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Privacy Policy

This is the privacy notice of Direct Care Limited

Direct Care Limited registered office is:
Rutland House
90/92 Baxter Avenue
Southend on Sea
Essex
SS2 6HZ

Direct Care Limited is registered with OFSTED for services in Cambridgeshire, Lincolnshire, Norfolk and Northamptonshire

  • Aims of the notice

Direct Care Limited is required by law to tell you about your rights and our obligations in collecting and processing your personal information. We have a range of policies and procedures to ensure that any personal information you supply is only with your active consent, has a legal basis, is held securely and treated confidentially in line with applicable regulations. We list relevant documents in Section 6 and can make them available.

  • What personal information we collect about: a) service users; b) employees; c) third parties
  • Service users: as a registered provider, we must collect information on service users, including:
    Individual details - name, address (and proof of address), other contact details (e.g. email and telephone details), gender, marital status, family details, date and place of birth.
    Identification details - identification numbers issued by government bodies or agencies (e.g. national insurance number, passport number, ID number, tax identification number).
    Health data - current or former physical or mental medical conditions, health status, injury or disability information, medical procedures performed, relevant personal habits (e.g. smoking or consumption of alcohol), prescription information, medical history;
    Other Special Categories of Personal Data - racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning an individual’s sex life or sexual orientation
    Ongoing records - Care Plans etc

This information is contained both electronically and in paper files,all of which are subject to strict security and authorised access policies. The legal basis for processing this information is in the public interest (performance of task carried out by a public authority or private organisation acting in the public interest).  
Service users are informed of their right to access information and any restrictions to the information provided.

  • Employees (volunteers): the service operates a safe recruitment policy and all information obtained:
    Individual details - name, address (and proof of address), other contact details (e.g. email and telephone details), gender, marital status, family details, date and place of birth, employer, job title and employment history.
    Identification details - identification numbers issued by government bodies or agencies (e.g. national insurance number, passport number, ID number, tax identification number, driver’s license number).
    Financial information - payment card number, bank account number and account details, income and other financial information.
    Insured risk - information about the insured risk, which contains Personal Data and may include, only to the extent relevant to the risk being insured:
  • Health data - current or former physical or mental medical conditions, health status, injury or disability information, medical procedures performed, relevant personal habits (e.g. smoking or consumption of alcohol), prescription information, medical history;
  • Criminal records data - criminal convictions, including driving offences; and
  • Other Special Categories of Personal Data - racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning an individual’s sex life or sexual orientation:

The legal basis for processing this information is compliance with legal obligations. (Contractual requirement) Employees are aware of their right to access information.

  • Third parties - personal information is obtained about others associated with the delivery of care services, including contractors, visitors, agency workers etc, which will be protected in the same way as information on service users and employees.
  • How we collect information
  • Face to Face or by telephone
  • Email
  • Applications on line through our website
  • Paper forms
  • Third Parties (reference checks, Disclosure Barring Services,)
  • What we do with your personal information

We will only use service user, employee and third party information in the provision of public services (safeguarding) and to meet regulatory requirements (Ofsted, Local Authorities, Children’s Homes Regulations 2015, and Data Protection Act 2018). We will not share information for any other purpose.

  • How we keep your information safe

We have a range of policies designed to keep your information safe. These include

  • IT security
  • HR documents etc
  • Accessing files
  • Record retention
  • Confidentiality policy
  • Recording of information policy
  • Verify who we are talking to before disclosing information.
  • With whom we might share information  

Service user - information is shared with other health and social care professionals in order to provide safe and effective care in the pursuit of the public interest. We will share information to families based on….consent, legal basis, lasting power of attorney etc

Employee - information will be shared as above in the public interest or with consent.

 Third parties - information will only be shared with your consent

The only exception will be when we are required by law to provide information e.g. criminal investigation, or overriding legitimate interest, which overrides your rights and freedoms.

We use your information to:

  • Communicate with you and others as part of our business;
  • Send you important information about changes to our policies or services, other terms and conditions and other administrative information;
  • Make decisions about whether to provide insurance cover;
  • Provide, where relevant, insurance and assistance services, including claim assessment, processing and settlement; and, where applicable, handle claim disputes;
  • Provide, where relevant, occupational health services
  • Manage our infrastructure and business operations, and comply with internal policies and procedures, including those relating to auditing; finance and accounting; billing and collections; IT systems; business continuity; and record management.
  • Resolve complaints, and handle requests for data access, correction or removal;
  • Comply with applicable laws and regulatory obligations such as those relating to anti-money laundering and anti-terrorism; comply with legal process; and respond to requests from public and governmental authorities and litigation; and
  • Your information will only be used for the above mentioned purposes and will never be sold or rented.
  • How can personal information held  be accessed

 There are procedures in place to enable service users, employees and third parties to access their information (see Section 6). The right to access includes both the information and any uses which we might have made of the information.

  • How long we keep information

 We have a document retention policy that is strictly adhered to, that meets regulatory, statutory and good practice requirements.

  • How we keep our privacy policies up to date

 The staff appointed to control the process of personal information (e.g. DPO) is designated to assess all privacy risks continuously and to carry out periodic reviews of the policies annually.