Salvere Privacy Notice

  1. Introduction

This is the Salvere Social Enterprise CIC Privacy Notice.

As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. “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: contactus@salvere.co.uk or call us on 01772 970999

  1. Service Users

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 process the following types of data:

  • Your basic details and contact information e.g. your name, address, date of birth and next of kin;

  • Your financial details e.g. details of how you pay us for your care or your funding arrangements.

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.

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

  • We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

We process your special category data because

  • It is necessary due to social security and social protection law (generally this would be in safeguarding instances);

  • It is necessary for us to provide and manage social care services;

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 at any time.

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 support, 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 interest 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:

  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 might lawfully share your data with. These include:

  • Other parts of the health and care system such as local 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.

  1. National Data Opt-Out

We review our data processing on an annual basis to assess if the national data opt-out applies. This is recorded in our Record of Processing Activities. All new processing is assessed to see if the national data opt-out applies.

If any data processing falls within scope of the National Data Opt-Out we use MESH to check if any of our service users 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 of the confidential patient 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 out more information at https://www.nhs.uk/your-nhs-data-matters/.

  1. 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 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.

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;

As part of your application you may – depending on your job role – be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record 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 or to advise your employer about your training where that applies. 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 are required to do so in our performance of a public task;

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 or on behalf of your employer where that applies, 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);

  • Our pension and healthcare schemes: Nest Pensions

  • Our company group payroll provider; Salvere Social Enterprise CIC

  • 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.

  • The DBS Service via Civil & Corporate

  1. Friends/Relatives/Employers

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 and lasting power of attorney information about the individuals who use our service and keeping 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.

  1. How do we store your personal information?

We keep data in accordance with contractual and legal obligations for up to 6 years after the calendar year to which they relate. Specifically, we are obliged to keep payroll and banking information where this applies to you for up to 6 years.

Where we are not contractually or legally obliged to retain your data, we will securely delete your records upon the termination of our services with you.

We will then dispose of the information by:

  • securely dispose of your information by deleting it from our computer cloud based data systems: Google Workspace, Xero Accounting, Brightpay Payroll, our Care Management Database (CRM), Barclays Banking payments system.

  • securely shredding and disposing of any data on paper records

  • securely shredding and disposing of any archived paper data held in our Deepstore secure storage (https://www.deepstore.com/)

Our Website

In order to provide you with the best experience while using our website, we process some data about you.

Is your information transferred outside the UK or EEA?

We are based in the UK and only use digital services which operate and store information in the UK or the European Economic Area. Your personal information may be transferred outside the European Economic Area if you access our services or communicate with us when abroad and outside the EEA and request that we transfer information to you. If you make such request, we will always aim to provide a secure means of transferring your data.

What should you do if your personal information changes?

If you are an existing customer or employee please tell us so that we can update our records using the details in the contact us section of our website. We will then update your records if we can.

Do we do any monitoring involving processing of your personal information?

Monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications. All calls to and from our Help Desk may be recorded for training and monitoring purposes.

We may monitor where permitted by law and we will do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.

Cookies and how we use them

A cookie is a small computer file which may be downloaded to your computer’s hard drive when you visit a website. Cookies are harmless files which can help improve your experience of using a website because, among other things, they help us to:

  • understand your browsing habits

  • respond to you as an individual by tailoring our operations to your needs, likes and dislikes by gathering and remembering information about your preferences

  • monitor which pages you find useful and which you do not

  • understand the number of visitors so that we can analyse data about web traffic which helps us improve our Sites

  • A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us

Cookies are placed on the user’s first visit to a Site and they track the user through the Site, where they go, where they drop off, what pages they have problems with, etc.

Most cookies are deleted as soon as you close your browser; these are known as session cookies. Others, known as persistent cookies, are stored on your computer either until you delete them or they expire.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our Sites.

We may use cookies for marketing or advertising or use third parties to provide advertising and other content to visitors and we will amend this cookie policy should we begin to do so in the future.

So that we can offer you the best possible online experience, new services using cookies may be added to our sites from time to time. We aim to keep the cookies information provided here as accurate as possible and use all reasonable efforts to review and update the details.

Want to know more about cookies?

For more information about cookies and how to manage them please go to http://www.allaboutcookies.org/manage-cookies/

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.

  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/