Privacy Policy – Website
We recognise the privacy and securing of personal information is of great importance to the individuals we support, their families and friends, our team, and others such as GPs and all those involved in looking after the welfare of those we support.
We have provided this Privacy Notice to set out why we need to collect personal information relating to the individuals we support, families, friends, and representatives, how we use it and how we protect it.
We have appointed a Data Protection Officer who is responsible for overseeing questions relating to this Privacy Notice. If you have any questions, please email: dpo@active-pathways.com
Our Privacy Policy is governed by the principle of only collecting and using personal details when they help us provide a better service to the individuals we support and to meet our legitimate interest including to protect those we support and our team.
The personal information we refer to in this Privacy Notice includes information that can be used to identify you, your name and address are an example of this.
Set out below is the personal information we collect and the reasons why we need it.
How do we collect information from you?
We collect information about you when you enquire about our care services, use our website, and when you use one of our services.
What types of information do we collect from you?
Personal data (or personal information) can be any information about an individual from which that person can be identified. We may collect, use, store and transfer different types of personal data about you which we have grouped together as the following:
When you enquire about our services
- Personal information including your name, address, telephone number(s) and email address.
- If you provide the above information on our website, it will be maintained in a database and may be used for marketing and/ or other purposes.
- This information will not be passed onto other 3rd parties or marketing purposes.
When you use one of our services
- Personal details including your title, full name, maiden name, marital status, date of birth, gender, contact details including address (billing address or correspondence address), contact numbers, email address(es), contact details for next of kin, your GP and other allied health professionals.
- Financial information including bank account information to enable payment for services.
- Transaction data including details of payments from you for the services we have provided.
- Information about your life, including social history, health and wellbeing, treatment, and care. This may also include information about your marital status, ethnicity, sexual orientation, and details of medical treatments.
- Notes and reports about your health and care provision including assessments and medication provided.
- Compliments, complaints, accidents, and incidents information
- Contributions to questionnaires and surveys
Where you are the relative, next of kin, attorney, or carer to one of the individuals we support.
- Personal details including title, full name, relationship to the individual we support, contact details including address, contact number(s), email address(es).
When you visit one of our services
- Name of the visitor
- Information relating to the prevention and detection of crime and the safety of the individual we support and our team including CCTV recording.
What information do we get from other sources?
- We work closely with NHS Integrated Care Boards (ICBs), local and health and social care authorities, medical professionals, and regulators to deliver our care services. We will receive information from them regarding your health and care including admission details, care records and medical records.
Lawful basis for processing
Please refer to the following link for information on the lawful basis for processing your data as an individual we support in our services: Lawful basis for processing | ICO
How we use the information about you
- We process your personal data to manage the services we provide you, to carry out our obligations arising from any contracts we enter with you, to provide you with information or services you have requested and to process payments and refunds
- Your care record will contain detailed information about your health and wellbeing including illnesses, medical appointments, and treatments. It will also contain details of your attorney, deputies, your close family and next of kin. We will share these with medical and allied health professionals who have a legal and legitimate need to use the information to support the care provided to you.
- We use either personal or anonymised data to review the performance of our care services as part of our continuing work to improve our services and meet the needs of the individuals we support.
- We share information with NHS Integrated Care Boards (ICBs), local and health and social care authorities, medical professionals and regulators regarding your health and care including admission details, care records and medical records.
- We use cookies on our website to collect information to enable us to better present and improve our services.
We are required to provide specific information about you without you or your representatives consent, this may include:
- Reporting health or safety issues including infectious diseases
- Where there is a legal or statutory requirement, court order or public authority instructs us to do so.
- Supporting police investigations, professional conduct hearings and safeguarding investigations in the public interest
- Where a serious crime or fraud has been committed
- If there is a serious risk to the public, to the individuals we support or our team.
- Where there is a need to protect children or vulnerable adults who are not able to decide if their personal data should be shared
How we store, process, and protect your data
- We take the privacy and security of your personal data very seriously. We ensure we handle your data with the highest level of care by having clear internal policies and procedures, physical scrutiny to our premised and IT security technologies to prevent the unauthorised access, damage, and loss of your data.
- The personal data we collect from you is only stored inside the European Economic Area (EEA) ensuring the maximum privacy and security in line with UK Data Protection Laws
How long will we hold your personal data?
- We will only keep your information for as long as necessary to fulfil the purposes we collect it for, including satisfying any legal, contractual, or reporting requirements.
- How long we keep the data for is determined by law and is largely determined by necessity.
- Once your information is no longer required, it will be securely destroyed.
- You can ask us to delete your data where retaining it is no longer necessary.
- We remain compliant with legislation and act reasonably and reserve the right to judge what information we must continue to hold to be able to fulfil our legal and contractual obligations to you.
- Where we process data based solely on your consent, you have the right to withdraw that consent at any time.
Marketing
- We would like to send you information about the services we provide which may be of interest to you.
- You have a right at any time to request that we stop contacting you for marketing purposes.
- If you no longer wish to be contacted for marketing purposes, please contact us at enquiries@active-pathways.com
Access to your information and correction
- You have the right to request a copy of your information that we hold about you. If you would like a copy, please email us on dpo@active-pathways.com
- We try to respond to all legitimate requests within one month. It may take us longer if your request if particularly complex or you have made a number of requests. In which case, we will notify you and keep you updated
- You will not have to pay a fee to access your personal data and you are entitled to receive a copy of your personal data within one calendar month of receipt of your request and once we have verified your identity
- 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
- We may ask proof of identity before we share your personal data with you or your representative
Request restriction of processing
You have the right to request we suspend the processing of your personal data where:
- You want us to establish the data’s accuracy.
- Where our use might be unlawful, but you do not want us to erase it.
- You need us to hold the data even if we no longer require it as you need it returned to establish and exercise any legal claims, or
- You have objected to our use of your data, but you need to verify whether we can lawfully use it.
If possible, we will inform any third parties to whom your data has been disclosed of your requirement.
Automated decision making
- You have the right not to be subject to decisions made solely on automated data processing if the decisions have legal impact or significantly affects you.