DATA PROTECTION AND SUBJECT ACCESS 2018
This policy overrides our previous data protection policy and is compliant with the GDPR 2018
The purpose of this policy is to protect clients and staff members from breaches of personal information collected by and stored by SSA Quality Care.
The policy describes how we collect and use personal information about you in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.
This policy applies to:
Aim of policy
To provide information on how we collect and process personal and sensitive data. Please contact us if you have any questions or would like more information.
How to Contact Us
We can always be contacted by email or phone or by completing our online enquiry form for details please refer to our contact us page.
Who we are
SSA Quality Care is an independently owned and operated business. We are registered with Companies House and our company number is 05626573 our VAT number is 872910216
We will comply with data protection law which states that any personal information we hold about individuals must be:
We will only use personal information for the purpose for which it has been collected. If we think that we will need to use personal information for an unrelated purpose, we will contact the individual or organisation to whom this relates to and we will explain the legal basis which will allow us to use data in this manner.
In certain circumstances we may need to process personal information without prior knowledge or consent, but we will only do so where this is required or permitted by law.
Information that falls into the “Special categories” of data
We also collect data which falls into this category including:
Racial or ethnic origin, Political opinions, Religious belief or similar (philosophical belief*) Trade union membership, Physical/mental health or condition, Sexual life or (sexual orientation), Commission or allegation of an offence, Proceedings for any offence, disposal of proceedings or sentence, Genetic data, Biometric data
Clients and their families
We may collect, store, and use the following categories of personal information about clients and their families or named contacts, prospective and former clients
We need to collect and process this information so that we may provide a social care service. The collection and processing of such data is essential for the proper functioning of our activities and has a lawful basis for the provision of our service in a social care context. If consent to collect and process certain types of personal data including any data required relating to family or relevant others/friends is withheld we may be unable to provide our services. As such, we will require such consent to collect and process such data in order to provide the services to clients and their families.
We may collect, store, and use the following categories of personal information about from job applicants:
We may also collect, store and use the following "special categories" of more sensitive personal information in order to meet our obligations under employment law:
The reason that we need to collect this information is to:
Applicants who fail to provide certain information when requested, will not be considered for employment.
Following successful recruitment we may also collect, store, and use the following additional categories of personal information about employees:
Below are some examples of the purposes for which we collect data but it is not an exhaustive list:
We may also collect and process the following "special categories" of more sensitive personal information in order to meet our obligations under employment law:
Sensitive information is used for the following:
If employees fail to provide certain information when requested, we may not be able to perform the contract we have entered into with them or we may be prevented from complying with our legal obligations
Suppliers & Third Parties
Where we are engaged in a business or referral relationship with other organisations and third parties we will maintain a record of their contact details for the purposes of:
We collect personal information directly from a job applicant through the application and recruitment process, through enquiries via our website and sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.
How we store data
We store data securely in fireproof lockable storage systems and also backup data to secure external servers.
How long we keep data
We will only retain personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Data from Clients & clients’ families
To comply with our legal and regulatory obligations we have to retain your personal data for a period of three (3) yearsfrom the date of last entry. Once this period has expired, all of your personal data will be permanently deleted.
Data from Job Applicants
If an application is successful, the retention of personal information will be governed by the retention timescales applicable to our employees.
If an application is unsuccessful, to comply with our legal obligations we may retain personal information for up to six (6)months after we have notified the applicant of the outcome of our recruitment decision unless the applicant has given us their permission to retain their data for longer.
Data from Employees
To comply with our legal obligations we have to retain the majority of employee records for six (6) yearsfrom the date that employment with us ends.
Data from Suppliers & Third Parties
We keep data for as long as there is an ongoing working relationship with our organisation. Once the relationship has ended, all personal data will be permanently deleted.
Who has Access to Data
Relevant information may be shared with:
We may have to share your data with third parties, including third-party service providers
We may have to share your data with third parties, including third-party service providers. We will only share your data where required to do so by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
We will not, transfer data outside of the European Economic Area.
This notice explains what data we will be gathering about clients, employees and applicants and why we need it, what it will be used for, how long it will be kept, how it will be kept safe, and what rights the individual has with regards to their own data.
The notice is given to all clients at the commencement of the service and to all job applicants and employees.
For the purpose of clarification we will hereby refer to all clients and their families, job applicants and employed staff and all other third parties for whom we gather and process personal information as “data subjects”
Data subject responsibility to Inform us of changes
It is important that the personal information we hold about all data subjects is accurate and current. Data subjects must keep us informed if their personal information changes.
Subject access rights
Because of the data we hold subject access rights in respect of that personal data are set out here:
Changes to this policy
We reserve the right to update this policy at any time, and we will provide data subjects a new privacy notice when we make any substantial updates.
SSA Quality Care 14thMay 2018
"I no longer feel that I have to do everything after finding SSA Qualitycare"
“The service my parents received from the staff at SSA Qualitycare was amazing and would have no problem recommending them“
“Home care from SSA Qualitycare has proved to me how important it is to have the best home care provider.”
SSA Qualitycare is registered, and therefore licensed to provide services, by the Care Quality Commission (Provider ID 1-101688853).
For more information, visit www.cqc.org.uk.