Privacy Policy

Your data helps us:

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• Deliver safe, personalised care services

• Manage staffing, recruitment, and payroll

• Communicate with clients, families, and professionals

• Meet legal and regulatory obligations

• Improve our website and service experience

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We only use your data for legitimate purposes and never sell it.

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1. Introduction

This is Actual Care Service Ltd.’s Privacy Notice.
As part of the services we offer, we are required to process personal data about our
staff, our service users and, in some instances, the friends or relatives of our service
users 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 this privacy notice. It also explains
your rights when it comes to your data.
If you have any concerns or questions please contact us:
Actual Care Services Ltd.
Nuvo House Business Centre
Austin Way
Hamstead Industrial Estate
Birmingham
B42 1DU
Tel: 0121 507 0088 / 07938 321 917
Email: info@actualcare.co.uk

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2. Service Users
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.

2. 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 – 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.
Common law duty of confidentiality
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

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information with the police to support the detection or prevention of serious
crime).
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:
1. You or your legal representative(s);
2. Third parties.
We do this face to face, via phone, via email, via our website, via post, via
application forms, via apps.
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.

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3. National Data Opt-Out
We are applying the national data opt-out because we are using confidential patient
information for purposes beyond individual care.
The information collected about you when you use health and care services can also
be used and provided to other organisations for purposes beyond your individual
care, for instance to help with:
 improving the quality and standards of care provided
 research into the development of new treatments
 preventing illness and diseases

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 monitoring safety
 planning services
This may only take place when there is a clear legal basis to use this information. All
these uses help to provide better health and care for you, your family and future
generations. Confidential patient information about your health and care is only used
like this when allowed by law.
Most of the time, the data used for research and planning is anonymised, so that you
cannot be identified and your confidential patient information is not accessed.
You have a choice about whether you want your confidential patient information to
be used in this way. If you are happy with this use of information you do not need to
do anything. If you do choose to opt out your confidential patient information will still
be used to support your individual care.
To find out more or to register your choice to opt out, please visit www.nhs.uk/your-
nhs-data-matters.
You can change your mind about your choice at any time.

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4. 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 and next of kin;
 Your financial details e.g. details so that we can pay you, insurance, pension
and tax details;
 Your training records.
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 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;

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 We may also, with your permission, record data about your race, ethnic origin,
sexual orientation or religion.
As part of your application you may – depending on your job role – be required to
undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check).
We do not keep this data once we’ve seen it.
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.
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 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:
1. You or your legal representative(s);
2. Third parties.

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We 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 include:
 Her Majesty’s Revenue and Customs (HMRC);
 Our pension and healthcare schemes.
 Our external payroll provider;
 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.

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5. Friends/Relatives
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?

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So that we can provide high quality care and support we need specific data. This is
collected from or shared with:
1. You or your legal representative(s);
2. Third parties.
We 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.

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6. How do we store your personal information?
Your information is securely stored for the time periods specified in the Records
Keeping policy. We will then dispose of the information as recommended by the
Records Management Code for example we will:
 securely dispose of your information by shredding paper records, or wiping
hard drives to legal standards of destruction.
 archive your information in a securely locked Archive Room.
Your Rights
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 request a copy of all of the data we keep about you.
Generally, we will not charge for this service;
2. 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;
3. 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.

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4. 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.
5. 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.
6. 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 staff 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
https://ico.org.uk/global/contact-us/

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