Privacy Notice – RS Holistic Care

Privacy Notice

Introduction

This is RS Holistic Care Limited’s Privacy Notice. It contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and other organisations in the event you have a complaint.

Who are we?

We are RS Holistic Care Limited.

RS Holistic Care Limited provide the best quality home care. We provide a person-centred approach to care and support services to enable people to live independently and safely whilst they are at their own home.

As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. “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 also explains your rights when it comes to your data.

If you have any concerns or questions, please contact us: telephone number 01202 806054.

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about the people who enquire about and use our services. We may process the following types of data:

• 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.

We also record the following data which is classified as “special category”:

• Health and social care data about you, which include your allergies and any medical, physical or mental conditions and in particular your care needs

• We also record data about your race, ethnic origin and lifestyle preferences including your religious beliefs or other beliefs of a similar nature and sexual orientation (so far as they relate to providing you with suitable care).

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 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).

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.

How we use your personal information?

We use your personal information to:

• prepare, review and update a suitable care plan, 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

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 website or via post

Third parties are organisations we might lawfully 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;

• Your family or friends – with your permission;

• 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:

• 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.

We also record the following data which is classified as “special category”:

• With your permission, 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 for you to claim statutory maternity/paternity pay;

As part of your application, you may – depending on your job 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 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 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 National Minimum 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 (if any).

Where do we process your data?

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

3. You or your legal representative(s);

4. Third parties.

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

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.

• The DBS Service; uCheck, First Floor, Chiltern House, Sigford Road, Marsh Barton, Exeter, EX2 8NL

Friends/Relatives

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

• Your basic details and contact information e.g., your name and address.

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 keeping emergency contact details for our staff.

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:

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.

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

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, and other health and care professionals;

• The Local Authority;

• The police or other law enforcement agencies if we have to by law or court order.

Our website

In order to provide you with the best experience while using our website, we process some data about you.

Third-Party Websites

Our website may contain links that direct you to third-party websites, including, without limitation, external platforms that publish customer reviews, social media platforms, or other service providers. These websites are not operated or controlled by us. Once you click on such a link and leave our website, your interactions will be governed by the terms of use and privacy policies of the relevant third-party website. We do not accept any responsibility or liability for the content, practices, or policies of such third parties. We strongly recommend that you review the privacy notices of any third-party websites you visit.

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:

1. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;

2. 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 while we consider your rectification request;

3. 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.

4. We will not hold the personal information kept within your client file for the appropriate retention periods as required by law and our insurers – Retention schedules are available on request.

5. 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.

6. 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.

7. 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.

Data Protection Lead contact details:

Sheryl Soriano

22 Briggs House

26 Commercial Road

Poole

Dorset

BH14 0JR

sheryl@rsholisticcare.co.uk

01202 806 054

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