GDPR Privacy Notice

Introduction

HSN Care is committed to protecting and respecting the privacy and confidentiality of personal data for both our staff and residents. We are dedicated to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 to ensure that all personal data is processed in a lawful, transparent, and secure manner. This Privacy Notice explains how we collect, use, store, and protect personal information and the rights of individuals regarding their personal data.

1. Information We Collect

We collect personal data relating to staff, residents, and those involved in their care. We may collect sensitive personal data, such as information about health, disability, age, or other characteristics relevant to providing tailored care and support. This information may also include:

Personal identification details (e.g., name, date of birth, contact details) • Health and medical information relevant to the care provided
Emergency contact details
Records of care and support services provided
Financial or payment information, where applicable
Employment-related details for staff

2. How We Use Your Information

We use personal data for the following purposes:

To provide high-quality care and support to residents
To manage staff employment, including recruitment, training, and payroll
To ensure the safety and well-being of residents and staff
To comply with legal and regulatory requirements, including safeguarding obligations
To respond to requests for information, where consent has been provided or where we are required to do so by law
To maintain accurate and up-to-date records in accordance with our care service requirements

3. Consent and Information Sharing

HSN Care will not provide personal information about residents or staff to relatives, friends, or advocates without the explicit consent of the individual concerned. If an individual is unable to provide consent (e.g., due to mental incapacity), we will make decisions based on “best interests” procedures in accordance with the Mental Capacity Act 2005.

We will ask for written consent from residents or their legal representatives before sharing any information with third parties, such as solicitors, insurance companies, or employers.
In the case of staff, we will ensure that consent is obtained when required before sharing personal details for purposes like references, insurance, or other legal requirements.
If a relative, friend, or advocate requests information, we will refer them to the individual concerned or seek their permission before disclosing any details. If they object to the decision, they will be advised to submit a formal written complaint, which will be addressed according to our complaint’s procedure.
We may disclose personal data to third parties, such as regulatory authorities, law enforcement agencies, or safeguarding bodies, when required by law or for purposes such as criminal investigations, safeguarding concerns, or legal obligations related to resident protection.

4. Data Security and Record Keeping

HSN Care is committed to maintaining accurate, up-to-date, and secure records for all residents and staff. We take all reasonable measures to ensure the confidentiality and security of personal data.

Records are kept secure and accessible only to authorised staff who require them for their duties.
We maintain detailed and accurate records of the care and services provided to residents.
Personal data is stored and handled in compliance with the GDPR and Data Protection Act 2018, ensuring that any information we hold is accurate and used appropriately.
In the case of records related to residents, we ensure they have the right to access and amend their information upon request.

5. Rights of Individuals

Under the GDPR, residents and staff have the following rights regarding their personal data:

Right of Access: Individuals can request a copy of the personal data we hold about them.
Right to Rectification: Individuals can ask for any inaccuracies or omissions in their personal data to be corrected.
Right to Erasure: In certain circumstances, individuals can request that their personal data be deleted.
Right to Restrict Processing: Individuals can request that the processing of their personal data be restricted in specific situations.
Right to Data Portability: Individuals can request a copy of their data in a format that can be transferred to another provider.
Right to Object: Individuals can object to the processing of their personal data in certain circumstances, including for direct marketing purposes. If you wish to exercise any of these rights, please contact our Data Protection Officer.

6. Data Retention

HSN Care will retain personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of compliance with legal, regulatory, and operational obligations. Personal data will be securely deleted or anonymised when it is no longer needed.

7. Changes to This Privacy Notice

HSN Care reserves the right to update this Privacy Notice as necessary to reflect changes in the law or our practices. Any updates will be communicated to residents and staff and will be available for review upon request.

8. Contact Information

If you have any questions or concerns about this Privacy Notice or how your personal data is being processed, please contact:

Peter Walker – Data Protection Officer
HSN Care
Suite 1, Noble House, Mount Hill Lane, Gerrards Cross, Buckinghamshire, SL9 8SU Tel: 01753 663011
Email: [email protected]

Complaints

If you believe that we have not handled your personal data in accordance with the GDPR, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). Further details are available on the ICO’s website.

This Privacy Notice is intended to ensure transparency about how personal data is processed within HSN Care. We are committed to maintaining the privacy and security of your data and complying with all relevant data protection regulations.