X
Become A Franchisee
Team Portal Login Client Login

Become a Carer

0808 239 9716 Search Jobs
X
Team Portal Login Client Login

Arrange Care

0808 239 1525

Become a Carer

0808 239 9716
Arrange Care Search Jobs Become a Franchisee
Home » Privacy Notice Policy – Colleagues
Home » Privacy Notice Policy – Colleagues

Privacy Notice Policy – Colleagues

1. INTRODUCTION

This is Prestige Nursing Ltd & Prestige Nursing (Scotland) Ltd.’s Privacy Notice for colleagues (employees).

As part of the services we offer, we are required to process personal data about our colleagues, our clients and, in some instances, the friends or relatives of our colleagues and clients. “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: privacy@prestigenursing.co.uk

2. COLLEAGUES

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.

GPS coordinates, timestamps for carer colleagues completing care shifts. 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;
  • We may also, with your permission, record data about your race, ethnic origin, sexual orientation or religion.

As part of your application and ongoing employment, you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check) or a Protecting Vulnerable Groups (PVG) 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 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; GPS coordinates, timestamps for carer colleagues completing care shifts.
  • We are required to provide data to our regulators, the Care Quality Commission (CQC) or Care Inspectorate Scotland (CI), 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.

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).
  • Pension schemes (NEST).
  • Organisations we have a legal obligation to share information with i.e. for
    safeguarding, the CQC and CI Scotland.
  • The police or other law enforcement agencies if we have to by law or court
    order.
  • The DBS / PVG Service

3. 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 information to keep 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?

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.

4. HOW DO WE STORE YOUR PERSONAL INFORMATION?

Your information is securely stored in our IT systems, IRIS (personnel details, ECM log ins including longitude and latitude locations), iTrent (for payroll), Webroster (for shift rostering) and Microsoft Outlook (emails) for the time periods specified in the https://transform.england.nhs.uk/information-governance/guidance/recordsmanagement-code/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 shredding paper records or wiping hard drives to legal standards of destruction.
  • Archive your information at Restore Information Management (paper records) and Barracuda (electronic archiving) in line with our retention schedule policy.

We have a robust Access Rights process which restricts access (authorised permissions required) to specific authorised job roles only.

OUR WEBSITE

In order to provide you with the best experience while using our website, we process some data about you, please see separate Website Privacy Notice –
Privacy Notice – Prestige Nursing & Care

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. We retain our data in line with Prestige Nursing & Care’s Retention policy & Schedule.

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/

For more details to exercise these rights, you can contact privacy@prestigenursing.co.uk.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this Privacy Notice from time to time. Updates to this Privacy Notice will be published on the Intranet and Team Portal. To ensure you are aware of when we make changes to this Privacy Notice, we will amend the revision date at the bottom of this page. Changes apply as soon as they are published on the Intranet and Team Portal. We therefore recommend that you visit regularly to find out about any updates that may have been made.

Contact Us

If you have questions, comments and requests regarding this notice you can send address them to privacy@prestige-nursing.co.uk.