ToTAL CARE MATTERS PRIVACY POLICY 2020

Privacy Policy

WEBSITE PRIVACY NOTICE

Thank you for using totalcarematters.co.uk. Here, we explain what personal information we may hold about you, and how we might use that information.

Please note that where our website contains links to other websites, we are not responsible for the privacy policies of other organisations and websites and this policy applies solely to any personal information collected on greenspower.co.uk

For the purpose of data protection legislation, including the UK Data Protection Act 2018, the EU General Data Protection Regulation (GDPR), the UK Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable legislation, the controller is:

Total Care Matters

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

What information do we collect?

Personal information is any information that can be used to identify a living individual such as a name, email address, and telephone number.  Any personal information that you provide us via our website is stored securely. We may collect this personal information when you contact us, or otherwise give us personal information.

How do we use this information?

We use your personal information to provide you with the information you ask for. We may also use your information in our legitimate interest to administer our sites and for internal operations, including troubleshooting, data analysis, research, statistical and survey purposes, including notifying you about changes to our service.  We will also use your personal information to ensure that content from our site is presented in the most effective manner for you and for your computer and to carry out our obligations arising from any contracts entered into between you and us. In addition, we may handle any non-sensitive personal data for our legitimate purposes. We will not sell your details to any third parties or use your data in any other way than those listed above.

Total Care Matters regards the lawful and correct handling of personal information as important to the success of our work and to maintaining the confidence of those with whom we deal. We will ensure that anyone working for us uses personal information lawfully and correctly. To this end, we will ensure we fully comply with the EU General Data Protection Regulations.

How we use cookies

A cookie is a small text file passed to your computer, mobile phone or other device, through your web browser, so that the website remembers who you are when you return.

Total Care Matters uses Google Analytics and AddThis. We transfer analytics data to in the USA where your rights and freedoms are protected by the EU-US Privacy Shield Treaty.

Information collected

Through the use of cookies, we may collect information about you such as:

  • Unique IDs such as IP address and device IDs.
  • Site-viewing activity, such as pages visited, duration of sessions and search terms.
  • Browser and operating system
  • Geolocation data.

This information allows us to improve the website and to keep it relevant to our users’ needs. Personal information for this purpose is stored for up to 5 years

If you do not wish to have cookies stored on your computer, you can easily change your web browser’s settings to refuse cookies. Information about deleting or controlling cookies is available on the Information Commissioner’s Office website.

Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our website. www.aboutcookies.org.uk provides a guide to the law in this area and information about different types of cookies.

Accessing your data

We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate. You also have the right to request a copy of the information that we hold about you at any time. To do so, please email: info@totalcarematters.co.uk

Our Data Protection Officer can be contacted at dpo@priviness.eu

If you wish to make a complaint about how we have handled your personal data, please email: info@totalcarematters.co.uk and we will investigate the matter.

If you are not satisfied with our response or believe we are not processing your data in accordance with the law, you can contact the UK’s Information Commissioner’s Office.

To view your privacy notice regarding our processing of personal data concerning you, please expand the sections below which most closely describe your relationship with Total Care Matters:

Recruitment Candidate: Data Privacy Notice

For the purpose of data protection legislation, including the UK Data Protection Act 2018, the EU General Data Protection Regulation (GDPR), the UK Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable legislation, the controller is:

Total Care Matters

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

For queries to this notice please contact  info@totalcarematters.co.uk

As potential employee of Total Care Matters, we hold the following information about you:

  • Contact details
  • CV
  • Date of Birth
  • Qualifications
  • References including DBS checks
  • Disability details
  • Name

This data may come directly from you, a third party or recruitment agency. We hold and process this data in our legitimate interest for the negotiation of a potential contract of employment with you.

If we are unable to process this data, we would not be able to process your application.

Certain data may be stored on servers outside the EEA.  In this case your data is protected by the EU-US Privacy Shield Framework.

Should you be unsuccessful we will retain this data for up to 2 years so that we may contact you regarding any future opportunities, unless you request that we delete the data beforehand.

At the conclusion of all relevant retention periods, physical documents containing your personal data will be shredded, and all personal data held electronically will be deleted.

You have the qualified right to request:  Access to and porting of your data; Rectification or erasure of the data; Restriction of processing or to object to the processing.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this page and where appropriate notified to you by e-mail.

You also have a right to lodge a complaint with a Supervisory Authority, for example the Information Commissioner’s Office or http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080

Our Data Protection Officer can be contacted at dpo@priviness.eu

Young Person: Data Privacy Notice

What’s this about?

