PRIVACY POLICY

Effective Date: 01/05/2025
Last Reviewed: 01/05/2025
Next Review Due: 01/05/2025] (recommended: annually or every 2 years)
Reviewed By: Registered Manager
Policy Owner: Rose Family Care Ltd
Data Controller Contact: enquiries@rosefamilycare.co.uk

1. Introduction

At Rose Family Care Ltd, we are committed to protecting and respecting the privacy of everyone we support, employ, and work with. This policy explains how we collect, use, store, share, and protect personal data, in line with the UK GDPR, the Data Protection Act 2018, and the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.

2. Who This Policy Applies To

This policy covers:

• Service users and their families
• Staff and care professionals
• Job applicants, contractors, and volunteers
• Website users and other contacts

3. What Information We Collect

A. Personal Information:

• Name, contact details, NHS number, date of birth, emergency contacts
• Billing and payment information

B. Special Category (Health & Care) Data:

• Care plans, medical history, allergies, GP details, risk assessments, safeguarding

C. Employment Data:

• Application and vetting info, DBS results, training, supervisions, right to work

D. Website & Communication Data:

• IP addresses, cookie preferences, online forms and feedback

4. How and Why We Use Your Data

5. How We Collect

Data We collect data from:

• Direct contact (phone, email, forms, visits)
• Referral agencies or professionals
• Public health bodies (e.g. NHS, GP)
• Recruitment and application forms

6. How We Protect and Store Your Data

We follow strict security measures:

• Password-protected systems and limited access
• Encrypted devices and secure file storage
• Regular training and audits
• Locked cabinets for paper records
• We retain data in line with sector standards:
• Care records: 8 years after end of service
• Staff files: 6 years post-employment
• Complaint logs: 3 years

7. Who We May Share Data With

• We only share your data when necessary:
• GPs, district nurses, hospitals, and care professionals
• Local authority safeguarding or funding teams
• Payroll and HR service providers
• CQC (for regulatory purposes)
• Police or legal authorities (if required by law)
• We do not sell your information to any third party.

8. Your Rights

You have the right to:

• Request a copy of your data (Subject Access Request)
• Correct or update your information
• Ask us to delete or limit processing (where applicable)
• Withdraw consent (if used)
• Complain to the Information Commissioner’s Office (ICO)

📞 0303 123 1113 | 🌐 www.ico.org.uk

9. Cookies and Website Usage

We may use cookies on our website to enhance your browsing experience. These may track preferences, log visits, or store user settings. You can accept or decline cookies through your browser settings. For full details, see our Cookie Policy.

10. Changes to This Policy

We regularly review and update this privacy notice. Any significant changes will be communicated via our website or email. The latest version will always be available upon request.

11. Contact Us

For questions about your personal data or this policy, please contact:
Rose Family Care Ltd
67 Thong Lane, Gravesend, Kent, DA12 4LB

📞 07951 308 675
📧 enquiries@rosefamilycare.co.uk