Privacy Notice

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may process the following types of data:

• Basic personal details (name, address, contact details, date of birth, next of kin etc.)
• Financial details in regards to obtaining payment for the services we provide to you
• We also record the following data, classified as ‘special category’:
• Health and Social Care data, which may include both your physical and mental health information
• Data concerning your race, ethnic origin, sexual orientation or religion

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

• We have a legal obligation to do so, generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.
• We process your special category data because:
• It is necessary due to social security and social protection law (generally this would be in safeguarding instances)
• It is necessary for us to provide and manage Social Care Services
• We are required to provide data to our regulator, the Care Quality Commission (CQC) as part of our public interest obligations.

Where do we process your data?

So that we can provide you with high-quality care and support, we need specific data. This is collected from and shared with:

• You or your legal representative(s)
• Third parties

We do this face to face, via the phone, website, post, application forms or apps, whichever method you prefer to use.

Third Parties

Third parties are organisations we might lawfully share your data with. These include:

• Other health and care providers such as local hospitals, GP’s, pharmacy, social workers, clinical commissioning groups and other health care professionals
• The local authority
• Your family and friends (with your permission)
• Organisations we have a legal obligation to share information with, i.e., for safeguarding purposes, the CQC
• The Police or other law enforcement agencies if we have to by law or court order.

Staff

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data:

• Your basic details and contact information, i.e. your name, address, date of birth, NI number and next of kin
• Your financial details (bank details, NI number, pension and tax details) for processing pay
• Your training records
• We also record the following data which is classified as ‘special category’:
• Health and social care data about you, which might include both your physical and mental health data (we will only collect this if it is necessary for us to know as your employer i.e. Fit Notes in order for you to claim statutory maternity/paternity pay)
• We may also, with your permission, record data about your race, ethnic origin, sexual orientation or religion.
• As part of your application you may (depending on your role) be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check). We do not keep this data once we’ve seen it.

Why do we keep this data?

We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

• We have a legal obligation under UK employment law
• We are required to do so in our performance of a public task
• We have a legitimate interest in processing your data, for example, we provide data about your training to Skills for Care’s Adult Workforce Data Set. This allows Skills for Care to produce reports about workforce planning
• We are required to provide data to our regulator, the Care Quality Commission (CQC) as part of our public interest obligations.
• We process your ‘special category’ data because it is necessary for us to process requests for sick pay or maternity pay.

Where do we process your data?

As your employer we need specific data. This is collected from and shared with:

• You and your legal representatives(s)
• Third parties

We do this face to face, via the phone, email, website, post, application forms or apps; whichever method is preferred.

Third Parties

Third parties are organisations we have a legal reason to share your data with. These include:

• Her Majesty’s Revenue and Customs (HMRC)
• Our pension scheme (NEST)
• Organisations we have a legal obligation to share information with i.e. for safeguarding or the CQC
• The police or other law enforcement agencies if we have to by law or court order
• The DBS Service provide details of the umbrella organisation used if not the DBS service directly

Friends/Relatives

What data do we have?

As part of our work providing high quality care and support, it may be necessary that we hold your basic details i.e. name and address, contact details.

Why do we have this data?

By law we need to have a lawful basis for processing your personal data.

We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and emergency contact details for our staff.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us your consent. We will also explain clearly what we need the data for and how you can withdraw your consent.

Where do we process your data?

So that we can provide high quality care and support, we need specific data. This is collected from or shared with:

• You or your legal representative(s)
• Third parties

We do this face to face or via email, website, post, application forms or apps.

Third Parties

Third parties are organisations we have a legal reason to share your data with. These may include:

• Other parts of the Health Care system such as local hospitals, GP’s, pharmacies, Social Workers and other health professionals
• The local authority
• The Police or other law enforcement agencies if we have to by law or court order.

Your Rights

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:

• You have the right to request a copy of all data we keep about you. Generally, we will not charge for this service.
• You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data whilst we consider your rectification request.
• You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our personal information data for up to 10 years depending on the content and financial data for up to 7 years.
• You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
• You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time: please contact us to do so.
• If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

You may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month.