Home Instead Senior Care The Queen's Awards for Enterprise: Innovation 2016
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Data Protection Promise

Home Instead Senior Care network is a nationwide franchise network and each office operating under the Home Instead Senior Care brand is independently owned and operated.

Our network is committed to protecting the privacy and security of your personal information. This Data Protection Promise describes how our network collects and uses personal information about you in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.

This Promise applies to information which we, as a Franchised Office, collect about:

  • all visitors to our website;
  • prospective, current and former clients and their family members;
  • job applicants and current and former employees;
  • third parties with whom we network.

This Promise aims to give you information on how we collect and process your personal data but if you have any further questions or wold like more information, please contact us.

This website is not intended for children and we do not knowingly collect data relating to children.

Our promise to you:

We will comply with data protection law when it comes to the processing of your data. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.
Who We Are

We are an independently owned and operated business and are part of the Home Instead Senior Care network which is a nationwide franchise network. We operate under licence and Home Instead Senior Care is our trading name. You can access full details of who we are, such as our full company name, registered number and registered office address on our Contact Us page.

How to Contact Us

You can always contact Us by email or telephone or by completing our online enquiry form. All of these are available on the Contact Us page.

The kind of information we collect and hold about you and why

The kind of information we collect about you will depend on who you are. Sections below explain in detail what information we collect on each group of individuals with whom we work or whom we come in contact with.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, but we will only do so where this is required or permitted by law.

Clients & clients’ families

If you are a client, prospective client or former client, or a client’s, prospective or former client’s family member, we may collect, store, and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
  • Date of birth, gender, marital status and any other information which you feel may be relevant in order to provide you or your family with the service that you require.
  • The personal data which we collect includes information concerning health and other medical and health information which is considered to be a special category of data. We need to collect and process this information in order to provide our services and our lawful basis for doing so is the fact that such processing is connected with provision of social care.
  • We collect and process your personal data for the purposes of:
Performance of a contract ✔ provide you or your family with our services which may include liaising with health and/or social care professionals
Compliance with a legal obligation ✔ comply with our obligations to the care regulator
Necessary to protect vital interests ✔ protect our clients’ vital interests
Legitimate interests of the controller ✔ keep you informed about any changes to our services;
✔ ensure that the quality of the services which we offer is continually enhanced and refined and for purposes which are within legitimate business such as business development purposes;
✔ to comply with our contractual obligations to our franchisor, Home Instead Senior Care UK Limited (“HISC UK”)

Please note that without collecting and processing certain personal data including any data required from you, your family or next of kin, we will be unable to provide our services. As such, if you would like us to provide the services to you or your family, we will require certain information from you.

Job Applicants

If you are applying for a job with us, we may collect, store, and use the following categories of personal information about you:

  • Your IP address
  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
  • Date of birth, gender, marital status and dependants
  • Salary, annual leave, pension and benefits information
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)
  • Employment records (including job titles, work history, working hours, training records and professional memberships)

We may also collect, store and use the following "special categories" of more sensitive personal information in order to meet our obligations under employment law:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
  • Trade union membership
  • Information about your health, including any medical condition, health and sickness records.
  • Information about criminal convictions and offences

We collect and process your personal data in order to:

Performance of a contract ✔ Allow us to enter into an employment contract with you and making a decision about your recruitment or appointment
Compliance with a legal obligation ✔ To enable us to comply with our legal obligations such as employment law for example
Legitimate Interests ✔ Gather feedback on our performance in order to ensure that our proposition is continually enhanced and refined
✔ For business development purposes
✔ to comply with our contractual obligations to our franchisor, Home Instead Senior Care UK Limited (“HISC UK”)

If you fail to provide certain information when requested, we may not be able to continue to consider your application.

Employees

If your application is successful then in addition to the information we have already collected about you during the recruitment process, we may also collect, store, and use the following additional categories of personal information about you:

  • Next of kin and emergency contact information
  • National Insurance number, bank account details, payroll records and tax status information
  • Salary, annual leave, pension and benefits information
  • Start date
  • Copy of driving licence
  • Employment records (including job titles, work history, working hours, training records and professional memberships)
  • Performance information, disciplinary and grievance information
  • Where we have the facilities to do so, CCTV footage and other information obtained through electronic means such as swipe card records
  • Information about your use of our information and communications systems
  • Photographs of you which we have to keep on your personnel file and which may be displayed in our office.

