Privacy Policy

Privacy Notice

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective employees of our Company, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

  1. DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

  1. processing is fair, lawful and transparent
  2. data is collected for specific, explicit, and legitimate purposes
  3. data collected is adequate, relevant and limited to what is necessary for the purposes of processing
  4. data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
  5. data is not kept for longer than is necessary for its given purpose
  6. data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
  7. we comply with the relevant GDPR procedures for international transferring of personal data

 

  1. TYPES OF DATA HELD

We keep several categories of personal data on our prospective employees in order to carry out effective and efficient processes. We keep this data in recruitment files relating to each vacancy and we also hold the data within our computer systems, for example, recruitment logs.

Specifically, we hold the following types of data:

  1. personal details such as name, address, phone numbers;
  2. name and contact details of your next of kin;
  3. your photograph;
  4. your gender, marital status, information of any disability you have or other medical information;
  5. right to work documentation;
  6. information on your race and religion for equality monitoring purposes;
  7. information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
  8. references from former employers;
  9. details on your education and employment history etc;
  10. driving licence;
  11. criminal convictions.
  12. Financial details
  • Health, medical and therapy details

 

  1. COLLECTING YOUR DATA

Sometimes Caring Hands (Wiltshire) will need to collect personal data from other sources to give you the best level of care. These sources include:

  1. You
  2. Previous placements including residential, nursing or hospital
  3. Social workers
  4. Local authorities
  5. Health commissioning groups
  6. Health and medical professionals including therapists
  7. Advocates
  8. Court appointed deputy

 

  1. LAWFUL BASIS FOR PROCESSING

The law on data protection allows us to process your data for certain reasons only. Legal Obligation

We have a legal obligation to process our residents’ personal data under the Health and Social Care Act and to ensure we comply with CQC regulation.

Consent

We use consent as our valid lawful basis when we are able to offer you real choice and control over your data and when you are able to withdraw your consent without any consequences. For example we will ask for your consent before we use photographs in promotional material or on our website

 

  1. SPECIAL CATEGORIES OF DATA

Special categories of data are data relating to your:

  1. health
  2. sexual orientation
  3. race
  4. ethnic origin
  5. political opinion
  6. religion
  7. trade union membership
  8. genetic and biometric data.

 

We carry out processing activities using special category data:

 

  1. for the purposes of equal opportunities monitoring
  2. to determine reasonable adjustments

 

Most commonly, we will process special categories of data when the following applies:

 

  1. you have given explicit consent to the processing
  2. we must process the data in order to carry out our legal obligations
  3. we must process data for reasons of substantial public interest
  4. you have already made the data public.

 

  1. FAILURE TO PROVIDE DATA

Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of employment with you. This could include being unable to offer you employment, or administer contractual benefits.

 

  1. CRIMINAL CONVICTION DATA

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of to process this data.

 

  1. WHO WE SHARE YOUR DATA WITH

Caring Hands (Wiltshire)  may share personal data with the following organisations or third parties if and when required:

  1. Social services
  2. The Care Quality Commission and other regulatory bodies
  3. Local authorities
  4. The NHS and other medical professionals
  5. Future and potential placements for Service Users
  6. The courts and the police
  7. BACS payment services
  8. Advocates

 

How information about you will be used

We may share information regarding your care with those who need to know, namely Health Professionals, such as GPs, District Nurses, Hospitals, etc., and Local Authorities, including departments such as Social Services, Housing, Day Centres, etc. Any relevant person identified by you, such as an L.P.A., and our staff. We would like to contact you about the services we provide, please indicate below your preferred contact method.

Post                Email              Phone            SMS

We will not share your information with anyone except those indicated above unless required by law. If you do not wish this information to be shared, please indicate below.

Yes                 No

Personal information supplied to us is used in several ways, for example.

  • To agree on a Care Plan
  • To review your care needs
  • To monitor your medication
  • To help us improve our services

 

  1. PROTECTING YOUR DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

 

  1. RETENTION PERIODS

We only keep your data for as long as we need it for, which, in relation to unsuccessful candidates, is six months to a year.

 

If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise ends.

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for nine months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.

 

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.

 

If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you.

 

  1. AUTOMATED DECISION MAKING

Automated decision-making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

 

 

  1. YOUR RIGHTS

You have the following rights in relation to the personal data we hold on you:

 

  1. the right to be informed about the data we hold on you and what we do with it;
  2. the right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
  3. the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
  4. the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
  5. the right to restrict the processing of the data;
  6. the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
  7. the right to object to the inclusion of any information;
  8. the right to regulate any automated decision-making and profiling of personal data.

 

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

 

If you wish to exercise any of the rights explained above, please contact Mrs Vicki Fowler, Registered Provider or citation human resources.

 

OPT OUT

The national data opt-out gives everyone the ability to stop health and social care organisations from sharing their confidential information for research and planning purposes, with some exceptions such as where there is a legal mandate/direction or an overriding public interest for example to help manage the covid-19 pandemic.

If you wish for further information on opting out of your data being used for other purposes please speak to the data protection officer. 

 

  1. MAKING A COMPLAINT

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

 

  1. DATA PROTECTION OFFICER

Our Data Protection Officer is: Mrs Vicki Fowler

 

(O) CCTV
CCTV is in operation in the kitchen, office, communal area and corridor which has no audio and are only situated inside of the building. The CCTV capture images in real time wherever the cameras are pointed. These cameras may capture footage of you whilst you are on the premises. There are signs in place to inform you where the cameras are in use.

 

What personal data do we use?

  • Static and moving images of people.

 

What types of special category personal data do we need from you?

We do not deliberately set out to capture any special category personal data.  However camera may incidentally record information which falls within these categories. Additionally, footage cameras may be used as evidence regarding criminal offences.

 

How do we use your data?

  • To create a safer environment
  • To assist with health and safety and other serious occurrences including employment issues, for example disciplinary investigations, where appropriate to do so.
  • To protect staff, patients and visitors
  • To protect personal property.
  • Supporting evidence

 

What legal reasons allow us to use your data in this way?

Our legal basis is processing your data is:

  • for the purposes of detecting and preventing crime.
  • To create a safe environment
  • That we have legitimate interest in processing this information

We use consent as our valid lawful basis to offer you choice and control over your data and offers you the right to withdraw your consent without any consequences.

 

Who we may share your data with:

Sometimes we need to share your information with other such as the following

  • Local authorities
  • Police upon request
  • HR

We do not plan to share it with anyone else or use it for anything else however we may be asked to provide footage to assist the police with any criminal damage or their investigations. We may need the footage for insurance purposes. There is no planned regular or scheduled sharing of CCTV footage. CCTV footage will only be processed internally by the data controller where there is legitimate and lawful reason such as HR in the event of an investigation. At no time will individuals be the focus of this monitoring

 

How long is the data kept for?

The footage is held for 7 days where it is automatically erased.

What right do you have over this use of data?

  • To be informed about how we use your data.
  • To access a copy of your data that we process
  • To object to the use of your data
  • To have your personal data erased
  • To have us rectify or correct your data that we process.
  • To withdraw your consent

 

Contact the data protection officer.

If you have any concerns about how Caring Hands (Wiltshire) is using your data you can contact Vicki Fowler on 01793 772777

Contact details of the information commissioner’s office

If you are unhappy with how your data has been processed by Caring Hands (Wiltshire) or feel your data protection rights have been breached, you have the right to complain to the information commissioner’s office at: www.ico.org.uk

 

Our Data Protection Officer is:

Mrs Vicki Fowler, Registered Provider

Tel: 01793 772777
Mobile: 07743796766

I have read and understood the privacy notice.

 

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