top of page

Privacy Notice and GDPR

Please read this carefully as it contains important information about how and why we collect, store, use and share personal information.
This will also explain your rights in relation to your personal information and how you can contact us and other organisations in the event you have a complaint about our management of your data.

As the ‘controller’ of personal information, we are responsible for how data is managed. The General Data Protection Regulation (known as ‘GDPR”) sets out our obligations to you and your rights in respect of how we manage your personal information.
 

As the ‘controller’ of your personal information, we will ensure that the personal information we hold about you is:
 

  1. Used lawfully, fairly and in a transparent way.

  2. Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes.

  3. Relevant to the purposes we have told you about and limited only to those purposes.

  4. Accurate and kept up to date.

  5. Kept as long as necessary for the purposes we have told you about.

  6. Kept securely.
     

If you have any questions about how your personal information is managed, please email to Janine.moore2@nhs.net, write to 3 Gold Street, MK197LU or call 01908 511034.

 

The information we collect

 

When you enquire about our healthcare services and during the course of supplying services to you we will collect the following personal information when you or the persons or otherwise commissioning body acting on your behalf supply this information known as data.

  • your name, home address, date of birth, contact details (including your telephone number & email address) and emergency contacts (i.e. name, relationship, home and mobile numbers)

  • your allergies and any medical, physical or mental conditions and in particular your care needs

  • your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin & health information (so far as they relate to providing you with suitable care)

  • credit or direct debit details (if you pay for some or all of our services using one of these methods)
     

We also obtain personal information from other sources such as:

  • Medical, physical or mental conditions and in particular your care and support needs, from any appropriate external social or health care professionals (including your GP, social worker or occupational therapist)

  • your name, home address, date of birth, contact details, needs assessments and financial assessments from any appropriate external social or health care professionals (including any relevant public body regardless of whether you are publicly funded)

  • your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin & health information (so far as they relate to providing you with suitable care) from your family, friends and any other person you have nominated as your representative

  • your Attorney or Deputy (if applicable)
     

We use your personal information to:

  • prepare, review and update a suitable care plan and risk assessments, describing the nature and level of care and support services which you have requested we supply to you

  • to communicate with you, your representatives and any appropriate external social or health care professionals about your individual needs and personalise the service delivered to you

  • make reasonable adjustments, when required, to meet your individual needs and to ensure we have suitable facilities to ensure your safety

  • invoice you for the care and support services in accordance with our terms and conditions

  • carry out quality assurance procedures, review our service and improve our customer experience (please note that feedback can also be provided anonymously)
     

We regularly share your medical information with appropriate external social or health care professionals (including your GP and pharmacist) and any individuals you have nominated as your representative. This data sharing enables us to establish the type of care and support you need. It also allows us to design the right care package to suit your individual circumstances, including if (in future) you decide to receive care from an alternative provider.
 

We will share personal information with law enforcement or other authorities if required by law. This includes information required by public bodies to evidence our compliance with the applicable regulatory framework. We are also required to share personal information with external social or health care professionals, including public bodies and local safeguarding groups (in some circumstances) to ensure your safety.
 

We will not share, sell or trade your personal information with any other third party.
 

The provision of your medical, physical or mental condition is necessary to enable us to create a care plan and to provide you with suitable care and support services. Without this information, we will not be able to assess your care needs or provide any care services to you.
 

The provision of your name, home address is required so that we can arrange a care worker to attend your home to deliver the services and so that we can invoice you for the fees.
 

We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

  • we will hold the personal information kept within your client file for 3 years from cessation of our service with you as required by the Care Quality Commission (CQC)

  • we will hold the personal information kept within our feedback procedure for 3 years from cessation of our service with you so that we can identify trends and patterns in our service

​

We rely on the following grounds within the GDPR:

  • Article 6(1)(b) – processing is necessary for the performance of our contracts to provide individuals with care and support services

  • Article 6(1)(c) – processing is necessary for us to demonstrate compliance with our regulatory framework and the law

  • Article 9(2)(h) – processing is necessary for the provision of social care or the management of social care systems and services

as the lawful basis on which we collect and use your personal data and special category data (such as your health).
 

Under the GDPR  potential and current clients have the following important rights, which include;

  1. fair processing of information and transparency over how we use your use personal information;

  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;

  • require us to correct any mistakes in your information which we hold;

  • require the erasure (i.e. deletion) of personal information concerning you, in certain situations. Please note that if you ask us to delete any of your personal information which we believe is necessary for us to comply with our contractual or legal obligations, we may no longer be able to provide care and support services to you;

  • receive the personal information concerning you which you have provided to us, in a structured format and have the right to prompt us to transmit that data to a third party in certain situations.

  • object at any time to processing of personal information concerning you for direct marketing.

  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.

  • object in certain other situations to our continued processing of your personal information.

  • otherwise restrict our processing of your personal information in certain circumstances.

  • claim compensation for damages caused by our breach of any data protection laws.
     

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation

​

How to contact us

If you would like to exercise any of those rights, please:

  • email, call or write to ‘Data Protection Officer’

  • let us have enough information to identify you (eg your name and address), 

  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and

  • let us know the information to which your request relates, including any account or reference numbers, if you have them
     

Storage of personal information

We have appropriate security measures in place to prevent personal information from being accidentally lost and used or accessed in an unauthorised way. We limit access to your personal information to those who need to know it, we anonymise much of the data we possess with a system of initials and numbers.
 

Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.


If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

 

How to complain

We hope that we can resolve any concern you raise about our use of your information, if you are a current client we ask you follow the complaints policy in your client file.
 

The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

​

We may change this privacy notice from time to time, and will inform you via letter, email or in person.

​

bottom of page