Privacy Notice

Holly Bank Nursing Home understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our residents and employees, and will only collect and use personal data in the ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1.     INFORMATION ABOUT US

Holly Bank Nursing Home is a partnership.

Address: 27 Park Road, Southport, PR9 9JL

Data Controllers:     Ann Mallinson & Cassie Gerrie

                                             info@hollybanknursinghome.co.uk

                                             01704 530748

2.     WHAT DOES THIS NOTICE COVER?

This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3.     WHAT IS PERSONAL DATA?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

4.     WHAT ARE MY RIGHTS?

Under the GDPR, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.
• The right to access the personal data we hold about you. Part 11 will tell you how to do this.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights related to automated decision-making and profiling. We do not use your personal data in this way.

In some cases, if you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complain with the Information Commissioner’s Office.

5.     WHAT PERSONAL DATA DO WE COLLECT?

We may collect some or all of the following personal data:

• Basic personal information, including name and address, date of birth and contact detail;
• Financial information, including account and transactional information and history;
• Information about you and your family (such as dependents, marital status, next of kin and contact details);
• Information about your preferences and interests;
• Visual images (such as copies of passports);
• Details of any services you have received from us;
• Information we receive from other sources, such as government departments and healthcare providers;
• Our correspondence and communications with you.

6.     HOW WE COLLECT INFORMATION

The bulk of residents, employees and third parties personal information is collected directly from them or through form filing, mainly manually, but also electronically for some purposes, e.g. when contacting the service through its website.

With residents, we might continue to build on the information provided through consultations and in the process of agreeing care.

With employees, personal information is obtained directly and with consent through such means as references, testimonials and criminal (DBS) checks. When recruiting staff, we seek applicants’ explicit consent to obtain all the information needed for us to decide to employ them.

All personal information obtained to meet our regulatory requirements will always be treated in line with our data protection and confidentiality policies.

7.     HOW DO WE USE YOUR PERSONAL DATA?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for any of the following purposes:

• Providing and managing your account;
• Supplying our services to you. Your personal details are required in order for us to enter into a contract with you;
• Personalising our care for you;
• Communicating with you. This may include responding to emails or calls from you;
• Supplying you with information by email AND/OR post that you have opted in to (you may unsubscribe or opt-out at any time by contacting us).

8.     HOW LONG WILL WE KEEP YOUR PERSONAL DATA?

Personal information that becomes inactive for any reason is kept securely only for as long as it is needed, before being safely disposed of.

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

• basic information – 10 years. We may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you;
• financial information – 6 years;
• medical information – 3 years from discharge;
• sensitive information – 3 years from discharge.

9.     HOW AND WHERE DO WE STORE OR TRANSFER YOUR PERSONAL DATA?

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

• necessary technical measures to ensure personal data is protected;
• all data transferred is encrypted during transit and at its destination;
• data is not processed for any purpose other than as agreed upon in our terms and conditions;
• protect your data from loss.

10.  DO WE SHARE YOUR PERSONAL DATA?

We only share the personal information of service users, employees and others with their consent on a “need to know” basis, observing strict protocols in doing so. Most information sharing of service users information is with other professionals and agencies involved with their care and treatment. Likewise, we would not disclose information about our employees without their clear agreement, eg when providing a reference.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

Where we provide information for statistical purposes, the information is aggregated and provided anonymously so that there is no privacy risk involved in its use.

11.  HOW CAN YOU ACCESS YOUR PERSONAL DATA?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and either emailed or handed to the administrator.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request within 14 days. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required. You will be kept fully informed of our progress.

12.  HOW DO YOU CONTACT US?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of the Administrator):

Email address: info@hollybanknursinghome.co.uk

Telephone Number: 01704 530748

Postal Address: 27 Park Road, Southport, Merseyside, PR9 9JL

13.  CHANGES TO THIS PRIVACY NOTICE

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.