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Approved Care and Support - Privacy Notice
Approved Care and Support is subject to and registered under the Data Protection Act 2018.
Your confidentiality and privacy is very important to us, and we take every step to ensure your information is safeguarded.
Our staff are trained to respect confidentiality and sign a confidentiality agreement when joining Approved Care and Support. Your information will not be discussed with another Service User, Friend, Neighbour or Acquaintance, although there may be situations where information needs to be shared to ensure your safety or the safety of others . Wherever possible this will be done with your knowledge and consent.
The following sections describe the data we will hold about you, how we use, share and store it, and what your rights are.
Information About You
We will hold personal confidential information about you which will be used to support delivery of high quality care. It is important for us to have a complete picture of you and your medical history as this information assists staff involved in your care to deliver care safely and effectively and to produce appropriate care plans to meet your needs. It also helps us to communicate effectively and accurately with other healthcare professionals.
This information we hold includes:
We use this information:
Storage And Retention
The data we hold on you is held in four ways;
Electronic data will be archived and maintained for six years, or ten years if any health and safety issues have occurred that could result in a future claim against our public liability insurance. After this period, the data will then be deleted.
Sharing Of Information
We communicate changes to your needs and relevant information about your care to our staff via our secure electronic management system and via email. We also write a weekly ‘newsletter’ which provides updates and reminders about changes to our Service Users. This information is kept strictly within Approved Care and Support.
We will share your personal information outside of Approved Care and Support with;
We may disclose appropriate data to other healthcare professionals for the express purpose of delivering safe personalised care. For example, we may disclose information about pressure sores to a District Nurse, your medication history to a GP or medical history to Ambulance staff in an emergency.
If your care is provisioned by Social Services, we are contracted to provide them access to all of the data we hold about you.
As part of the inspection process by Social Services (if you were referred by them) and our governing body, the Care Quality Commission (CQC), your data and records may be checked to ensure that our care package complies with legislation and their quality rules. We may also disclose your contact details to the CQC for the purposes of allowing them to contact you for quality surveys.
If we believe you are at risk of harm, we may disclose relevant information to appropriate bodies, such as Oxfordshire Safeguarding or in extreme cases, the police
We will never disclose any of your information to non-healthcare professionals or healthcare professionals not involved in your care without your express permission.
If you elect to pay for your services by Direct Debit, your bank account, sort code, account name and the address that invoices are sent to will be stored by our Direct Debit Bureau Company purely for the purposes of collecting fees.
Clients that are referred by Social Services have their telephone number and care visits recorded on an external system for the purposes of recording call times and calculating charges. This data is also available to Social Services.
Your Rights
You have the right to request a copy of all the data we hold on you. Please contact us if you wish to discuss this further.
If you feel any of the data we hold about you is incorrect, you have the right for this data to be amended.
You also have the right to remove your consent at any point. Of course, this may prevent us providing further care to you.
Staff Privacy Notice
We will hold personal confidential information about you which will be used to support delivery of high quality care.
While working for Approved Care and Support, you will write notes on clients and the tasks you have performed. For the avoidance of doubt, these notes will not be considered to contain any personal data about you.
Your data will be used to assign you work, provide you with hours of work, pay you, monitor your performance, write to you with important documents, check your skills, qualifications and experience, appraise your performance and safeguard your health, safety and wellbeing in the workplace.
This is done on the basis of your consent and the legitimate interests to safeguard your health, safety and welfare and the health, safety and welfare of your colleagues, clients and third parties in the workplace. Your data is also processed in accordance with a contractual requirement between us and you. The failure to provide us with the data or to withdraw your consent may impact upon your recruitment, employment or tasks, duties and responsibilities with your role and/or assignment. You should discuss the further impact of this with your manager.
Retention
If you have not commenced employment, we will keep all records for a period of 1 year. We will keep the names of all applicants that don’t start, and reasons for non-start, for a period of 6 years, to aid us track repeat applicants.
We keep all data and records during your employment and for a period thereafter of 6 years. This period has been determined for the protection of the organisation in the event any professional negligence or breach of contract claims in the event we use representation to defend any claims. In the case of Finance data, this is to comply with HMRC regulations.
Data during your employment will be kept in a locked folder in the office or on our secure management system. Following your departure from the Company, your file will be moved to a secure archive facility. Your name and dates of employment may be kept on our management system for 10 years after your leaving date allowing us to respond to reference requests from future employers.
Sharing Of Data With External Bodies
We will not disclose your personal data to any organisation or body with the exception of those listed below.
As part of our inspection process by our governing body, the Care Quality Commission (CQC) and Oxfordshire County Council (OCC), your data and records may be checked to ensure that our care package complies with legislation and their quality rules. We may also disclose your contact details to the CQC and to OCC for the purposes of allowing them to contact you for quality surveys.
In the event of suspected wrongdoing, we may disclose relevant information to appropriate bodies, such as Oxfordshire Safeguarding or in extreme cases, the police.
Our payroll is processed by a third party accountant, who have full access to your pay and tax history. They also have access to data required to process pay, pension and tax.
Your name and schedules will be uploaded to a third party Electronic Time Management Service (ETMS) provider to allow us to track your entry and exit times to certain clients.
We may need to discuss your employment with our legal advisors and will disclose appropriate details of you employment depending on the advice required.
We may, from time to time, be required by law to disclose details of your employment, pay or taxation to certain official organisations and we will comply with these requests when asked to do so.
Your Rights
You have the right to;
Approved Care and Support
14a Salop Road, Oswestry, Shropshire - 01691 655999
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