Case Study

New Directions
West Lothian

How a leading social care charity improved reliability and
simplified technology management with integrated IT and
Communications Services.
Industry
Social Care & Non-Profit
Service
Managed IT, Communications & Print
“
Workflo has become a true technology partner for us. Their understanding of our sector and commitment to exceptional service has made a real difference to our organisation. We trust them completely to keep our systems running so we can focus on supporting the people who rely on us.
Amanda MacLeod, Office Manager
The Challenge
Critical care services
need reliable technology.

As a growing social care provider, New Directions West Lothian required a reliable and responsive technology partner capable of supporting essential day-to-day operations. With staff depending on technology to deliver critical care services, systems needed to remain secure, stable and consistently available; any disruption risked direct impact on service delivery.

At the time, IT services were provided by Pyramid IT, a local provider known for its personalised service and strong relationship with the organisation. When Workflo acquired Pyramid IT in 2019, the challenge was clear: preserve the trust and service quality that New Directions had come to rely on, while evolving the technology provision to meet the demands of a growing, modern care organisation.

New Directions West Lothian
Client
Overview

New Directions West Lothian is a registered charity and social care provider supporting adults with learning disabilities across the West Lothian area.

The organisation delivers person-centred care and support services, helping individuals live independently, participate in their communities and lead fulfilling lives.

With staff working across multiple locations and supporting vulnerable individuals, New Directions West Lothian relies on secure, reliable technology infrastructure to ensure services can be delivered safely and efficiently.

workflo.solutions
Page 1 of 2
The Solution
A fully integrated technology
environment, delivered as one.

Workflo began supporting New Directions West Lothian in September 2019 following the acquisition of Pyramid IT. By maintaining the high standards of support previously delivered, Workflo ensured a smooth transition and continued reliability of critical systems. Over time, the partnership expanded as New Directions migrated additional services to Workflo, creating a fully integrated technology environment.

01
Managed IT Infrastructure
Workflo provides ongoing IT support, monitoring and infrastructure management, ensuring staff have secure and reliable access to essential systems across all locations.
02
Unified Communications
Telephony and broadband services were migrated to Workflo’s unified communications platform, improving reliability while simplifying management.
03
Managed Print & Mobile Services
Workflo introduced Managed Print Services and mobile device management, helping staff access secure systems and documents while working across multiple community locations.
The Results
Scalable solutions aligned
with mission and values.

Workflo’s integrated technology services have enabled New Directions West Lothian to operate with reliable, secure and efficiently managed infrastructure that supports its essential social care services. The partnership continues to support New Directions with scalable technology solutions aligned with the organisation’s mission and values.

Trusted long-term technology partnership supporting essential care services.
Simplified technology management by consolidating IT, Telecoms and Print.
Improved system reliability and uptime for uninterrupted service delivery.
Enhanced operational efficiency across multiple sites and teams.
Greater cost visibility and control through centralised technology management.
Why Non-Profit Organisations Choose Workflo?
Social care organisations rely on secure, reliable technology systems to support staff and protect sensitive data while delivering essential services. Workflo supports charities, healthcare providers and social care organisations with an integrated suite of technology solutions spanning Cloud Infrastructure, Cybersecurity, AI-driven Business Automation, Managed IT, Document Management and Managed Print. With Workflo as a technology partner, social care organisations gain trusted support and scalable infrastructure that enables staff to focus on delivering care.
QR Code
Let’s Talk

Privacy Policy

At Workflo, we are committed to protecting your privacy and ensuring the security of your personal data. This privacy policy outlines how we collect, use, disclose, and protect your personal information as a data controller. By engaging our services, you acknowledge and consent to the practices described in this policy.

Information We Collect

We may collect and process the following types of personal data:

  • Contact information, including your name, address, phone number, and email address.
  • Financial information, such as billing details and payment records.
  • Information necessary to provide our services, including project details and relevant documentation.
  • Communication records and correspondence with you.
  • Any other information you provide to us voluntarily.

Purpose and Legal Basis for Processing

We process personal data for the following purposes:

  • Your consent given at the time of engaging our services.
  • The processing is necessary for the performance of our contract with you.
  • Compliance with legal obligations.

Please note that providing us with certain personal data is a requirement of our contract with you. If you fail to provide the requested information, we may be unable to provide our services effectively.

Disclosure of Personal Data

We may share your personal data with the following parties:

  • HM Revenue and Customs (HMRC) for tax compliance purposes.
  • Professional indemnity insurers for insurance coverage.
  • Debt collection service providers for recovering outstanding payments.
  • Product manufacturers, if necessary for warranty claims or technical support.

