Privacy Policy

INTRODUCTION

This is Simple Care 4 U’s Privacy Notice. 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, organizing, 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.

At this time, we do not share any data for planning or research purposes for which the national data opt-out would apply. We review all of the confidential patient information we process on an annual basis to see if this is used for research and planning purposes. If it is, then individuals can decide to stop their information being shared for this purpose.

SERVICE USERS

What Data do we Gather and Hold?

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:

    • your basic details and contact information e.g. your name, address, date of birth and next of kin information

    • 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 might include both your physical and mental health data

    • We may also record data about your race, ethnic origin, sexual orientation or religion

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

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 need specific data. This is collected from or shared with:

    • you or your legal representative(s)

    • third parties

We do this face to face, via phone, via email, via our website, via post, via application forms, and via apps. Third parties are Organizations 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;

    • Organizations 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 Gather and Hold?

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”:

    • 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;

    • 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 job role – be required to undergo an Enhanced Disclosure and Barring Service (DBS) check (Criminal Record Check). We do not keep this data once we’ve seen it.

Why do we have to see 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 (if any). 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 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.

Where do we Process Your Data?

As your employer 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, via phone, via email, via our website, via post, via application forms and via apps. Third parties are organizations 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

    • Organizations we have a legal obligation to share information with i.e. for safeguarding, the Care Quality Commission, the Police or other law enforcement agencies if we have to by law or court order

    • the Disclosure and Barring Service (DBS)

FRIENDS/RELATIVES OF STAFF AND SERVICE USERS

What Data do we Gather and Hold?

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, contact information (telephone number and/or email address 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 and Service Users. 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.

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, via phone, via email, via our website, via post, via application forms and via apps.

Third parties are organizations 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

Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalized experience and the website owner with statistics about how you use the website so that it can be improved. Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use. Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

We use cookies in the following ways:

    • to track how you use our website

    • to record whether you have seen specific messages we display on our website

    • to keep you signed in our site

    • to record your answers to surveys and questionnaires on our site while you complete them

    • to record the conversation thread during a live chat with our support team

Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution. We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.

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. 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 while we consider your rectification request;

    • 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 organization 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. All data requests should be made in writing to:

Simple Care 4 U

Office Address:
Simple Care 4U Ltd,
Office 6, First Floor, Trinity House,
Industrial Estate, Newby Road,
Stockport,
SK7 5DA

Phone: 0161 791 1652
Mobile (24 hours):07954 11 11 09
Website: https://www.simplecare4u.co.uk/

You can also email us at Enquiries@Simplecare4u.co.uk

If you have any questions or concerns, you can also contact us on the above information, or alternatively, you can contact us by telephone on 0161 791 1652


If you would like to complain about how we have dealt with your request, please contact:

Information Commissioner’s Office (ICO)

Wycliffe House
Water Lane
WilmsLow
Cheshire
SK9 5AF
https://ico.org.uk/global/contact-us/



USEFUL RESOURCES

https://ico.org.uk/

https://www.digitalsocialcare.co.uk/data-security-protecting-my-information/national-data-opt-out/

https://www.digitalsocialcare.co.uk/

Reviewed June 2023

Simple Care 4 U Privacy Notice v1.2

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