Privacy Policy

GENERAL DATA PROTECTION REGULATION (GDPR) PRIVACY NOTICE

 

Introduction

 

1. Business details

This is the privacy notice of Deben Willow Care Ltd.

 

Our registered office is: Unit 16A, Deben Mill Business Centre, Old Maltings Approach, Melton, Woodbridge, IP12 1BL

 

Deben Willow Care is registered with the Care Quality Commission to provide personal care to people who live in their own homes.

 

2. Aims of this notice

 

Deben Willow Care is required by law to tell you about your rights and our obligations regarding our collecting and processing any of your personal information, which you might provide to us. We have a range of policies and procedures to ensure that any personal information you supply is only with your active consent and will always be held securely and treated confidentially in line with the applicable regulations. We have listed the relevant documents in a later section (6) and can make any available. We encourage our Users to carefully read the Privacy Policy and use it to make informed decisions. 

 

3. What personal information we collect about: a) clients b) employees c) third parties

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1. Clients. As a registered care provider, we must collect some personal information on our clients, including financial information, which is essential to us being able to provide effective care and support. The information is contained in individual files (manual and electronic) and other record systems, all of which are subject to strict security and authorised access policies. Personal information that becomes inactive, e.g. from enquiries or prospective users who do not enter the service is also kept securely for as long as it is needed, before being safely disposed of.

2. Employees. The service operates a safe recruitment policy to comply with the regulations in which all personal information obtained, including CVs and references, is, like residents’ information, securely kept, retained and disposed of in line with data protection requirements. All employees are aware of their right to access any information about them.

3. Third parties. All personal information obtained about others associated with the delivery of the care service, including contractors, visitors, etc will be protected in the same ways as information on clients and employees.

 

4. How we collect information

The bulk of clients’, employees’ and thirds parties’ personal information is collected directly from them or through form filling, mainly manually, but also electronically for some purposes, e.g. when contacting the service through its website.  With clients, we might continue to build on the information provided in enquiry and referral forms, and, for example, from needs assessments, which feed into their care and support plans.

 

With employees, personal information is obtained directly and with consent through such means as references, testimonials and criminal records (DBS) checks. When recruiting staff, we seek applicant’s explicit consent to obtain all the information needed for us to decide to employ them.

 

All personal information obtained to meet our regulatory requirements will always be treated in line with our explicit consent, data protection and confidentiality policies.

 

Our website and databases are regularly checked by us to ensure they meet all privacy standards and comply with our general data protection security and protection policies.

 

5. What we do with personal information

All personal information obtained on clients, employees and third parties is used only to ensure that we provide a service, which is consistent with our purpose of providing a person-centred care service, which meets all regulatory standards and requirements. It will not be disclosed or shared for any other purpose. 

 

6. How we keep your information safe

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As already stated, the service has a range of policies that enable us to comply with all data protection requirements. Foremost are:

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• Access to Employee Data

• Complaints, Suggestions and Comments

• Computer Security

• Confidentiality of Clients’ Information

• Consent to Care and Treatment

• Data Protection

• Record Keeping

• Information Governance under the General Data Protection Regulation

• Protecting Personal Data under the General Data Protection Regulation

• Recruitment and Selection

• Clients’ Access to Records

• Sharing Information with Other Providers. 

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7. With whom we might share information

We only share the personal information of residents, employees and others with their consent on a “need to know” basis, observing strict protocols in doing so. Most information sharing of residents’ information is with other professionals and agencies involved with their care and treatment. Likewise, we would not disclose information about our employees without their clear agreement, e.g. when providing a reference.

 

The only exceptions to this general rule would be where we are required by law to provide information, e.g. to help with a criminal investigation. Even when seeking to notify the local authority of a safeguarding matter or the Care Quality Commission of an incident that requires us to notify it, we would only do so with consent or ensure that the information provided is treated in confidence.

 

Where we provide information for statistical purposes, the information is aggregated and provided anonymously so that there is no privacy risk involved in its use.

 

8. How personal information held by the care provider can be accessed

 

There are procedures in place to enable any staff member, employee or third party whose personal information we possess and might process in some way to have access to that information on request. (See the policies listed in No. 6 above.) The right to access includes both the information and any uses which we might have made of the information.

 

9. How long we keep information

There are strict protocols in place that determine how long the organisation will keep the information, which are in line with the relevant legislation and regulations.

 

10. How we keep our privacy policies up to date

 

The staff appointed to control and process personal information in our organisation are delegated to assess all privacy risks continuously and to carry out comprehensive reviews of our data protection policies, procedures and protocols at least annually. 

 

11. How do we store, use, share and disclose your website visitors' personal information?

 

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell and promote our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. 

 

12. How do we use cookies and other tracking tools?

 

Our website uses tracking cookies (see below) – we use this information to provide data on how visitors use our website. This information is accessed primarily via Google Analytics and Google Search Console. We track this information to make improvements to the website, user experience and to analyse the activity on each area of our site.

 

Where digital marketing activity is used we will use cookies to retarget the site visitors using social media platforms, Adwords and similar platforms. The purpose is to target messages to visitors that have shown an interest in the product or services.

13. Links to other websites

 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

 

14. Your Rights

You may request to:

• Receive confirmation as to whether or not personal information concerning you is being processed, and access your stored personal information, together with supplementary information. 

• Receive a copy of personal information you directly volunteer to us in a structured, commonly used and machine-readable format. 

• Request rectification of your personal information that is in our control.

• Request erasure of your personal information. 

• Object to the processing of personal information by us. 

• Request to restrict processing of your personal information by us.

• Lodge a complaint with a supervisory authority.

 

However, please note that these rights are not absolute, and may be subject to our own legitimate interests and regulatory requirements. 

 

If you wish to exercise any of the aforementioned rights, or receive more information, please contact our Data Protection Officer (“DPO”) using the details provided below:

 

Mr. K Double

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Postal Address: 

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Deben Willow Care Ltd

Unit 16A

Deben Mill Business Centre

Old Maltings Approach

Melton
Woodbridge

IP12 1BL

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Email: karl.double@debenwillowcare.co.uk