Additionally, we may disclose personal data if required or permitted by law, including:

  • Law enforcement agencies, upon their lawful request.
  • Courts and tribunals in connection with legal proceedings.
  • The Information Commissioner's Office (ICO) as required by data protection regulations.

Should you request us not to share your personal data with the above parties, we may need to cease our services.

Third-Party Service Providers

We may engage third-party service providers, including service agents, debt recovery agents, field tracing agents, and subcontractors, to assist in delivering our services and fulfilling our legitimate interests. These providers are bound by contractual obligations to handle your personal data securely and only process it for the specified purposes.

Subject Access Requests (SARs)

You have the right to request access to the personal data we hold about you, subject to applicable laws. To submit a subject access request, please send a written request to the address provided below. To expedite the process, include relevant details to verify your identity and locate the requested information, such as your name, address, work address, date of work, and relevant invoice numbers.

We are committed to responding to SARs promptly, within one month of receipt, as required by the Data Protection Act 2018 (DPA 2018). However, there may be circumstances where we are permitted to refuse access, such as when there has been little or no change to the data since a previous request.

You may authorise someone else, such as a friend, relative, or solicitor, to request information on your behalf. To grant such authorisation, please sign a letter stating your consent and the authorised person's details.

Rectification of Personal Data

If you believe that any personal data we hold about you is inaccurate or incomplete, please notify us promptly. We will take reasonable steps to rectify and update the information as necessary.

Withdrawal of Consent

If you have provided consent for the processing of your personal data, you have the right to withdraw that consent at any time. To withdraw your consent, please inform us promptly. Please note that the withdrawal of consent does not affect the lawfulness of processing prior to the withdrawal, and we may still have a legal basis to process your data in certain circumstances.

Marketing Activities and Data Usage

At Workflo, we may use your personal data for limited marketing activities, subject to your consent where required by applicable laws.

  • Consent: We will obtain your explicit consent before using your personal data for direct marketing purposes, where required by applicable data protection laws.
  • Marketing Communications: With your consent, we may send you marketing communications via email, phone calls, or other means of communication.
  • Opt-out: You have the right to opt-out of receiving marketing communications from us at any time.
  • Data Sharing: We will not share your personal data with third parties for their direct marketing purposes without obtaining your consent.
  • Data Retention: We will retain your personal data for marketing purposes only as long as your consent is valid or as required by applicable laws.

Marketing, Contact Form and Data Usage

We may use personal data you submit via our website forms for the purposes of responding to your enquiry, providing you with the correct information, product, or service you have requested, and, with your consent, sending you marketing information related to our services.

  • Consent: When completing a form on our website, you will be asked to confirm your consent for Workflo to process your personal data in accordance with this Privacy Policy.
  • Opt-out: You can withdraw your consent and opt out of marketing communications at any time by following the unsubscribe link in our emails or contacting us.
  • Data Sharing: We will never share your personal data with third parties for their direct marketing purposes without your consent.

Automated Decision-Making

We do not engage in automated decision-making processes that significantly impact you or involve sensitive personal data.

Use of CCTV

In order to ensure the security and safety of our premises, we utilise Closed-Circuit Television (CCTV) surveillance systems. The primary purpose is to prevent and detect unlawful activities, protect the security of our premises, assets, and personnel, and enhance the safety of individuals within the premises.

Data Security

We take data security seriously and implement appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures include encryption, access controls, regular security assessments, and employee training on data protection.

Data Breach Notification

In the event of a data breach that poses a risk to the rights and freedoms of individuals, we will promptly notify the relevant authorities and affected individuals, as required by applicable data protection laws.

Cookies and Tracking Technologies

Our website may use cookies or other tracking technologies to enhance user experience. For more information on our use of cookies, please review our Cookie Policy.

Third-Party Links/Websites

Our website may contain links to third-party websites or services. Please note that our privacy policy does not apply to those external sites, and we encourage you to review the privacy policies of those sites.

Children's Privacy

Our services are not intended for children under a certain age. We do not knowingly collect personal data from children.

Changes to the Privacy Policy

We may update this privacy policy from time to time to reflect changes to our data handling practices or legal requirements. The most current version of the policy will be available on our website.

Contact Information

For any questions or concerns related to data protection or this privacy policy, please contact:

Kirsty Cole
privacy@workflo.solutions
Workflo
Workflo House Unit 16 Shairps Business Park
Houston Ind Estate, Livingston
West Lothian EH54 5FD
Phone: 0330 055 9435

Call Us