Langdale Care Homes Privacy Policy

As part of the services we offer, we are required to process personal data about our staff, service users and visitors to our website.

We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.

Introduction

http://www.langdalecarehomes.co.uk

Each member of the management team within our group of Langdale Care Homes are the data controllers and are responsible for your personal data in his/her requisite home.

The company has appointed Data Protection Officers who are in charge of privacy related matters for Langdale Care Homes Group. If you have any questions about this privacy notice, please contact either of the Data Protection Officers using the details set out below.

Contact Details

Our full details are:

Email address: [email protected]

Email address: [email protected]

Postal Address (Head Office): 82 Cannock Street, 1^st Floor Offices, Leicester, LE4 9HR

Contact Number: 0116 276 5007

It is very important that the information we hold about you is accurate and up to date. Please let us know if your personal information changes. This can be done, at any time by sending an email of the changes you would like made to: [email protected]

Service Users

(where appropriate this may include friends/relatives)

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 about you:

• Your basic details and contact information e.g. your name, address, date of birth and next of kin;
• Your financial details e.g. details of how you pay us for your care or your funding arrangements.
• Health and social care data about you, which might include both your physical and mental health data.
• We may also record data about your race, ethnic origin, sexual orientation or religion.

Why do we have this data?

We require 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 are required to do so in our performance of a public task;
• We are required to do so in order to fulfil a contract that we have with you;
• We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.
• 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 or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via our website, via post, via application forms etc.

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

These include:

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;
• The Local Authority;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, 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 about you:

• Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin;
• Your financial details e.g. details so that we can pay you, insurance, pension and tax details;
• Your training records.
• 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, e.g. fit notes or in order to claim statutory maternity pay;
• We may also record data about your race, ethnic origin, sexual orientation or religion, trade union membership.
• Criminal Record Data.

Why do we have 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 laws;
• We are required to do so in our performance of a public task;
• It is necessary due to social security and social protection law – we are required to perform Disclosure and Barring Service (DBS) checks on our staff;
• It is necessary for us to process requests for sick pay or maternity pay;
• 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?

As your employer we need specific data.

This is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via our website, via post, via application forms etc.

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 and healthcare schemes
• Our external payroll provider
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.

Visitors to Our Website/Enquires

When you visit our website, we may ask you for personal information to allow us to contact you to deal with your request or enquiry.

This includes the following personal information:

• If you ask us to contact you – your full name, email address, telephone number and any other personal data you may choose to include.
• If you apply for a job – complete and submit the on-line application form.

How we intend to use your personal information:

• To provide a service: we will contact you for reasons relating to the details or service you are enquiring about using the contact details you have provided.
• To send you further information about our services or survey your opinion: we may also retain these details to provide you with information about our own service we think you may find interesting or send you a survey about your experience with us. We will do this using the contact details you have provided. You will have the choice to opt-in so as to receive content to the nature of that mentioned above. In the interest of transparency, your email address will be held on a trusted 3rd party secured system.
• If you are enquiring on behalf of someone else, we may need confirmation you are authorised to act on their behalf before we can discuss their personal details.

We may have to share your personal data with the parties set out below:

• Service providers who provide IT and system administration services.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

We do not transfer your personal data outside the European Economic Area (EEA).

Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We use WordPress which provides a Website Content Management platform with features to help us meet global data protection and compliance obligations.

We do not offer user registrations or comments, but we do collect data you have provided us with via contact forms.

We also track some visitor data such as IP address using Web analytics software Google Analytics to help us provide you with a website better optimised for performance.

We use [Office 365 / Mail / other email programmes] for our email system and have setup Multi-Factor Authentication to provide extra security.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including contacting you to arrange an appointment or for recruitment purposes.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

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 of the data we keep about you.
• You have the right to ask us to correct any data we have which you believe to be inaccurate.
• You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for.
• 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 – to do this, please express this in an email to: [email protected]
• 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.

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ If you wish to exercise any of the rights set out above, please email us at [email protected]

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. You will be notified accordingly.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

Third Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy here: Cookie Policy

If you have any queries regarding any of the content within our privacy policy, please get in touch with our team at head office and ask to speak with a member of the HR and/or IT department.