Vision Day Support Privacy Notice Date: 28/12/2023 Our contact details Name: Graeme House, Vision Day Support Address: 68 Drift Road, Stamford, Lincolnshire, PE9 1XB Phone Number: 01780 593181 E-mail: danielle@visiondaysupport.com As part of the services we offer, we are required to process personal data about our staff, clients and, in some instances, the friends/relatives/carers of our clients and staff. ‘Processing’ can mean collecting, recording, organising, 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 our registered manager/caldicott guardian, Danielle Coward on 07702292188 or danielle@visiondaysupport.com. The type of personal information we collect We currently collect and process information such as: • Name and contact details • Medical information including conditions and medications • Next of kin name and contact information • Health professionals’ information • Email address, phone numbers and addresses • Financial information • Funding details • Support plans and care packages • Employee information: name, address, date of birth, next of kin details, bank details for payroll, car insurance, tax and MOT information, training records, National insurance number, phone number and email address. Vision Day Support may collect, store and share your personal information if: • We are required to by law – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005. • We must give information to our regulators (Care Quality Commission) • It is necessary for us to provide and manage social care services Registered Managers: Tracie Barratt 07837008720, Danielle Coward 07702292188 Providers Address: 28 Foxglove Road, Stamford, Lincolnshire, PE9 4BW Privacy notice updated 28/12/2023 Employee bank details, National insurance number, name, address and date of birth will be shared with our accountant Michael Staite and Sons. Vision Day Support Privacy Notice Date: 28/12/2023 • We have an agreement with the local authority to support the individual At all times, Vision Day Support will follow the law regarding storing, sharing and collecting personal information. 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 interested served by protecting the duty of confidentiality (for example sharing 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: • You or your legal representatives • Third parties Third parties are organisations we might lawfully share your data with. These include: • Other parts of the health and care system such as 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 National Data Opt-Out We review data processing on an annual basis to assess if the national data opt-out applies. This is recorded in our auditing procedures. If any data processing falls within scope of the National Data Opt-Out we will use MESH to check if any of our clients have opted out of their data being used for this purpose. 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 the confidential 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 find more information at: http://www.nhs.uk/your-nhs-data-matters/. How we keep your information safe Vision Day Support Privacy Notice Date: 28/12/2023 Vision Day Support will keep all personal information secure and confidential by adhering to data protection law. Only people with permission, or who have the right by law, will have access to personal information. These people could include: • The police • The Care Quality Commission • Health professionals • Social workers • Local authority 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 – name, address, date of birth, National Insurance number and next of kin • Your financial details – details so that we can pay you, i.e insurance, pension, and tax details • Your training records We also record the following data which is classified as ‘special catergory’: • 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 As part of your application process, you will also require a DBS check (Disclosure and Barring Service) We will also require to check your details to ensure you have the right to work in the UK. We may need to share your data with third parties such as: • His Majesty’s Revenue and Customs (HMRC) • Our external payroll and pension provider – Michael Staite & Sons • Organisations we have a legal obligation to share information with – i.e for safeguarding, the CQC • The police and other law enforcement agencies if we have to by law or court order • The DBS service How long we keep personal information for Your information is stored for the time periods detailed in our data retention policy. We will then dispose of the information by: • Implementing our archiving system – archived information is recorded and stored within Danielle and Tracie’s home offices. • Shredding paper documents • Wiping hard drives to legal standards Vision Day Support Privacy Notice Date: 28/12/2023 Your data protection rights Under data protection law, you have rights including: Your right of access - You have the right to ask us for copies of your personal information. Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at danielle@visiondaysupport.com if you wish to make a request. Your consent You can remove your consent at any time. You can do this by contacting: Vision Day Support 28 Foxglove Road Stamford Lincolnshire PE9 4BW Vision Day Support Privacy Notice Date: 28/12/2023 How to complain If you have any concerns about our use of your personal information, you can make a complaint to us at: Vision Day Support 28 Foxglove Road Stamford Lincolnshire PE9 4BW You can also complain to the ICO if you are unhappy with how we have used your data. We are registered with the ICO – our registration reference is: ZB643106. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk