Aegis Care Privacy Notice
Introduction
This
is Aegis Care’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 providing
transparent information on why we need your personal
data and what we do with
it. This information is set out in this privacy
notice. It will also explain
your rights when it comes to your data.
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 record
the following types of data about you:
·
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. (if you pay
Privately for your care)
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.
·
Records of the care and support you
receive from us.
·
Any letters we may have sent on your
behalf (this may be a
supporting application for housing or benefits for
example.
Why
do we have this data?
We
require 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 are required to do so in our
performance of a public task;
·
We are required to do so in order to
fulfil a contract that we
have with you;
·
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.
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:
1.
The
Salford
adult Social care department or Mental Health
Services.
2.
The
department
of work and pensions in support of benefit
applications (if you ask us to)
3.
Other
Third
Parties
We
do this face to face, via
phone, via email, via post or via application forms
Third
parties are organisations
we have a legal reason to 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;
·
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 about you:
·
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 to claim
statutory maternity pay;
·
Criminal Record Data.
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 laws;
·
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 National
Minimum Data Set, this allows Skills for Care to
produce reports about
workforce planning.
We
process your special category
data because
·
It is necessary due to social security
and social protection law -
we are required to perform Disclosure and Barring
Service (DBS) checks on our
staff;
·
It is necessary for us to process
requests for sick pay or
maternity pay;
·
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.
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, via email, via our website, via post, via
application forms.
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 Provider NEST
·
Our external payroll provider; Warents
Feingold and Company
·
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.
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. You can also request that we
restrict all processing
of your data while we consider your rectification
request;
3.
You have the right to request 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 Information
Governance Alliance’s
guidelines (https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016)
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.
5.
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.
6.
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
https://ico.org.uk/global/contact-us/
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