We respect your right to privacy. This Privacy Policy sets out details of the information that we may collect from you and how we may use that information. This Privacy Policy should be read alongside, and in addition to, the Code of Practice. Please read this Privacy Policy, which is for prospective and registered Clients and prospective and registered Companion/Carers, carefully.
1.0 ABOUT US
In this Privacy Policy, references to “we”, “us” or “Agency” are to Caring Companions (UK) Ltd, a company incorporated in England and Wales (registered number 5522775) whose registered office is Gwernto Bach, Bwlchgwyn, Wrexham. LL11 5YR. Gareth Williams is the Data Controller of any personal data processed as described in this Privacy Policy.
If you have any questions about your personal information, please contact the office on 01978 752800.
2.0 COLLECTION AND USE OF INFORMATION
CLIENTS
When you make an initial enquiry with us we will take your name and contact details, including an e-mail address and brief initial details which will include the care needs of the Client.
The detailed care needs of the Client need to be collected in order for the Agency to match a Client to a Companion/Carer. These details will have been freely given by the Client (or an authorised family member/POA) in the Client Registration Form and which will then be transferred to the Client Notes. A copy of this will be sent to the Client/family for approval. Only Companion/Carers confirmed and booked by the Client will see the full Client Care Notes.
The Agency will liaise with the Client/family and the Companion/Carer from time to time to update the Client Notes. The Client will have sight of every updated Client Notes for their approval.
COMPANION CARERS
When you make an initial enquiry with us we will take your name and contact details, including an e-mail address and brief initial details which will include your qualifications and experience.
The Agency will hold your contact details, your qualification records, certificates of achievement and their expiry dates.
With consent, we may share your contact details and professional experience with potential Clients in order to facilitate an introduction.
3.0 WEBSITE AND ELECTRONIC COMMUNICATION
By accessing the website via any means and providing comments via the feedback tab, you agree that your personal information may be collected, stored and used by us.
The website www.caringcompanionsltd.com uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.
This website also uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages.
The Website may, from time to time, contain links to websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies. Please check these policies before you submit any personal information to these websites
We will use your email address to send communications pertinent to the business of the Agency. Your email address will not be disclosed to any other party without your permission.
4.0 STORAGE OF INFORMATION
All information collected will be held on electronic database and electronic documents, all of which are stored on computers which are password protected and only accessible to the Data Controller and the Data Processers of Caring Companions (UK) Ltd. The passwords are frequently changed.
In addition, we (or third parties acting on our behalf) may also store or process information that we collect about you in countries outside the European Economic Area, which may have lower standards of data protection. Whilst we have used our best efforts to ensure the security of your data, please be aware that we cannot guarantee the security of information transmitted over the Internet.
5.0 LEGAL BASIS FOR PROCESSING YOUR INFORMATION
We use the following articles from GDPR to legally collect and process you information;
Article 6(1)(a) – processing is conducted with your consent to process personal data for specified purposes
Article 6(1)(b) – processing is necessary for the performance of our contracts to introduce appropriate Companion/Carers
Article 6(1)(c) – processing is necessary for us to demonstrate compliance with our regulatory framework and the law
Article 6(1)(f) – to process your personal data in pursuit of legitimate interests
GDPR recognises that additional care is required when processing special category (sensitive) data such as your health. We process this under the following grounds within GDPR;
Article 9(2)(h) – processing is necessary for the management of social care services
If we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.
6.0 DISCLOSURE OF INFORMATION
We may disclose your personal information to third parties when permitted by law. Use of your personal data by these third parties will be subject to their own privacy policies, which are available on their websites. These third parties include
HMRC
Care Inspectorate Wales
Our provider of file storage and management
If some or all of our assets are acquired by a third party, your data will only be shared provided that they continue to use your information substantially in accordance with the terms of this Privacy Policy.
7.0 DATA RETENTION
CLIENTS
In the event that full registration does not go ahead the details taken will be retained for a period of one year after which they will be destroyed. This is in case the individual wishes to resume registration.
Should a Client leave the Agency their personal data is retained for a period of three years in case the Client wishes to return to the Agency.
The Client’s financial account data is retained for a period of six years from the end of the last company financial year that they relate to in line with HMRC Rules.
COMPANIONS
In the event that full registration does not go ahead the details taken will be retained for a period of one year after which they will be destroyed. This is in case the individual wishes to resume registration.
Should a Companion/Carer leave the Agency their data will be retained for a period of three years in case the Companion/Carer wishes to return to the Agency.
8.0 YOUR RIGHTS
The GDPR provides the following rights for individuals:
Individuals have the right to be informed about the collection and use of their personal data.
Individuals have the right to access their personal data. This is commonly referred to as ‘subject access’. Individuals can make a subject access request verbally or in writing. We have one month to respond to a request and do not charge a fee to deal with a request in most circumstances.
Individuals have the right to have inaccurate personal data rectified, or completed if it is incomplete. An individual can make a request for rectification verbally or in writing.
Individuals have the right to have personal data erased. The right to erasure is also known as ‘the right to be forgotten’. Individuals can make a request for erasure verbally or in writing.
Individuals have the right to request the restriction or suppression of their personal data. This is not an absolute right and only applies in certain circumstances. When processing is restricted, we are permitted to store your personal data, but not use it. An individual can make a request for restriction verbally or in writing.
Individuals have the right to data portability. This allows individuals to obtain and reuse their personal data for their own purposes
Individuals have the right to object to the processing of their personal data in certain circumstances.
Individuals have rights in relation to automated decision making and profiling.
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.
9.0 CHILDREN
Due to the nature of our business we do not have any need to collect details regarding children.
10.0 WHO WILL USE AND WORK WITH YOUR DATA
Gareth Williams has been appointed the Data Controller for the Agency and has overall responsibility. Sheena Williams and Laura Williams have been appointed the Data Processors who are answerable to the Data Controller.
11.0 UPDATING THIS PRIVACY POLICY
We may update or amend this Privacy Policy from time to time, to comply with law or to meet our changing business requirements. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. Any updates or amendments will be posted on the website.
12.0 CONTACTING CARING COMPANIONS (UK) LTD
If you have any questions, comments or complaints about this Privacy Policy, please contact us using the details below:
Caring Companions (UK) Ltd
FAO: Mr Gareth Williams
Gwernto Bach
Bwlchgwyn
Wrexham
LL11 5YR
01978 752800
E-mail: enquiries@caringcompanionsltd.com
Dated: 25th May 2018
