E&T Homecare Agency Privacy Notice
We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and other organisations in the event you have a complaint. Please see the section on ‘Your rights’ for more information.
We are E&T, trading as E&T Homecare Agency, company registration number 11379513 In order that we can provide care and support services to the people we support we collect and use certain personal information about you.
Personal information means any information about you from which you can be identified, but it does not include information where your identity has been removed (anonymous data).
As the ‘controller’ of personal information, we are responsible for how that data is managed. The General Data Protection Regulation (“GDPR”), which applies in the United Kingdom and across the European Union, sets out our obligations to you and your rights in respect of how we manage your personal information.
As the ‘controller’ of your personal information, we will ensure that the personal information we hold about you is:
used lawfully, fairly and in a transparent way
collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
relevant to the purposes we have told you about and limited only to those purposes.
accurate and kept up to date.
kept only as long as necessary for the purposes we have told you about.
If you have any questions about this privacy notice or would like further explanation as to how your personal information is managed, please send an email to email@example.com, write to: The Directors, 3 Broadoak House, Mortimer Crescent, London, NW6 5PA
Please note when we refer to:
A “public body” we mean any organisation in the United Kingdom which delivers, commissions or reviews a public service and includes (but is not limited to) the Ombudsman, local authorities, councils, unitary authorities, Clinical Commissioning Groups, health and social care trusts, the National Health Service as well as their arm’s length bodies and regulators.
A “social or health care professional” we mean any person who provides direct services, acts as consultant or is involved in the commission of your healthcare or social care services, including (but not limited to) your General Practitioner (GP), dental staff, pharmacists, nurses and health visitors, clinical psychologists, dieticians, physiotherapists, occupational therapists, hospital staff, social workers and other care and support related professionals.
The personal information we collect and use in relation to people who enquire about and use our services
Information collected by us
When you enquire about our care and support services and during the course of providing care and support services to you we collect the following personal information when you provide it to us:
your name, home address, date of birth and contact details (including your telephone number, and email address) and emergency contacts (i.e. name, relationship and home and mobile numbers)
your allergies and any medical, physical or mental conditions, and in particular your care needs
your likes, dislikes and lifestyle preferences (including your religious beliefs, or other beliefs of a similar nature, racial or ethnic origin, health, and sexuality (so far as they relate to providing you with suitable care)
credit or direct debit details (if you pay for some or all of our services using one of these methods)
Information collected from other sources
We also obtain personal information from other sources such as:
your allergies and any medical, physical or mental conditions and in particular your care and support needs, from any appropriate external social or health care professionals (including your GP)
your name, home address, date of birth, contact details, needs assessments and financial assessments from any appropriate external social or health care professionals (including any relevant public body regardless of whether you are publicly funded)
your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin, health and sexuality so far as they relate to providing you with suitable care) from your family, friends and any other person you have nominated as your representative
your Attorney or Deputy (if applicable)
How we use your personal information
We use your personal information to:
prepare, review and update a suitable care plan, describing the nature and level of care and support services which you have requested we supply to you
to communicate with you, your representatives and any appropriate external social or health care professionals about your individual needs and personalise the service delivered to you
make reasonable adjustments, when required, to meet your individual needs and to ensure we have suitable facilities to ensure your safety
invoice you for the care and support services in accordance with our Terms of Business
carry out Quality Assurance procedures, review our service and improve our clients’
Who we share your personal information with
We regularly share your medical information with appropriate external social or health care professionals (including your GP and pharmacist) and any individuals you have nominated as your representative. This data sharing enables us to establish the type of care and support you need. It also allows us to design the right care package to suit your individual circumstances, including if (in future) you decide to receive care from an alternative provider.
We will share personal information with law enforcement or other authorities if required by law. This includes information required by public bodies to evidence our compliance with the applicable regulatory framework. We are also required to share personal information with external social or health care professionals, including public bodies and local safeguarding groups (in some circumstances) to ensure your safety.
We will not share, sell or trade your personal information with any other third party.
Whether information has to be provided by you, and if so why
The provision of your medical, physical or mental condition is necessary to enable us to create a care plan and to provide you with suitable care and support services. Without this information, we will not be able to assess your care needs or provide any care services to you.
The provision of your name and home address is required so that we can arrange a nurse / care worker to attend your home to deliver the services and so that we can invoice you for the fees.