A new law is being made that keeps your information safe – things like your date of birth, where you have lived, where you went to school. Total Care Matters and other people collect and use information for all kinds of reasons, and the new law tells them exactly what they are allowed to do with yours.

We collect some information about you. It’s our job to tell you how we will collect the information, how we will record it and how we will use it.

In this notice, you will see different names or terms used that you may not be familiar with, such as:

Data controller: This person (or group of people, like Total Care Matters) is in charge of the information we collect.

Data processor: This person processes information for the data controller. This can be someone outside Total Care Matters or Total Care Matters itself

Data protection officer (DPO): This person makes sure we do everything the law says. Total Care Matters’ DPO is a company called Priviness. 

Personal data: This means any information that can be used to identify someone, such as their name, email address and date of birth, or any information that relates to you.

Who looks after your information?

Total Care Matters is the data controller of the personal information you give us – we look at how and why your information is collected and used. Our address is:

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

Sometimes we have to give your information to other people, such as the government, but we will only give away your information when you say it’s ok or when the law says that we have to. When your data is given to someone else, they must look after it and keep it safe.

Why do we collect and use your information?

We will only collect your information when we need it to help us do our job or to follow the law. When we’ve collected it, here’s how we use it:

  • To support your care
  • To monitor and report on your progress
  • To provide appropriate support
  • To assess risk
  • To assess the quality of our service
  • To comply with the law regarding data sharing
  • To inform and update court or statutory organisations

What information do we collect?

The categories of information that Total Care Matters collects, holds and shares include the following:

Your personal information

This is things like your name and date of birth.                                                                   

Your characteristics

This means information about you, like where you’re from, what language you speak and things like that.

Your care needs

This means information provided by your local authority about your care needs and risks.

Your attendance information

We will also record how many times you missed school or activity programme and the reasons why.

Your assessment information

We collect your assessment information and any test results when you sit a big test or exam or undertake a care assessment.

Some of your medical information

We keep information about any times you’ve been ill and any special conditions you have that we need to know about to keep you safe. We ask you to sign a consent form to give us access to your medical records or liaise with the Doctor on your behalf; this is to ensure your wellbeing and the wellbeing of others

Behavioural information

We record the number of times there have been behavioral issues, what the reasons were and any consequences.

Do you have to give us your information?

You must give us quite a lot of the information we need, but there is some information that you can choose whether to let us have it or not.

When we ask you for information that you don’t have to give us, we will ask for your permission and let you know why we want it and what we will do with it. If you don’t want us to have this information, that’s your choice.

Are there some circumstances where I could be denied access to information about me?

There are certain circumstances where we can withhold information about you, for example where the information might cause serious harm to your physical or mental health or to another individual

There are also certain circumstances where we can withhold information about you, for example where there are safeguarding concerns about you or another individual.

How long will we keep your information?

We don’t keep it forever, only for as long as we need it to help us do the thing we needed it for. We have a policy that tells us when to keep it and when to bin it.

Will your information be shared?

We won’t share your information with anyone else without your permission, unless the law says we can or should. We may share information with:

  • The Local Authority including educational establishments
  • The NHS
  • The Criminal Justice System- Court, Police, YOT and Probation
  • Social Care Workers and Professionals

The information that we share with them includes:

  • Progress in care
  • Any behavioural concerns
  • Risk assessments
  • Update information

Sometimes we have to share your information. We have a duty to share information with our regulatory bodies; this includes Ofsted, Care Quality Commission (CQC) and Regulation 44 visitor. They may ask us to share things like:

  • How many young people in our care
  • Attendance figures
  • Performance data
  • Number of incidents of absconding
  • Number of restraints
  • Number of complaints
  • Number of safeguarding concerns

The education information may be stored in the National Pupil Database, and then share some of it with people looking to help young people like you. But don’t worry, the database is very safe, and your information won’t get lost or given to anyone who shouldn’t have it.

We have to pass on certain information to the people in charge of local schools called the Local Authority. We might share some information with people who provide education and training for people over 16, like colleges. We may pass on information that helps them to make sure they provide the right kinds of education, such as your name, date of birth, where you’re from and things like that.

We have to share some information with careers services once you reach 16. The information that is accessible by careers services includes details of information passed on to careers services.

What are your rights?

You have the right to:

  • Be told how we use your information.
  • Ask to see the information we hold.
  • Ask us to change information you think is wrong.
  • Ask us to only use your information in certain ways.
  • Tell us you don’t want your information to be processed. Unless we have a legal reason to do so.

If the information we are collecting is information that you can choose not to give, you can tell us to stop collecting it at any time.

