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This is iDirect Independent Living’s Privacy Notice.
As part of the services we offer, we are required to process personal data about our colleagues, people we support and, in some instances, the friends or relatives of people we support and colleagues. “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 this privacy notice. It also explains your rights when it comes to your data.
If you have any concerns or questions please contact us at: info@idil.co.uk
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.
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 – generally 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 security and 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.
In our use of health and care information, we satisfy the common law duty of confidentiality because:
• You have provided us with your consent (either implicitly to provide you with care, or explicitly for other uses)
• We have a legal requirement to collect, share and use the data
• The public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime).
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, via post, via application forms and via our care recording app.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.
We review our data processing on an annual basis to assess if the national data opt-out applies. This is recorded in our Record of Processing Activities. All new processing is assessed to see if the national data opt-out applies.
At this time, we do not share any data for planning or research purposes for which the national data opt-out would apply. We review all of the confidential patient information we process on an annual basis to see if this is used for research and planning purposes. If it is, then individuals can decide to stop their information being shared for this purpose. You can
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.
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 have a legitimate interest in processing your data – for example, we provide data about your training to Skills for Care’s Adult Workforce Data Set, this allows Skills for Care to produce reports about workforce planning.
• 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.
• It allows us, with your permission, to develop risk assessments and support plans relating to any health conditions you may have in order to safeguard you and others, and provide you with the correct support and reasonable adjustments in order to facilitate continued employment with us.If we request your criminal records data it is 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). We do record that we have checked this.
We require your passport number to verify your right-to-work status, even if you are a British citizen. This process is mandated by the Immigration, Asylum and Nationality Act 2006, which stipulates that employers must confirm the immigration status of all employees to ensure compliance with UK immigration laws. Your passport number allows us to conduct these necessary checks to confirm your eligibility to work legally in the UK.
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.
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 our website, via post, via application forms and via messaging services.
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 scheme; Nest.
• Our external payroll provider; Sage HR
• Care logging software; Livy
• 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
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.
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 colleagues.
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.
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 partiesWe do this face to face, via phone, via email, via our website, via post, via application forms, via apps.
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.
Your information is securely stored for the time periods specified in the Records Management Code of Practice. We will then dispose of the information as recommended by the Records Management Code for example we will:
• Securely dispose of your information by either securely shredding paper documentation in line with the Records Management Code of Practice, or through deletion of any data saved electronically on our server/hosting websites.
We process your personal data to enhance your experience using our services and systems, including our website and colleague portal. This may include:
• Personalisation: Customising your user experience based on your preferences and interactions with our platforms.
• Communication: Facilitating effective communication with you regarding company updates, events, and relevant information.
• Access and Security: Managing access to our systems and ensuring the security of our networks and information.
• Performance and Analytics: Analysing data to improve our services, systems, and user interface.
Enhancing your experience as an employee is crucial to fostering a productive and supportive work environment. By processing your data for these purposes, we aim to:
• Improve Efficiency: Streamline processes and tools to better serve your needs and facilitate your work responsibilities.
• Personalise Services: Tailor our offerings to align with your preferences and work habits, enhancing usability and satisfaction.
• Ensure Security: Implement measures to safeguard our systems and your data against unauthorized access and breaches.
• Monitor and Improve: Analyse usage patterns and feedback to continuously improve our services and user experience.
You have rights concerning your personal data, including the right to access, correct, and delete your information. You also have the right to object to certain types of processing and to withdraw consent where applicable. For more information on your rights and how to exercise them, please refer to our full Privacy Policy.
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:
• 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;
• 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;
• 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 Information Governance Alliance’s guidelines.
• 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.
• 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.
• 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.
You may need to provide adequate information for our colleagues 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. We 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 we have dealt with your request, please contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
