Introduction

This is the Privacy Notice of Tender Loving Care (TLC) by Platinum Skies.

As part of the services we offer, we are required to process personal data about our staff, their relatives, our residents, and, in some instances, the friends or relatives of our residents. “Processing” can mean collecting, recording, organizing, storing, sharing, or destroying data.

We are committed to providing transparent information on why we need to process 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.

2. Residents

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about our Residents. We may record the following types of data about our Residents:

• Their basic details and contact information e.g. name, address, date of birth, and next of kin;
• Financial details e.g. details of funding arrangements and how care is paid for.

We also record the following data which is classified as “special category”:

• Health and social care data about our Residents, which might include both physical and mental health data.
• We may also record data about race, ethnic origin, sexual orientation, or religion.

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 personal data.

We process personal data because:

• We are required to do so in order to fulfill a contract that we have with our Resident;
• We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

We may also process resident data with their consent. If we need to ask for permission, we will offer a clear choice and ask for confirmation of consent. We will also explain clearly what we need the data for and how consent can be withdrawn.

Where do we process data?

So that we can provide high-quality care and support, we need specific data. This is collected from or shared with:

• Residents or their legal representative(s);
• Third parties.

Third parties are organizations we have a legal reason to share resident 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;
• Organizations 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.

3. Staff

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about our staff. We may record the following types of data about our staff:

• Basic details and contact information e.g. name, address, date of birth, National Insurance number, and next of kin;
• Financial details e.g. details so that we can pay our staff, insurance, pension, and tax details;
• Training records.

We also record the following data which is classified as “special category”:

• Health and social care data, which might include both physical and mental health data – we will only collect this if it is necessary for us to know as an employer, e.g. fit notes or in order to claim statutory maternity pay;
• We may also record data about race, ethnic origin, sexual orientation, or religion;
• Criminal Records Data.

Why do we have this data?

We require this data so that we can contact staff, pay staff, and make sure staff receive the training and support needed to perform their job. By law, we need to have a lawful basis for processing personal data.

We process staff personal data because:

• We have a legal obligation under UK employment laws;
• We process 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 staff data with their consent. If we need to ask for staff permission, we will offer a clear choice and ask that staff confirm their consent to us. We will also explain clearly what we need the data for and how consent can be withdrawn.

Where do we process data?

As an employer, we need specific data. This is collected from or shared with:

• Staff or their legal representative(s);
• Third parties.

Third parties are organizations we have a legal reason to share staff data with. These include:

• Her Majesty’s Revenue and Customs (HMRC);
• Our pension scheme, The People’s Pension;
• Our external payroll provider, Polestar Payroll;
• Organizations 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.

Friends/Relatives (“Connected individuals”)

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on friends and relatives of both our staff and residents:

• Basic details and contact information e.g. name and address;

Why do we have this data?

By law, we need to have a lawful basis for processing personal data.

We process data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about our residents and keeping emergency contact details for our staff.

We may also process data with consent. If we need to ask for permission, we will offer a clear choice and ask for confirmation of consent. We will also explain clearly what we need the data for and how consent can be withdrawn.

Where do we process data?

So that we can provide high-quality care and support, we need specific data. This is collected from or shared with:

• Connected Individuals or their legal representative(s);
• Third parties.

Third parties are organizations we have a legal reason to share data with. These may 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;
• The police or other law enforcement agencies if we have to by law or court order.

The data that Tender Loving Care (TLC) by Platinum Skies keeps about Individuals is personal data and Tender Loving Care (TLC) by Platinum Skies ensures that we keep it confidential and that it is used appropriately. Individuals have the following rights when it comes to their personal data:

• The right to request a copy of all of the data Tender Loving Care (TLC) by Platinum Skies keeps for that Individual. Generally, Tender Loving Care (TLC) by Platinum Skies will not charge for this service;
• The right to ask Tender Loving Care (TLC) by Platinum Skies to correct any data Tender Loving Care (TLC) by Platinum Skies has which is believed to be inaccurate. An Individual can also request that Tender Loving Care (TLC) by Platinum Skies