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Greenhill Grange Privacy Notice

For Relatives and Visitors

Key points:

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  • Why do we use your data? We use information about you in relation to the care of our residents.

  • Sharing data: We may share your data with third parties, including other agencies who may contribute to the care of our residents, and third-party service providers.

  • Security: We respect the security of your data and treat it in accordance with the law.

  • International transfer: We will not transfer your data outside of the EU.

 

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What is the purpose of this privacy notice?

As part of the services we offer, we are required to process personal data. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

This Privacy Notice provides information about:

  • why we collect information about you;

  • the ways in which your personal information may be used;

  • whether we will share this information with anyone else; and

  • your rights.

It is important that you read this statement so that you know how and why we use information about you. It is also important that you inform us of any changes to your personal information so that the information which we hold about you is accurate and up to date.

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Who are we?

Greenhill Grange Residential Care Home Limited is a company registered in England and Wales under company number 05337129 and with our registered office at Greenhill Grange, Catherston Close, Frome, Somerset, BA11 4HR.

We are the "data controller" for the information which we hold about you. This means that we are responsible for deciding how we hold and use the personal information which we hold about you.

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What personal information do we process?

We may collect the following information about you:

 

  • Name

  • Address

  • Phone number

  • Email Address

  • Your relationship to our resident

  • Details of any visits you have made

  • Billing information – where it is necessary to process payments which may be required in order to provide our relative with the care

  • Views and Opinions

  • CCTV Recordings

 

Please let us know if any of your contact details change so that we can keep our records updated.

 

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How do we collect your personal information?

We collect your personal information directly from you or via our resident or our residents other care providers.

 

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Why do we process your personal information?

We have set out below the different purposes for which we collect and use your personal data:

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Admin: In order to maintain accurate records in relation to communications we have had with you and other administrative matters which are necessary for the day-to-day functioning of our organisation. This may occasionally include the prevention, detection and investigation of fraud and corruption.

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Finance: Administering payments for services that we provide to residents.

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Safeguarding and regulation: We use your personal data for the purpose of safeguarding and regulation of care.

 

Communication: We will need to use your personal information to communicate with you in connection with a resident’s care or your visit with us.

 

Improving our services:  We may ask you to voluntarily complete surveys to help us improve the services which we provide to our residents.

 

Complaints: Handling any complaints made or where concerns are raised.

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Security: We may need to capture images of you as part of our security processes such as use of CCTV footage.

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Our Lawful Basis

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:

  • It is necessary to perform our contract with our resident;

  • We have a legal obligation, such as our obligation to safeguard the health, safety, and well-being of our residents; or

  • It is necessary for our legitimate interests or the legitimate interests of our residents (where these are not overridden by your rights);

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. 

 

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What may happen if you do not provide us with your personal information?

If you choose to not to provide us with this information, we may not be able to contact you about your relative.

 

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Sharing your information

We may sometimes need to lawfully share your data with other third parties and organisations. Greenhill Grange may share your personal information with:

  • Designated professionals (e.g. care home staff, GPs, social workers, nurses), including Multidisciplinary Teams, to support care and process funding requests;

  • The organisation (Local Authority or CCG) for whom we provide the service under a contract;

  • Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;

  • IT service providers;

  • Our insurance company in relation to claims or possible claims; and

  • The police or other law enforcement agencies if we have to by law or court order.

 

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Transfers to other countries

We will not transfer your Personal Information outside of the UK or the EEA.

 

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Keeping your information secure

We take our duty to protect your personal information and confidentiality seriously.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. Access to your personal information is only allowed on a need-to-know basis. Those with access will only process your personal information as instructed and are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

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Information retention

We will only retain your personal information for as long as necessary to fulfil the purposes for which we have collected it or to fulfil another lawful purpose (as described above). When we no longer have a lawful purpose for holding your data, we will securely destroy your personal information in accordance with our data retention policy.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 

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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 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.

  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..

 

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Questions and Complaints

If you have any questions, you can contact our Data Protection Manager:

Email: greenhillgrange@ffch.co.uk

Postal Address:

Data Protection Team

Greenhill Grange Residential Care Home

Catherston Close

Frome

Somerset

BA11 4HR

 

If you feel that after contacting us, that we are not acting appropriately with respect to our data privacy, you have the right to contact the governing body. In the UK this is the ICO, the Information Commissioner’s Office, their web pages for handling issues are at:

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https://ico.org.uk/make-a-complaint/ 

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Or you can contact them by post, telephone or email:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk.

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