Employee Privacy Notice

This is our Employee Privacy Notice. You can view our Service User Privacy Notice here

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.

Introduction

We are Here To Care Limited.  In order that we can provide care and support services to the people we support we collect and use certain personal information about you as an employee.

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:

1. used lawfully, fairly and in a transparent way.
2. collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. relevant to the purposes we have told you about and limited only to those purposes.
4. accurate and kept up to date.
5. kept only as long as necessary for the purposes we have told you about.

1. kept securely.

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 personnel@here-2-care.co.uk,

write to Here To Care Limited, 1^st Floor, Aveley House, Arcany Road, South Ockendon, Essex, RM15 5SX.,

or telephone 01708 856 444.

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 employment or are an employee

Information collected by us

When you enquire about employment and during the course of your employment facilitating the provision of care and support services 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 or 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 (possibly including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin, politics, genetics, health, sex life, and sexuality so far as they relate to providing you with suitable care)

- bank details for paying your salary

- any other information, associated with the role of an employee, ancillary to the provision of social care (e.g. training and supervision records, etc.)

Information collected from other sources

We also obtain personal information from other sources such as:

- your allergies and any medical, physical or mental conditions from any appropriate external social or health care professionals (including your GP)

- your name, home address, date of birth, contact details, employment history, training and performance records, together with monitoring, supervision, and appraisal data

- your likes, dislikes and lifestyle preferences (possibly including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin, politics, genetics, health, sex life, and sexuality so far as they relate to our compliance with legislative, regulatory, and contractual obligations and requirements

- any data relating to a criminal record

- any other information, associated with your role as an employee, ancillary to the provision of social care

How we use your personal information

We use your personal information to:

- prepare, review and update a suitable training plan, describing the nature and level of training required for you to fulfil your job specification

- to undertake activities associated with the management, monitoring, supervision, and appraisal role of an employer

- make reasonable adjustments, when required, to meet your individual training and development needs and to ensure we have suitable facilities to ensure your safety

- ensure you are paid and have deducted the correct amount of tax national insurance, and pension contributions, etc

- carry out quality assurance procedures, review our service and improve our customer experience [please note that feedback can also be provided anonymously]

- any other use ancillary to the provision of social care

Who we share your personal information with

Our regulator, and commissioners, of care and support services as per the requirements of legislation, regulations, and contractual obligations.

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 assess your suitability as a potential employee, or an actual employee, together with your training and development needs.

The provision of your name, home address, etc. is required so that we can verify your identity, and confirm your status of residence, and thereby confirm your right to work.

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 employee file (which also includes your training and disciplinary records) for the minimum period required by law, contract, or our insurers whichever is the longer.

- we will hold the personal information kept within our feedback procedure (which also includes complaints and compliments) for the minimum period required by law, contract, or our insurers whichever is the longer 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

as the lawful basis on which we collect and use your personal data and special category data (such as your health).

Your rights

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, call or write to us,

- 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.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

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 first published on 18^th May 2018, and will be updated as and when required.

We may change this privacy notice from time to time, when we do we will inform you via letter, email, or in person.

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).