Oxford Aunts Care (“we”, “us”, or “our”) is committed to protecting and respecting the personal data that we hold. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for the purposes described in this privacy statement or as made clear before collecting personal data.
Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data.
We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.
The personal data that is provided to us is provided either directly from the individual concerned, or from a third party acting on behalf of an individual.
Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy statement.
We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security.
We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
All information you provide to us is stored on our secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
3 DATA THAT WE HOLD
We provide services to individuals as well as organisations. The exact data held will depend on the services to be provided.
Where we engage with individuals, we may collect and process personal data in order to satisfy a contractual or operational obligation. We request that individuals only provide the personal data that is required for us to fulfill our contractual or operational obligation.
3.1.1 Why do we process data?
Where data is collected for professional services, it is used for a number of purposes, as follows;
• Providing services to you. Data is processed in accordance with the purpose which we have collected it:
o Oxford Aunts Care’s Carers and other Employees: We will process your data if you are currently one of our carers or you have expressed a wish to be a Carer. If you are a Carer we process your data to get you into a placement and to provide you with on-going support and training.
o Clients: We will process your data if you are currently a client or you have expressed a wish to be a client. If you are a client, we will process your data to get you an appropriate carer that suits your needs and to provide a high quality managed live in care service in accordance with our regulatory requirements.
• Individual needs. When communicating with and assessing the needs of clients and staff, personal data may be processed in order to ensure that their needs are appropriately satisfied. This may include assessing whether the services provided to our clients are appropriate.
• Administration. In order to manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing client relationships, hosting events, and maintaining internal operating processes.
• Regulatory. In order for Oxford Aunts Care to do what it does, we may from time to time be required to collect and process personal data in order to fulfill regulatory, legal or ethical requirements. This may include (but is not limited to) the verification of identity of individuals. Personal data may also be passed on to the regulator as part of our regulatory requirements.
3.1.2 What data is processed?
The data that is processed is dependent on the service that is being provided and on the recipient of this service.
• Services to professional Carers and other employees. Personal data may include Name, Contact details, DOB, Research Proof of Identification, Bank Details, Next of Kin, Incident and Accident records, Care Plans, Photographs, and any other specifically relevant data.
• Services to clients. Personal data may include Name, DOB, Contact details, Power of Attorney, Medical Records, Care Records, Next of Kin.
3.1.3 How long do we hold data for?
We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected, there may also be occasions which will require data to be kept for longer, however this will typically be for legal purposes.
In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. We will periodically review this data, to ensure that it is still relevant and necessary.
When you register to become a carer or other employee at Oxford Aunts Care you will be required to undertake a range of training courses and we will process and store this information.
3.2.1 Why do we process data?
Where personal data on Employees is held, it is used for a number of purposes, as follows;
• Your Information will be used to assess your experience, knowledge and suitability for a job vacancy. We will also use it to provide you with ongoing support throughout your employment with us.
• Administration and management.
3.2.2 What data do we hold?
Personal data that will be stored on our internal database, but is not limited to, name, email address, address, Qualifications, Proof of ID, References, Completed Application Forms.
In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.
3.2.3 How long do we hold data for?
We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected.
We collect and process personal data about our suppliers, subcontractors, and individuals associated with them. The data is held to manage our relationship, to contract and receive services from them, and in some cases to provide professional services to our clients.
3.3.1 Why do we process data?
• Receiving goods and services. We process personal data in relation to our suppliers and their staff as necessary to receive the services.
• Providing services to our clients. Where a supplier is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients.
• Administering, managing and developing our businesses and services. We process personal data in order to run our business, including:
- managing our relationship with suppliers;
- developing our businesses and services (such as identifying client needs and improvements in service delivery);
- hosting or facilitating the hosting of events; and
• Complying with any requirement of law, regulation or a professional body of which we are a member. We are subject to legal, regulatory and professional obligations. We need to keep certain records to show we comply with those obligations and those records may contain personal data.
3.3.2 What data do we hold?
We will hold supplier’s names, contacts names, and contact details of suppliers.
3.3.3 How long do we hold data for?
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation). Data may be held for longer periods where required by law or regulation and in order to establish, exercise or defend our legal rights.
4 PEOPLE WHO USE OUR WEBSITE
When people visit our website, personal data is collected both through automated tracking and interacting with various forms on the website or apps (collectively referred to as the websites).
Personal data may be collected when individuals fill in forms on our websites or by corresponding with us by phone, e-mail or otherwise. This includes information provided when an individual register to use our websites, subscribe to our service, make an enquiry.
5 SHARING PERSONAL DATA
We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.
Personal data held by us may be transferred to:
Third party organisations that provide applications/functionality, data processing or IT services to us
We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.
• Other Health Care Professionals – If we cannot provide a suitable service to you, we may share your details with other agencies who are more suited to your needs. We will only do this with your written consent.
• Family members – If you are a client, we may share your data with someone who you have authorised to manage your care and data on your behalf or if they have provided a Power of Attorney document.
• Other professional services who can assist with your support: External care providers, Care Commissioning Group, Mental Health agencies, District Nurses, GP, Social Workers.
• Law enforcement or regulatory agencies or those required by law or regulations.
• External technical and payment service providers, including card based and digital payment platforms, for the processing of money handling during the provision of care services
Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.
6 LOCATIONS OF PROCESSING
7 INDIVIDUAL’S RIGHTS
Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:
• Individuals may request access to their personal data held by us as a data controller.
• Individuals may request us to rectify personal data submitted to us or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
• Individuals may request that we erase their personal data
• Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us or clicking on the unsubscribe link in an email received from us.
• Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
• Individuals may request information about, or human intervention into, any automated data processing that we may undertake.
If you wish to exercise any of these rights, please send an email to firstname.lastname@example.org
We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to email@example.com. We will look into and respond to any complaints we receive.
You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns
9 DATA CONTROLLER AND CONTACT INFORMATION
The data controller for Oxford Aunts Care is Sarah Wiskin.
If you have any questions about this privacy statement or how and why we process personal data, please contact us at:
Oxford Aunts Care
10 CHANGES TO OUR PRIVACY STATEMENT
Updates to this privacy statement will appear on our website www.oxfordaunts.co.uk
Reviewed by: Managing Director
Reviewed on: 05.07.19
Next Review due: 05.07.20