Policies & Procedures

Privacy Notice v1.0

1. Introduction

VCare Consultancy Services Limited (“VCare”, “we”, “our” or “us”) is committed to protecting and respecting the privacy, dignity and confidentiality of all individuals whose personal information we process.

This Privacy Notice explains how VCare Consultancy Services Limited collects, uses, stores, shares and protects personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR);
• Data Protection Act 2018;
• Human Rights Act 1998;
• Care Act 2014;
• Health and Social Care Act 2008;
• CQC Fundamental Standards;
• NHS Data Security and Protection Toolkit requirements.

This notice applies to:

• service users;
• relatives and representatives;
• staff;
• applicants;
• commissioners;
• healthcare professionals;
• suppliers and contractors;
• website users.

2. Organisation Details

Organisation Name:
VCare Consultancy Services Limited

Registered Office:
60 Kingsway
Kingswood
Bristol
BS15 8AH

Email:
support@vcareconsultancy.com

Telephone:
07495 785566

CQC Provider ID:
1-20392841337

3. Data Controller

VCare Consultancy Services Limited is the Data Controller for the personal information we process.

The Registered Manager and senior management team oversee information governance, confidentiality and data protection compliance.

4. Information We Collect

We may collect and process the following categories of information:

Service User Information

• Name, address and date of birth;
• NHS number and GP details;
• Care plans and risk assessments;
• Medical information and medication records;
• Mental capacity and safeguarding information;
• Emergency contacts and next of kin;
• Visit logs and care notes;
• Communication preferences;
• Cultural, religious and dietary requirements;
• Incident and accident records.

Staff Information

• Employment records;
• DBS information;
• Right to work documentation;
• Training and supervision records;
• Payroll and pension information;
• Occupational health information where appropriate.

Website and Communication Information

• Contact enquiries;
• Email correspondence;
• Telephone records;
• Website usage information.

5. Lawful Basis for Processing

VCare processes personal information under one or more lawful bases including:

• Article 6(1)(c) – Legal obligation;
• Article 6(1)(d) – Vital interests;
• Article 6(1)(e) – Public task;
• Article 6(1)(f) – Legitimate interests;
• Article 9(2)(h) – Health and social care provision;
• Article 9(2)(c) – Protecting vital interests;
• Article 9(2)(g) – Safeguarding and substantial public interest.

Where consent is relied upon, individuals may withdraw consent at any time where applicable.

6. How We Use Personal Information

We use personal information to:

• provide safe and effective care and support;
• assess needs and risks;
• coordinate care delivery;
• safeguard adults and children;
• communicate with families and professionals;
• recruit, train and manage staff;
• meet legal and regulatory obligations;
• maintain accurate records;
• investigate complaints, incidents and concerns;
• improve quality and safety of services;
• support audits, inspections and governance processes.

7. Information Sharing

We only share personal information where necessary, lawful and proportionate.

Information may be shared with:

• local authorities;
• NHS organisations;
• GPs and healthcare professionals;
• safeguarding teams;
• CQC;
• emergency services;
• payroll and pension providers;
• legal or regulatory bodies where required by law.

We do not sell personal information to third parties.

All sharing is undertaken in accordance with confidentiality, safeguarding and data protection requirements.

8. Information Security

VCare Consultancy Services Limited takes information security seriously and has implemented appropriate technical and organisational measures to protect personal information.

These measures include:

• password protected systems;
• restricted access controls;
• secure digital care systems;
• secure cloud-based storage;
• staff confidentiality agreements;
• cyber security awareness training;
• secure disposal arrangements;
• business continuity and incident response procedures.

VCare Consultancy Services Limited maintains compliance with the NHS Data Security and Protection Toolkit.

9. Retention of Records

Records are retained in accordance with:

• legal requirements;
• NHS Records Management Code of Practice;
• CQC guidance;
• employment law requirements.

Records are securely destroyed when no longer required.

10. Your Rights

Individuals have rights under UK GDPR including:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure (where applicable);
• the right to restrict processing;
• the right to object;
• the right to data portability (where applicable).

Requests may be submitted in writing to VCare Consultancy Services Limited.

Proof of identity may be required before information is released.

11. Complaints and Concerns

If you have concerns regarding how your personal information is handled, please contact VCare Consultancy Services Limited in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
www.ico.org.uk
Telephone: 0303 123 1113

12. Updates to this Privacy Notice

VCare Consultancy Services Limited may update this Privacy Notice from time to time to reflect legal, operational or regulatory changes.

The latest version will always be available upon request and through organisational documentation.