Policies & Procedures
Record of Processing Activities v1.0
Document owner | Registered Manager / Director |
Approved by | Mrs. Tavleen Sharma (Registered Manager) |
Version | 1.0 |
Review frequency | Every 12 months or following any significant incident |
Next review date | 12 months from issue or earlier if required. Next formal review date: 01-04-2027 |
This Record of Processing Activities (ROPA) has been prepared in accordance with Article 30 of UK GDPR and documents how VCare Consultancy Services Limited processes personal and special category data in connection with the delivery of regulated care and support services.
Organisation Details
Item | Information |
Organisation Name | VCare Consultancy Services Limited |
Registered Address | 60 Kingsway, Kingswood, Bristol, BS15 8AH |
CQC Provider ID | 1-20392841337 |
Primary Contact | Registered Manager |
support@vcareconsultancy.com | |
Review Frequency | Annually or following significant operational change |
Service User Care Records
Category | Details |
Purpose of Processing | Delivery of safe and effective care and support services |
Categories of Individuals | Service users, relatives, representatives |
Categories of Data | Personal details, health information, care plans, medication records, safeguarding records, risk assessments, mental capacity information |
Lawful Basis | UK GDPR Article 6(1)(c), 6(1)(d), 6(1)(e), Article 9(2)(h) |
Recipients | Local authorities, NHS professionals, GPs, safeguarding teams, CQC where required |
Retention Period | In accordance with NHS Records Management Code of Practice and legal requirements |
Security Measures | Password protected systems, restricted access, secure cloud systems, staff confidentiality obligations |
Safeguarding Records
Category | Details |
Purpose of Processing | Safeguarding adults and children at risk |
Categories of Individuals | Service users, relatives, staff, witnesses |
Categories of Data | Incident reports, safeguarding concerns, investigation records, risk information |
Lawful Basis | Article 6(1)(c), 6(1)(d), Article 9(2)(g) |
Recipients | Local authority safeguarding teams, police, CQC, NHS bodies |
Retention Period | In line with safeguarding and legal requirements |
Security Measures | Restricted access, secure storage, management oversight |
Staff Employment Records
Category | Details |
Purpose of Processing | Recruitment, employment management and regulatory compliance |
Categories of Individuals | Employees, agency staff, applicants |
Categories of Data | Employment records, DBS checks, right to work documents, payroll records, training records, supervision records |
Lawful Basis | Article 6(1)(b), 6(1)(c), Article 9(2)(b) |
Recipients | Payroll providers, pension providers, HMRC, regulators where required |
Retention Period | In accordance with employment and HMRC requirements |
Security Measures | Secure personnel files, password protection, restricted access |
Technical and Organisational Security Measures
- Password protected systems
- Restricted access controls
- Secure cloud-based systems
- Staff confidentiality obligations
- Cyber security awareness training
- Secure disposal arrangements
- Incident reporting procedures
- Business continuity arrangements
- Information governance policies