Privacy Policy
Introduction
This is Grange Healthcare Ltd 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:
Chris Holden – Data Protection Officer
chris@grangehealthcare.co.uk
Service Users
- 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 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.
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?
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 enquiry forms, via 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. - 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.
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. - 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 a
Disclosure and Barring Service (DBS) check (Criminal Record Check). We do not keep this data once
we’ve seen it.
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.
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 process your special category data because
We do this face to face, via phone, via email, via our website, via post, via application forms, via
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:
- Our external payroll provider: Mayes Accountants
- 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.
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 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.
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, via
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.
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 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 in line with the
NHS England’s digital guidance who are statutory custodian for health and care data for
England. - 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 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.
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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF