Privacy Notice

Who we are

Apex Healthcare Services Ltd is the data controller for the personal data we hold. Our office is Suite 4, 62 Portman Road, Reading, Berkshire, RG30 1EA. Company number 10355834. Our registered office address is on the Companies House register. We are registered with the Information Commissioner's Office. Our ICO registration number is [NUMBER].

Our data protection contact

Our Registered Manager acts as our Data Protection Lead. You can contact them on 0118 391 3542 or care@apexcaring.co.uk. They are the person to speak to about anything in this notice, including requests to see, change or delete your data.

What data we collect

We collect the following types of personal data:

• Contact details: name, address, telephone number, email address.
• Care information: care needs, medical history relevant to care, medication, risk assessments and care plans.
• Next of kin and emergency contact details.
• Staff data: employment records, training records, DBS checks and right to work information.
• Job applicant data: name, contact details, work history and the details given on our recruitment form.
• Website data: pages visited, approximate location and cookie preferences, collected only when you consent.

Why we collect it (lawful basis)

We process personal data under the following lawful bases:

• Contract: to provide care services under an agreement with you or your representative.
• Legal obligation: to meet our duties under CQC regulations, employment law and health and safety law.
• Vital interests: to protect someone's life in an emergency.
• Legitimate interests: for recruitment shortlisting, keeping business records, preventing fraud, and contacting health and social care professionals who refer to us.
• Consent: for website analytics and marketing communications, which you can withdraw at any time.

Special category data

Care information is health data, which is classed as special category data under the UK GDPR. Because of this we also rely on Article 9(2)(h) of the UK GDPR and Schedule 1 of the Data Protection Act 2018, which covers processing necessary for the provision of health or social care. Staff who handle this data are bound by confidentiality.

How we store and protect data

Personal data is stored securely in the UK. Access is restricted to authorised staff who need it to deliver care or run the business. We use encrypted systems, password protection and role-based access controls. Paper records are kept in locked premises. The landlords of our building at Portman Road have CCTV covering the site.

How long we keep it

We keep personal data only for as long as we need it. The periods we use are:

• Care records: 7 years.
• Staff records: 7 years.
• Unsuccessful applicant data: 6 months.
• Analytics data: [analytics X months, Keith to confirm].

Who we share it with

We only share personal data when necessary, for example with:

• Your GP, district nurses and other healthcare professionals involved in your care.
• Local authority and NHS discharge teams when they commission or fund your care.
• The CQC during inspections.
• Emergency services in an emergency.

Who processes data on our behalf

We use trusted suppliers to help us run the business. They process data on our behalf as data processors. The categories of supplier we use are:

• Our care management system.
• Our customer relationship and website forms system.
• Our analytics provider, which is Google.
• Our payroll and pension providers.
• Our DBS check provider.

International transfers

Some of these suppliers process data outside the UK. Where they do, we make sure the data is properly protected. [PLACEHOLDER: Keith to confirm the transfer mechanism for each supplier that processes data outside the UK.]

Job applicants

If you apply for a job with us, our recruitment form collects your name, contact details and the information you give us about your work history. We use this to shortlist and assess your application. If your application is not successful, we keep your data for six months so we can respond to any follow up and meet our record keeping duties, then we delete it.

Your rights

You have the right to:

• Be informed about how your data is used.
• Access a copy of your personal data.
• Have inaccurate data corrected.
• Have your data erased in certain circumstances.
• Restrict or object to how we use your data.
• Receive your data in a portable format so you can give it to someone else (data portability).
• Not be subject to decisions made solely by automated means. We do not make automated decisions about people.
• Withdraw consent at any time, where we rely on consent.
• Complain to the ICO at ico.org.uk.

How to contact us

Email care@apexcaring.co.uk, call 0118 391 3542, or write to us at Suite 4, 62 Portman Road, Reading, Berkshire, RG30 1EA. You can also complain to the ICO at ico.org.uk.

Other formats

If you need this notice in large print, easy read, audio or another language, please contact us and we will be happy to help.

Our full policy is available on request. Call 0118 391 3542 or email care@apexcaring.co.uk.

Need this in another format?

If you need this policy in large print, easy read, audio or another language, please contact us.

Have a question about this policy?

Our team is happy to discuss any of our policies in plain English.