Serene Care Ltd Privacy Notice
Protecting and accessing personal information
As part of the services Serene Care Ltd provides, it is required to process personal data about its staff, its residents and, in some instances, the friends or relatives of its residents and staff. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.
Serene Care Ltd is committed to providing transparent information on why the Company needs your personal data and what is done with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.
If you have any concerns or questions, please contact Serene Care Ltd’s Data Protection Officer by emailing hr@serene.care
Residents
What data does Serene Care Ltd collect?
So that the Company can provide a safe and professional service, Serene Care Ltd needs to keep certain records about you.
This 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
Serene Care Ltd also records 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
- This may also record data about your race, ethnic origin, sexual orientation or religion
Why does Serene Care Ltd have this data?
This data is required so that we can provide high-quality care and support. By law, Serene Care Ltd needs to have a lawful basis for processing your personal data.
Data is processed because:
- The Company is required to do so in order to fulfil a contract that the Company has with you
- The Company has a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005
- The Company is required to do so in its performance of a public task
Serene Care Ltd processes your special category data because:
- It is necessary for the Company to provide and manage social care services
- The company is required to provide data to the regulator, the Care Quality Commission (CQC), as part of the Company’s public interest obligations
- It is necessary due to social security and social protection law
Data may also be processed with your consent. Serene Care Ltd will request permission and will offer you a clear choice and ask that you confirm to us that you consent. Serene Care Ltd 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?
So that the Company can provide you with high-quality care and support, specific data must be used. This is collected from or shared with:
- You or your legal representative(s)
- Third parties
Third parties are organisations that Serene Care Ltd has a legal reason to share your data with. These include:
- Other parts of the health and social care systems 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 the Company has to by law or court order
The information will be kept safe and secure and is generally collected face to face, via telephone and by email. It could also be collected from the Serene Care Ltd website, surveys, in the post and through application forms.
Staff
What data does Serene Care Ltd retain?
So that the Company can provide a safe and professional service, certain records need to be kept about you. Serene Care Ltd 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 the Company can pay you, insurance, pension and tax information
- Your training records
The following data is also recorded, which is classified as “special category”:
- Health and social care data about you, which might include both your physical and mental health data – the Company 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
- The Company may also record data about your race and ethnic origin
As part of your application, you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check).
Why does Serene Care Ltd have this data?
Serene Care Ltd is required to retain this data so that the Company can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, the Company needs to have a lawful basis for processing your personal data.
The Company processes your data because:
- The Company has a legal obligation under UK employment laws
- The Company has been required to do so in our performance of a public task
Serene Care Ltd processes your special category data because:
- It is necessary for the Company to process requests for sick pay or maternity pay
- The Company is required to provide data to the regulator, the Care Quality Commission (CQC), as part of the Company’s public interest obligations
If Serene Care Ltd requests your criminal records data, it is because there is a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. The Company does not keep a record of your criminal records information (if any).
Serene Care Ltd may process your data with your consent. If the Company needs to do this, Serene Care Ltd will ask for your permission, offer you a clear choice and ask that you confirm with the Company that you consent. A clear explanation will be given to you on what the Company will need the data for and how you can withdraw your consent.
Where does Serene Care Ltd process your data?
As your employer, we need specific data. This is collected from or shared with:
- You or your legal representative(s)
- Third parties
Serene Care Ltd does this face to face, via phone, via email, via our website, via post and via application forms and via applications.
- Third parties are organisations that the Company has a legal reason to share your data with. These include:
- Her Majesty’s Revenue and Customs (HMRC)
- Pension and healthcare schemes
- External payroll provider
- Organisations the Company has a legal obligation to share information with i.e. for safeguarding, the CQC
- The police or other law enforcement agencies if the Company has to by law or court order
- The DBS Service
Friends/relatives
What data does the Company hold?
As part of Serene Care Ltd’s work providing high-quality care and support, it might be necessary that the Company holds the following information on you:
- Your basic details and contact information e.g. your name and address
Why has the Company got this data?
By law, Serene Care Ltd needs to have a lawful basis for processing your personal data.
The Company processes your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use the Company’s service and keeping emergency contact details for Serene Care Ltd staff.
Serene Care Ltd may also process your data with your consent. If the Company needs to ask for your permission, the Company will offer you a clear choice and ask that you confirm to us that you consent. There will be a clear explanation provided as to what the Company needs your data for and how you can withdraw your consent.
Where does Serene Care Ltd process your data?
So that we can provide high-quality care and support the Company needs specific data. This is collected from or shared with:
- You or your legal representative(s)
- Third parties.
This is done face to face, via telephone, via email, via our website, via post, via application forms.
Third parties are organisations that the Company has a legal reason to share your 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 the Company has to by law or court order
Serene Care Ltd website
In order to provide you with the best experience while using the Serene Care Ltd website, the Company might process some data about you.
Please refer to the Website Privacy Policy in order to understand further how Serene Care Ltd collects your information on the website and any cookies that are used.
Your rights
The data that Serene Care Ltd keeps about you is your data, and the Company ensures that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:
- You have the right to request a copy of all of the data that Serene Care Ltd keeps about you. Generally, the Company will not charge for this service
- You have the right to ask to correct any data that the Company has that you believe to be inaccurate or incomplete. You can also request that the Company restricts all processing of your data while Serene Care Ltd considers your rectification request
- You have the right to request that the Company erases any of your personal data which is no longer necessary for the purpose the Company originally collected it for. Serene Care Ltd retains its data in line with the Information Governance Alliance’s guidelines
- You may also request that Serene Care Ltd restricts processing if the Company no longer requires your personal data for the purpose it was originally collected it for, but you do not wish for it to be erased
- You can ask for your data to be erased if Serene Care Ltd has asked for your consent to process your data. You can withdraw consent at any time – please contact the Company to do so
- If the Company is processing your data as part of Serene Care Ltd’s 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. The Company will restrict all processing of this data while your objection is investigated
- You may need to provide adequate information for Serene Care Ltd 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. The Company 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 Serene Care Ltd has dealt with your request, please contact:
HR Office
CO/ Rugby Care Centre
53 Clifton Rd,
Rugby
CV21 3QE
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