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Dresden House   

A Home with care


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

 

We are committed to being transparent about why we need your personal data and what we do with it. 

This information is set out in our privacy notice below. These notices are also displayed within Dresden House for all to see. 

Your individual copy is available within the Residents Pre-Admission Booklet, issued during the admission process or induction process for staff.

 

This notice explains your rights when it comes to your data.

 


Residents


What data do we have?

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

  • 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.

We also record 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.
  • We may also record data about your race, ethnic origin, sexual orientation or religion.

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data.

We process your data because we have a legal obligation to do so under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

We process your special category data because

  • It is necessary due to social protection law (generally this would be in safeguarding instances);
  • It is necessary for us to provide and manage social care services;
  • 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 your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time. 

 

Where do we process your data?

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

  • You or your legal representative(s);
  • Third parties.

We do this face to face, via phone, via email, via our website and via post

Third parties are organisations we might lawfully share your 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;
  • Your family or friends – with your permission;
  • Organisations 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
Relatives and Friends
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 you:

  • Your basic details and contact information e.g. your name and address.

Why do we have this data?

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


We process 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 our service and keeping emergency contact details for our staff.

 

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We 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 we can provide high quality care and support we need specific data. This is collected from or shared with:

  • You or your legal representative(s);
  • Third parties.

We do this face to face, via phone, via email, via post, via admission forms.

Third parties are organisations we have 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, 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

Staff

What data do we have?

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

  • Your basic details and contact information e.g. your name, address, date of birth, National Insurance number;
  • Your financial details e.g. details so that we can pay you, insurance, pension and tax details;
  • Your training records.
  • Employment records, e.g. supervisions, appraisals, disciplinary

We also record 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, immunisations  – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order for you to claim statutory maternity/paternity pay

As part of your application and ongoing employment, you are required to undergo a Disclosure and Barring Service (DBS) check.

We request your criminal records data because we have 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. We do not keep a record of your criminal records information (if any) and once seen, we don’t not keep a copy of your DBS.

 

Why do we have this data?

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

 

We process your data because:-

  • We have a legal obligation under UK employment law;
  • We are required to do so in our performance of a public task;
  • We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

We process your special category data because

  • It is necessary for us to process requests for sick pay or maternity pay.

We may also process your data with your consent. If we need to ask for your permission, we

will offer you a clear choice and ask that you confirm to us that you consent. We 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?

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

  • You or your legal representative(s);
  • Third parties.

We do this face to face, via phone, via email, via post, via application forms

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

  • Her Majesty’s Revenue and Customs (HMRC);
  • Our pension schemes, ‘Peoples Pension’.
  • Our external payroll provider, DPC Accountants
  • Organisations 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.
  • The DBS Service provided via Stoke City Council

Your rights for all 

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. 

You have the following rights when it comes to your data:

  1. You have the right to be informed about how your personal data is collected and used;
  2. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;
  3. You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request;
  4. You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with the guidelines from our inspectorate. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so
  5. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
  6. The right to data portability means that individuals have the right to be given the personal data which they have given to us in a ‘structured, commonly used and machine-readable format’.
  7. If we are processing your data as part of our 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. We will restrict all processing of this data while we look into your objection.
  8. You have the right in relation to automated decision making and profiling – this is not applicable to Dresden House.

If you have any concerns or questions please contact the manager of Dresden House on 01782 343477


We will always respond to your request as soon as possible and at the latest within one month. In the event of numerous or complex requests, the period of compliance will be extended for a further one month (2 months in total).


If we need to confirm your identity, we will request this from you and the one month time frame to respond, will commence as soon as we have received your proof of ID.


If you would like to complain about how we have dealt with your request, please contact:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,SK9 5AF

 https://ico.org.uk/global/contact-us