We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
How long your personal information will be kept
- we will hold the personal information kept within your client file for 6 years as required by law.
- we will hold the personal information kept within our feedback procedure for 6 years so that we can identify trends and patterns in our service.
The personal information we hold
Reasons we can collect and use your personal information<
We rely on the following grounds within the GDPR:
- Article 6(1)(b) – processing is necessary for the performance of our contracts to provide individuals with care and support services
- Article 6(1)(c) – processing is necessary for us to demonstrate compliance with our regulatory framework and the law
- Article 9(2)(h) – processing is necessary for the provision of social care or the management of social care systems and services
- Article 6 (1) (f) of the GDPR to process your personal information in pursuit of our legitimate interests which include corporate due diligence, financial modelling, service development and innovation
as the lawful basis on which we collect and use your personal data and special category data (such as your health).
Transfer of your information out of the EEA
We may transfer your personal information to locations which are outside of the European Economic Area (EEA). These countries may not have the same data protection laws as the United Kingdom and EEA. Any transfer of your personal information will be subject to appropriate or suitable relevant safeguards that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information (as permitted under Article 49 of the GDPR). We will not otherwise transfer your personal data outside of the United Kingdom or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries. If you would like further information please contact us (see ‘How to contact us’ below).
Under the GDPR you have a number of important rights free of charge. In summary, those include rights to:
fair processing of information and transparency over how we use your use personal information;
access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure (i.e. deletion) of personal information concerning you, in certain situations. Please note that if you ask us to delete any of your personal information which we believe is necessary for us to comply with our contractual or legal obligations, we may no longer be able to provide care and support services to you;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information;
otherwise restrict our processing of your personal information in certain circumstances;
claim compensation for damages caused by our breach of any data protection laws;
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
How to contact us
If you would like to exercise any of those rights, please:
- email firstname.lastname@example.org or write to us, The Directors, 3 Broadoak House, Mortimer Crescent, London, NW6 5PA
- let us have enough information to identify you (eg your name and address),
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates, including any account or reference numbers, if you have them
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Changes to this privacy notice
This privacy notice was published on 4th April 2018 and last updated on 20th May 2018.
We may change this privacy notice from time to time, when we do we will inform your email.
Do you need extra help?
If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).
Data Protection Privacy Statement (Recruitment)
Collection and use of personal data
a) Purpose of processing and legal basis
E&T Homecare Agency will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.
The legal bases we rely upon to offer these services to you are:
- Your consent
- Where we have a legitimate interest
- To comply with a legal obligation that we have
- To fulfil a contractual obligation that we have with you
b) Legitimate interest
This is where E&T Homecare Agency has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.
c) Recipient/s of data
E&T Homecare Agency may process your personal data and / or sensitive personal data with third parties such as clients, auditors, legal advisors or regulators.
d) Statutory/contractual requirement
Your personal data is required by law and / or a contractual requirement eg. our client may require this personal data, and / or a requirement necessary to enter into a contract. You are obliged to provide this personal data.
E&T Homecare Agency will not transfer the information you provide to us to countries outside the European Economic Area (EEA) for the purposes of providing you with work-finding services. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
E&T Homecare Agency will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
Where E&T Homecare Agency has obtained your consent to process your personal and / or sensitive personal data we will do so in line with our retention policy. Upon expiry of that period we will seek further consent from you. Where consent is not granted we will cease to process your data.
Please be aware that you have the following data protection rights:
The right to be informed about the personal data Cavendish Homecare processes on you;
The right of access to the personal data [Insert agency name] processes on you;
The right to rectification of your personal data;
The right to erasure of your personal data in certain circumstances;
The right to restrict processing of your personal data;
The right to data portability in certain circumstances;
The right to object to the processing of your personal data that was based on a public or legitimate interest;
The right not to be subjected to automated decision making and profiling; and
The right to withdraw consent at any time.
Where you have consented to E&T Homecare Agency processing your personal data / sensitive personal data you have the right to withdraw that consent at any time by contacting Us at – email@example.com or by writing to: The Directors, 3 Broadoak House, Mortimer Crescent, London, NW6 5PA… Tel: ……..
There may be circumstances where Cavendish Homecare will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.
If you believe that any of your data that we process is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact us at,– firstname.lastname@example.org or in writing to 3 Broadoak House, Mortimer Crescent, London, NW6 5PA or CALL US on ………….
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.