Garforth Care Homes

Privacy Policy

Introduction

This is Garforth Care Home’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, 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:

Garforth Care HomesThe HolliesChurch LaneGarforthLS25 1NW

0113 287 1808

Residents

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 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 will take your photograph for identity/ medical purposes. Photos may also be taken for our Facebook family group and marketing purposes however this will be discussed with you at the time to ensure you consent to this, or a decision made in your best interest. Photos of activities may be distributed through our staff messenger groups which are encrypted, for uploading to Facebook etc. Staff phones are all password protected and these photos will not be shared outside of the work environment. 

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. 

• To provide a better service we also have access to view parts of your NHS Patient Record through a system called GP Connect. This data is shared with us under strict guidelines and we can only view it – we cannot alter or download it.

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 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?

To help improve our customer experience and manage enquiries effectively, we may share the information you provide (by phone or email) with our trusted partner, Smooth Group Limited.

When appointed to do so, Smooth Group may support us by: Monitoring and improving enquiry follow-up; Carrying out quality checks and mystery shopping; Gathering feedback from recent enquiries; Assisting with enquiry handling and communication. Calls may also be recorded for training and monitoring purposes.

Smooth Group acts as a data processor and will only process your information in accordance with our instructions, solely for the above purposes. They will securely delete your data when it is no longer required.

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, email, post, application forms, apps.

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; 

• Through GP Connect which allows us access to a Read-Only version of your medical record

• 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.

National Data Opt-out information 

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. You can find out more information at https://www.nhs.uk/your-nhs-data-matters/.

The only data shared nationally, outside care and treatment, is through logging covid testing through the government website in order to log and/or obtain covid testing results. Name and dates of birth are used for this purpose. This is currently a legal requirement and there is an overriding public interest in order to prevent the spread of disease. Residents will have the right to consent to testing, or be undertaken in their best interest with their relatives input. 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;

• ID and right to work information 

• Your financial details e.g. details so that we can pay you, insurance, pension and tax details;

• Your training records.

• A record of whether we have checked your vaccination status or your exemption status. We don’t keep a copy of the proof of vaccination or exemption or the reason why you might be exempt. 

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;

As part of your application you will 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 as a summary document is provided by our DBS supplier which we retain on our records. 

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 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.

We request your criminal records data 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 may keep a record of your criminal records information (if any). We do record that we have checked this and will record as a discussion and conduct a risk assessment in order to ensure we keep our residents safe. 

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:

1. You or your legal representative(s);

2. Third parties.

We do this face to face, via phone, email, post, application forms and 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 – Nest and WPA (Details can be supplied on request)

• 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 (Details can be supplied on request)

All policies relating to data protection can be accessed on Altrura (E-learning Platform) 

Visiting Professionals 

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, work phone number and email address, and work location;

• A record of whether we have checked your vaccination status 

• Your professional indemnity insurance documents if a paid professional such as hairdresser, chiropodist, optician, dentist etc

• A record of your registration with an appropriate body if a paid professional such as chiropodist, optician, dentist etc

Why do we have this data? 

We may 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?

We keep a record of your data on Share Point (shared drive) accessible by managers of the service only. 

This data is only shared with CQC as we have a legal obligation to share this with them. 

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, address, email address and telephone number

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.

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:

1. You or your legal representative(s);

2. Third parties. 

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

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. 

Website Privacy Policy

Garforth Care Homes ("us", "we", or "our") operates https://www.garforthcarehomes.com (the "Site"). This page informs you of our policies regarding the collection, use and disclosure of Personal Information we receive from users of the Site.

We use your Personal Information only for providing and improving the Site. By using the Site, you agree to the collection and use of information in accordance with this policy.

Information Collection And Use

While using our Site, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to your name ("Personal Information").

Log Data

Like many site operators, we collect information that your browser sends whenever you visit our Site ("Log Data").

This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our Site that you visit, the time and date of your visit, the time spent on those pages and other statistics.

In addition, we may use third party services such as Google Analytics that collect, monitor and analyze this.

Communications

We may use your Personal Information to contact you with newsletters, marketing or promotional materials and other information.

Cookies

Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer's hard drive.

Like many sites, we use "cookies" to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.

Security

The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

Changes To This Privacy Policy

This Privacy Policy is effective as of 12 December 2019 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

We reserve the right to update or change our Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.

If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on 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:

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. We retain our data using the following retention guidelines: 

4. 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. 

5. 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.

6. 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. 

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

Information Commissioner’s Office https://ico.org.uk/global/contact-us/Wycliffe HouseWater LaneWilmslowCheshire SK9 5AF

If you would like access to any of our policies and procedures you can do so by writing directly to the care home, or by emailing the home manager who will be happy to support your request.