’re committed to providing you with secure and reliable tools to manage your care home operations. That’s why we’re introducing Multi-Factor Authentication (MFA) — a simple and effective way to protect your system from unauthorised access. MFA is entirely optional and can be set at home / group level.
Why MFA?
Passwords alone are not enough. They can be reused, guessed, or even stolen. MFA adds an extra layer of security, ensuring that the person accessing your system is who they claim to be.
With MFA, when logging in:
- Users enter their password as usual.
- A unique code is sent to their email.
- They input this code to complete the login process.
It’s quick, simple to use, and significantly boosts security without slowing down access.
Key Benefits of MFA
- Enhanced Protection: Prevents unauthorised access to sensitive data.
- Ease of Use: The process is straightforward for both administrators and users.
- Industry Compliance: Aligns with standards like Cyber Essentials+ for secure operations.
If you want to know more, contact CoolCare support today.
One of the key principles of GDPR is security by design.
CoolCare bakes into it’s design the ability to control individuals access to areas of the system.
We allow you to manage the permissions of a group of users easily by bunching them together in a “basket” of users, AKA a ‘User Group’ normally associated with a role or job title,(i.e. Managers or HR or Finance Admin etc). this makes increasing or decreasing a users access simple and easy
There is no limit on the number of users or the number of User Groups (or baskets)
Doing so means you can set the rules for the permissions and access a user has, based on the User Group they belong to.
You can then manage the permissions of each User Group to determine what they can and cannot see as well as what they can do in CoolCare.
The access to specific homes and User dashboard settings are set on the individual user settings. controllable by super users.
That way, you know that your data is “secure by design”
ISO 27001:2022 is the premier international standard for information security and it provides customers and partners with the assurance that CoolCare takes information security seriously.
In today’s care environment, where the reliance on technology is ever-growing, the importance of robust information security cannot be overstated. Achieving this certification demonstrates our ongoing dedication to giving care providers confidence that they are supported by secure and reliable systems.”
CoolCare is audited annually and their certificate can be viewed online here https://certcheck.ukas.com/certification/5e61cc5e-9520-5526-a326-83e0d42fb5d7
We take back up and storage of our customer’s data very seriously,
All data accessed is securely SSL encrypted before it is sent over the internet, then decrypted once it reaches the customer.
Data is stored securely in the cloud, with no physical access available by the public or CoolCare staff.
The servers are virtual and stored on load-balanced, replicated hardware, which can be moved in the event of hardware failure.
Regular penetration tests are carried out on an annual basis, with any findings being fully assessed internally and important potential vulnerabilities being resolved according to their severity.
Penetration tests are conducted by various different third party professionals to ensure a variety of techniques are used, increasing the chances of finding potential issues.
See our back up and security document for more information.
For more information on enhancing your own cyber security.
Take a look at our ‘Joys of Information Security’ webinar with our partners Nourish & Cognisys.
More Features
Care Home Administration
Take the "Aaargh" out of your admin. Say goodbye to reams of paper, endlessly clicking through spreadsheets and human errors of care home admin. Have your records saved digitally with smart features that are easily accessible across multiple care homes and teams.
Workforce Management
Smarter staff management = better recruitment and retention. With less work for everyone, smart workforce processes mean improved outcomes, less cost and more time. It’s a no-brainer.
Time & Attendance
Manage staff hours efficiently. No more paper timesheets or hours of reconciliation. Just automated clock-ins, accurate shift adjustments and quick checks. Trust us: your team and bank account will thank you.
Occupancy Management
Quickly fill your empty beds with no fuss. No more calls from Head Office to "check" latest figures. Just seamless enquiry tracking to increase occupancy , self-funder ratio and weekly fees, supported by live reporting to show you're on track.
learn to love your admin.
We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.