Privacy Notice
Introduction
As part of the services we offer, we are required to process personal data about our staff, service users and in some instances, their friends and relatives.
‘Processing’ can mean collecting, recording, organising, storing, sharing or destroying data.
We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It explains your rights when it comes to your data.
If you have any concerns please contact: info@platinumhomecare.co.uk
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 needs 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.
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 that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time.
Where do we process your data?
So that we can provide you with high quality care and support, we will 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 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.
If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. We do not keep a record of your criminal records information. We do record that we have checked this.
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 your consent. We will also explain clearly what we need the data for and how to withdraw your consent.
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 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 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 t 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.
If you would like to complain about how we have dealt with your request, please contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF