How we look after your information

Who we are

Easy Care London Limited provides home care across Greater London. We are the data controller for the personal information described in this notice, which means we decide how it is used and we're responsible for keeping it safe.

• Registered in England and Wales, company number 17328755
• Registered office: 30 Manor Place, London SE17 3BB
• Registered with the Information Commissioner's Office (ICO), registration number [ICO registration number]

If you have any questions about this notice or how we handle your information, email [email protected] with "Data protection" in the subject line, call 07493 759573, or write to us at the address above.

The information we collect

When you get in touch with us

If you call or email us, we'll keep your name, contact details and what you tell us, so we can respond. If you contact us about someone else, such as a parent, please let them know where you can.

If we provide your care

To plan and give safe care we need to keep a care record. This can include:

• Your name, address, date of birth and contact details
• Contact details for your next of kin, GP and other professionals involved in your care
• Health information, including conditions, medicines, allergies and mobility needs
• Your preferences, routines, cultural and religious needs, and any decisions you've made about your care
• Notes made by carers at each visit, medicine records, risk assessments and reviews
• Information about any concerns, incidents or complaints

If you apply to work with us

Your CV or application details, interview notes, references, proof of identity and right to work, and the result of your Disclosure and Barring Service (DBS) check. If you join us, these become part of your staff record.

When you visit this website

This website does not use tracking or advertising cookies. Our web host may keep basic technical logs, such as IP addresses and the pages requested, for a short time to keep the site secure and running.

Why we use it and our legal basis

Data protection law says we need a lawful reason to use personal information. Ours are:

• To provide and arrange your care: because it is necessary for a contract with you, or to take steps you've asked for before a contract starts
• To meet our legal duties: for example under the Health and Social Care Act 2008 and CQC regulations, the Care Act 2014, employment law and safeguarding duties
• To respond to enquiries and run our service well: our legitimate interests, where these don't override your rights
• In an emergency: to protect someone's life (vital interests)

Health information is a special category of personal data. We use it because it is needed to provide health and social care (UK GDPR Article 9(2)(h) and the Data Protection Act 2018), and for employment and safeguarding purposes where the law allows. DBS check results are used only to decide whether someone can safely work in care, as permitted by the Data Protection Act 2018.

Who we share it with

We only share what's needed, with people who have a right or a need to know. This may include:

• Your GP, district nurses, hospitals, pharmacists and other professionals involved in your care
• Your local council, for example if it funds or commissions your care, or for safeguarding
• The Care Quality Commission (CQC), when inspecting or regulating our service
• Family members or representatives, with your agreement or where the law allows
• The Disclosure and Barring Service and referees, for job applicants
• Companies that provide our IT, email, care record and payroll systems, under contracts that require them to keep your data secure
• The police or courts, where the law requires it

We never sell your information, and we don't use it for marketing without your permission.

Storing information outside the UK

Some of our IT providers, such as email and cloud storage services, may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contract terms.

How long we keep it

• Care records: 8 years after care ends, in line with the Records Management Code of Practice for Health and Social Care
• Enquiries that don't lead to care: up to 12 months
• Unsuccessful job applications: 6 months after the decision
• Staff records: 6 years after employment ends

After that, records are securely destroyed. Some records may be kept longer where the law requires or where there's an ongoing legal matter.

Keeping it safe

Access to personal information is limited to people who need it for their role. Our staff are trained in confidentiality and data protection, and we use password-protected systems and secure storage. If something does go wrong, we'll act quickly and tell you and the ICO where we are required to.

Your rights

You have the right to:

• Ask for a copy of the information we hold about you
• Ask us to correct information that's wrong or incomplete
• Ask us to delete information, where we're not required to keep it
• Ask us to limit how we use your information, or object to us using it
• Ask for information you gave us to be passed to another organisation in a usable format
• Withdraw your consent at any time, where we rely on consent

To use any of these rights, contact us at [email protected] or on 07493 759573. We'll respond within one month. There's usually no charge.

Making a complaint

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Cookies

Cookies are small files a website saves on your device. This website doesn't use cookies for tracking, analytics or advertising, so we don't need to ask for your consent. If that changes, we'll update this notice and ask before setting any non-essential cookies.

Changes to this notice

We'll update this notice when our practices or the law change. The date at the top shows when it was last updated.