We collect and process your personal data in order to:

Performance of a contract ✔ Allow us to perform our contract with you
Compliance with a legal obligation ✔ To enable us to comply with our legal obligations
Protection of vital interests ✔ To contact your next of kin in case of an emergency
Legitimate Interests ✔ Gather feedback on our performance as an employer in order to ensure that our proposition is continually enhanced and refined
✔ For business development purposes
✔ to comply with our contractual obligations to our franchisor, Home Instead Senior Care UK Limited (“HISC UK”)

Below are some examples of the purposes for which we collect your data but this list is not exhaustive:

  • Matching you with our clients
  • Making a decision about your recruitment or appointment
  • Paying you and deducting tax and National Insurance contributions
  • Where relevant, for the purposes of making available certain benefits to you and Liaising with your pension provider
  • Administering the contract we have entered into with you, business management and planning, including accounting and auditing
  • Conducting performance reviews, managing performance and determining performance requirements
  • Assessing qualifications for a particular job or task, including decisions about promotions, education, training and development requirements
  • Managing sickness absence
  • To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution

We may also collect, store and use the following "special categories" of more sensitive personal information in order to meet our obligations under employment law:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
  • Trade union membership
  • Information about your health, including any medical condition, health and sickness records
  • Information about criminal convictions and offences

We will use such sensitive information in the following ways:

  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

Referral Provider Network, Suppliers & Third Parties

Where we maintain a business or referral relationship with you and/or your organisation we will maintain a record of your contact details for the purposes of:

  • keeping in touch with you and keeping you informed of the services which we offer and how we can help you or your customers;
  • inviting you to any events and/or training which we may be organising;
  • where you are happy for us to do so, send you our newsletters and/or information on any special promotions we may be offering.
How is your personal information collected

We typically collect personal information directly from you or if you are a job applicant through the application and recruitment process, through your visit to our website either via the Contact Us forms or through Live Chat facility, sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

How long we keep your data

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Clients & clients’ families

To comply with our legal and regulatory obligations we have to retain your personal data for a period of 7 years from the date of last entry. Once this period has expired, all of your personal data will be permanently deleted.

Job Applicants

If your application is successful, the retention of your personal information will be governed by the retention timescales applicable to our employees.

If your application is unsuccessful, to comply with our legal obligations we may retain your personal information for up to 6 months after we have notified you of the outcome of our recruitment decision unless you have given us your express explicit permission to retain your information for longer.

Employees

To comply with our legal obligations we have to retain the majority of your records for 6 years from the date your employment with us ends.

Referral Provider Network, Suppliers & Third Parties

We will keep your data for as long as the relationship between you and us is continuing. Once the relationship has ended, your personal data will be permanently deleted.

Who has Access to Your Data

Some of your information may be shared with:

  • the relevant members of our staff including CAREGivers, who need to know this information in order to provide our services to you or your family. We will only share such of your information as our CAREGivers need to know in order to carry out their job;
  • our office personnel involved in the management and administration of the care services which you or your family are receiving;
  • other health and/or social care professionals and emergency services where appropriate.

As a condition of us being able to provide you with Home Instead Senior Care services, our franchisor, HISC UK will have access to your information to:

  • monitor how we provide the services;
  • monitor the quality of the services we provide to ensure they meet with Home Instead Senior Care standards;
  • ensure that the quality of the services which we offer is continually upheld, enhanced and refined.

HISC UK may also use the information in a general way to analyse activities and trends across the Home Instead Senior Care network but, where possible, data will be anonymised for such analysis.

Job Applicants

We may have to share your data with third parties, including third-party service providers and our franchisor, HISC UK.

Employees

We may have to share your data with third parties, including third-party service providers and our franchisor, HISC UK. We will only share your data where required to do so by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

HISC UK will have access to your information to:

  • monitor how we provide the services;
  • monitor the quality of the services we provide to ensure they meet with Home Instead Senior Care standards.

We do not, as a matter of course, transfer your data outside of the European Economic Area and use, as far as possible, UK or European data centres. Where we use data processors who only have overseas-based data centres we only do so in limited circumstances and always only after completing a thorough due diligence process to ensure the continued safety and security of your data.

Your Duty to Inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the application process.

Your Rights

Because the data we hold about you is your data, you have the following rights in respect of the personal data we hold about you:

  1. Right to Access – this means that you can ask us for a copy of all personal data we hold about you. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  2. Correction Right – if you believe that any of the information we hold about you is incorrect or out of date, you have the right to correct such information by providing us with the correct up to date information. In addition, you can ask us to delete the incorrect or out of date information and we will be happy to do so unless we are prevented from doing so by law or regulation.
  3. Right to be Forgotten – this enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. Please note that where we are obliged to keep your personal data because of a regulatory or legal requirement, we will not be able to delete the data and must continue to retain it.
  4. Right to Restrict Processing – in some limited circumstances you have the right to restrict the processing of your data.
  5. Right of Objection to Processing – you have the right to object to us using your data for direct marketing purposes and to profiling.
  6. Right of Data Portability – you have the right to request a copy of the personal data we hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.
  7. Automated Decision-Making Objection Right – automated decision-making is where a decision is made entirely by technological means without human intervention. We don’t use or rely on automated decision-making.
Right to Complain
If you have any concerns about our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) by visiting https://ico.org.uk/concerns/ or telephoning the ICO helpline on 0303 123 1113.
Cookies

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Changes to this privacy policy

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.

If you have any questions about this privacy notice, please contact our Privacy Champion.

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