SomersetMeds Privacy Notice

This is the privacy notice for SomersetMeds.

As part of the services we provide, we are required to process personal data about our staff, service users, and, in certain cases, the friends or relatives of our service users and staff. “Processing” means activities such as collecting, storing, recording, organizing, sharing, or deleting data.

At SomersetMeds, we are committed to being transparent about why we collect your personal data, how we use it, and what your rights are. This notice explains how we process your data and provides information on how you can exercise your rights.

If you have any questions or concerns, please contact us:

• Phone:
• Email: info@somersetmeds.co.uk

Service Users

What Data Do We Collect?

To ensure we deliver safe and professional care, we need to keep certain records about you. The types of data we may process include:

• Basic Details and Contact Information: such as your name, address, date of birth, and next of kin.
• Financial Information: including payment details or funding arrangements for your care.
• Special Category Data (Health and Care Information): including information on your physical and mental health, as well as potentially sensitive data on your race, ethnicity, sexual orientation, or religion.

Why Do We Collect This Data?

We need this data to provide high-quality care and support. We process your data under several lawful bases, including:

• Legal Obligation: to comply with laws such as the Health and Social Care Act 2012 or Mental Capacity Act 2005.
• Special Category Data: processing this data is necessary for social security, safeguarding, or social protection law.
• Public Interest: to meet our obligations to the Care Quality Commission (CQC) and other regulatory bodies.
• Consent: where required, we may ask for your consent to process certain data. If we do, we will explain the purpose and allow you to withdraw your consent at any time.

Where Do We Process Your Data?

We collect and share data to provide you with care. This may involve sharing data with:

• You or Your Legal Representatives
• Third Parties such as:
  • Health and care professionals (e.g., hospitals, GP, pharmacies)
  • The Local Authority
  • With your permission, family members or friends
  • Regulatory bodies like the CQC or law enforcement (when required)

We collect data through face-to-face interaction, phone, email, website, or post.

Staff

What Data Do We Collect?

As part of our employment obligations, we keep records about our staff, which may include:

• Basic Information: including name, address, date of birth, National Insurance number, and next of kin.
• Financial Details: such as salary, tax, pension, and insurance information.
• Training Records: to ensure staff are adequately trained.
• Special Category Data (Health and Care Information): such as physical or mental health data (e.g., fit notes or maternity/paternity leave).
• Criminal Records Check: If applicable, we may require a Disclosure and Barring Service (DBS) check.

Why Do We Collect This Data?

We require this data to ensure that we meet our legal obligations as an employer, support staff in their roles, and comply with regulatory requirements. Specifically:

• Legal Obligations: under UK employment law and the Data Protection Act 2018.
• Public Interest and Regulatory Compliance: including providing data to regulators like the CQC.
• Special Category Data: we may process health data for reasons like sick pay or maternity leave.

Where Do We Process Your Data?

Staff data is processed internally and shared with third parties, including:

• HM Revenue and Customs (HMRC)
• External Payroll and Pension Providers
• Regulatory Bodies (e.g., the CQC)
• Law Enforcement Agencies (where required by law)

Friends/Relatives

What Data Do We Collect?

In some cases, we may need to collect personal details about your next of kin or emergency contacts, including:

• Basic Details and Contact Information: such as name, address, and phone number.

Why Do We Collect This Data?

We process this data to ensure we can contact someone in case of an emergency or to facilitate care arrangements. We have a legitimate interest in processing this data for these purposes.

Where Do We Process Your Data?

This data is collected directly from you or through your legal representatives and may be shared with:

• Health and Social Care Professionals
• The Local Authority
• Law Enforcement (if required by law)

Website Visitors

We also process data through our website to enhance your user experience and improve our services. This may involve using cookies or other tracking technologies to collect usage data.

Your Rights

You have certain rights over your personal data. These include:

• Access: You have the right to request a copy of the data we hold about you.
• Rectification: You can request corrections to any inaccurate or incomplete data.
• Erasure: You can ask us to delete data no longer necessary for the purposes it was collected.
• Restriction of Processing: You can request we restrict processing if the data is no longer needed, but you prefer it to be retained.
• Objection: If we are processing your data for legitimate interests or public tasks, you can object, and we will review the processing.
• Consent Withdrawal: If we are processing data based on your consent, you can withdraw that consent at any time.
• Data Portability: If applicable, you can request that we transfer your data to another organization in a structured, commonly used format.

We aim to respond to all requests promptly, usually within one month. For identity verification, we may ask for proof (such as a passport or driver’s license).

Complaints

If you are dissatisfied with how we have handled your data, you can contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: https://ico.org.uk/global/contact-us/

This privacy notice is effective as of 15/11/2024. For any updates or changes, please refer to this notice periodically.