If you’re worried about how we get and use your information, you can speak to anyone at Total Care Matters, who will be able to help you and answer any questions that you have.

If you want to speak to somebody not at Total Care Matters, you can call the people who look after information, called the Information Commissioner’s Office (ICO), on 0303 123 1113 or using their live chat. Or our Data Protection Officer can be contacted at dpo@priviness.eu

Four important things to understand

Now you’ve read this, we hope you understand that:

  • The law allows us to get and use your information to help us do our job.
  • We may share your information with others, but only when we really need to.
  • We will ask for your permission to share your information whenever you have a choice.
  • You can tell us not to share your information, even when you have said yes before.

Would you like to know more?

If you have any questions, we will be happy to help you.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this page and where appropriate notified to you by e-mail.

You also have a right to lodge a complaint with a Supervisory Authority, for example the Information Commissioner’s Office or http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080

Our Data Protection Officer can be contacted at dpo@priviness.eu

Supplier: Data Privacy Notice

For the purpose of data protection legislation, including the UK Data Protection Act 2018, the EU General Data Protection Regulation (GDPR), the UK Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable legislation, the controller is:

Total Care Matters

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

For queries to this notice please contact info@totalcarematters.co.uk

As a supplier to Total Care Matters, we hold the following information about you:

  • Name
  • Contact details
  • Bank Details

We hold and process this data for the legitimate interest of fulfilling a business to business contract with your organisation or to satisfy and manage a contract with yourself.

If we are unable to process this data, we would not be able to continue with our contract with you.

We will retain this data for up to 7 years from termination of the contract in case there are any queries, unless you request that we delete the data beforehand. Any data relating financial transactions will be kept for 7 years to conform to our legal obligations under the Finance Act 1998.

At the conclusion of all relevant retention periods, physical documents containing your personal data will be shredded, and all personal data held electronically will be deleted.

You have the qualified right to request:  Access to and porting of your data; Rectification or erasure of the data; Restriction of processing or to object to the processing. 

Changes to this notification

Any changes we may make to this notification in the future will be posted on this page and where appropriate notified to you by e-mail.

You also have a right to lodge a complaint with a Supervisory Authority, for example the Information Commissioner’s Office or http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080

Our Data Protection Officer can be contacted at dpo@priviness.eu

Email Contacts: Data Privacy Notice

For the purpose of data protection legislation, including the UK Data Protection Act 2018, the EU General Data Protection Regulation (GDPR), the UK Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable legislation, the controller is:

Total Care Matters

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

For queries to this notice please contact info@totalcarematters.co.uk

As an email contact or prospective customer to Total Care Matters, we hold the following information about you:

  • Name
  • Contact details
  • Job title
  • Company

This data may come directly from yourself or from Data as a Service providers.  We hold and process this data for the legitimate interest of communicating with you, either for standard business communications or for marketing. 

We will retain this data for up to 3 years from our last contact with you, unless you request that we delete the data beforehand.

At the conclusion of all relevant retention periods, physical documents containing your personal data will be shredded, and all personal data held electronically will be deleted. 

You have the qualified right to request:  Access to and porting of your data; Rectification or erasure of the data; Restriction of processing or to object to the processing.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this page and where appropriate notified to you by e-mail.

You also have a right to lodge a complaint with a Supervisory Authority, for example the Information Commissioner’s Office or http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080

Our Data Protection Officer can be contacted at dpo@priviness.eu

Point of contact and family members: Data Privacy Notice

Total Care Matters is the data controller. Our contact details are: 

Total Care Matters

230 Bathley Street

The Meadows

Nottingham

NG2 6QA

For queries related to this notice please contact: info@totalcarematters.co.uk

As the point of contact, parent, guardian or family member of one of our young people, Total Care Matters process your contact details, DBS ID, medical, social media information and the nature of your relationship to the young person. 

Our legal basis for holding and processing this information is our legitimate interest to provide care for our young people and to meet our legal obligations with regard to Specialist Residential Care

We may also need to share some of the above categories of personal information with other parties, such as professional bodies associated to the young people in our care and who we work with. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators or as required to comply with the law.

As required by the law and statutory guidance with regard Health and Social Care Act 2008 we may retain records for up to 75 years to meet our obligations

You have the qualified right to request: access to your data, rectification or erasure of the data, restriction of processing or to object to the processing. 

How to complain:

You also have a right to lodge a complaint with a Supervisory Authority, for example the Information Commissioner’s Office or http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080 

Our Data Protection Officer can be contacted at dpo@priviness.eu