Notice of Personal Information Collection or Processing
How do we process your personal data?
The Ellie Group Ltd complies with its obligations under the EU General Data Protection Regulation and the Data Protection Act 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; and by protecting personal data from loss, misuse, unauthorised access and disclosure. We use your personal data for the following purposes:
• To initiate care or support
• To provide ongoing care or support
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with the third parties specified below:
• Those assigned to initiate and provide care or support
• Care Quality Commission (CQC), and other bodies such as Adult Safeguarding, for incidents/accidents/complaints regarding quality of care
• Health & Safety Executive (HSE) for the Reporting of Injuries, Diseases and Dangerous Occurrences (RIDDOR)
• Insurance brokers in the case of legal investigations into incidents/accidents/complaints
• Paper file archiving companies that store our files
• Companies providing our IT solutions to help us manage care plans, schedule care staff, produce invoices, handle incidents, handle payments and deliver medication
We will never share your information with any third parties outside of the purposes above without first informing you and your information will only be shared within the EU wherever possible. If information is shared to third parties operating outside of the EU, and that country has not been deemed to provide an adequate level of protection for personal data by the European Commission, we will ensure that either suitable regulations and/or contracts are in place to give you and your data the same rights and protections as would be experienced within the EU. For example, we will only transfer data to third parties based in the US if they are part of the Privacy Shield, as this requires them to provide similar protection to personal data where shared between the EU and US.
Where no adequacy decision is currently in place for the country in question, it will be ensured that we use specific contracts approved by the European Commission w which give data the same protections as it would receive if shared within the EU.
How long do we keep your personal data?
We only keep your personal data for the amount of time necessary to achieve the purpose for which it was collected. For the retention periods of specific types of personal information, please refer to our Rights of Access to Information Policy which can be provided to you upon request.
If we wish to use your personal data for a new purpose not covered by this privacy notice, then we will provide you with a new notice explaining this before we use your data for the new purpose. Where necessary, we will seek your prior consent to the new processing.
Your rights in relation to your information
You have the right to object to certain processing of your information and to refuse/withdraw consent to information sharing with the specified parties above at any time. We will fully explain the possible consequences to you, which could affect our ability to provide care or other services to you.
Contacting us about your information
You can contact us about your information at any time by contacting the Registered Manager, Carla Bowman, at firstname.lastname@example.org
The Elliscombe House website is operated by The Ellie Group Ltd (“we”, or “us”). The Ellie Group Ltd complies with its obligations under the EU General Data Protection Regulation and the Data Protection Act 1998 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; and by protecting personal data from loss, misuse, unauthorised access and disclosure.
This privacy notice sets out our commitment to respecting your privacy and providing a secure website so your personal information is protected. You can be assured that any information you provide us will be used strictly in accordance with the terms laid out in this notice.
Collecting, sharing and using your information
We collect personal information from visitors to the Elliscombe House website through the use of online forms, information from phone calls, and when you email us your details. This personal information will only be used for the following purposes:
• Dealing, responding, and following-up your enquiries and requests;
• Sending you our newsletter, if you request this; and
• Informing you of additional services which may be of interest to you.
The information we hold will be, to the best of our knowledge, accurate and up to date. If, however, you find errors or inaccuracies in your personal information, please let us know and we will erase, complete, or amend that information as far as it is possible to do so, upon request.
Personal information is treated as confidential and we conduct periodic reviews of the appropriateness of security systems to prevent unauthorised access. We are committed to providing an appropriate level of security to protect personal information and as our organisation evolves, so will our levels of security.
When you visit the Elliscombe House website and provide personal information, you will be sharing this information with The Ellie Group Ltd alone, unless stated and you are informed otherwise.
NHS Test and Trace - COVID19
The NHS Test and Trace service requests that all care home providers keep a temporary record of current and previous residents, visitors and staff. The following information may be requested about residents, visitors and staff at short notice;
Name and contact details of current residents.
If a resident moves out of the care home, the care home should continue to keep a record of the resident, including:
• Contact telephone number
• Date of admission (if this took place within 21 days of their departure)
• Date of departure/ move to another setting
• Date of visit
• Arrival time and departure time, where possible
• The names of staff who work at the premises
• Contact number for each member of staff
• Dates and times that staff are working
NHS Test and Trace will ask for these records only where it is necessary.
Outside of this, we would like to bring your attention to our obligations to disclose information in the following exceptional circumstances permitted by law: where you have given permission to disclose information, where we are legally obliged to disclose information, where there is a duty to the public to disclose information, or where we have to disclose information to protect our interests. You have the right to object to certain processing of your information and to refuse or withdraw consent to information sharing with any specified parties at any time.
Access to your Information
You can write to us at any time to ascertain whether we hold any information about you, and to obtain details of the information we hold about you. Please write to:
The Data Protection Officer, The Ellie Group Ltd, Elliscombe House, Higher Holton, Wincanton, Somerset BA9 8EA.
Please provide us with your name, postal address, and email address along with the details of your requirement. We will then take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you. Therefore, please provide us with two forms of identification such as a copy of your valid passport or driving license, and a copy of a recent utility bill to confirm your address.
If we wish to use your personal data collected through the Elliscombe House website for a new purpose not covered by this privacy notice, then we will provide you with a new notice explaining this before we use your data for the new purpose. Where necessary, we will seek your prior consent to the new processing.
How long do we keep your personal data?
We only keep your personal data for the amount of time necessary to achieve the purpose for which it was collected. For the retention periods of specific types of personal information, please refer to our Rights of Access to Information Policy, which can be provided to you upon request.
Links to external websites
The Elliscombe House website may contain links to other websites which are outside of our control and are not covered by this Privacy Notice. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their Privacy Policies, which may differ from ours. We therefore do not accept any responsibility or liability for these policies and it is your responsibility to check these policies before submitting any personal information to these websites.
Consent for use of personal data, photographs and testimonials
The Ellie Group Ltd may occasionally ask to use some of your personal data and display photographs of you for the purpose of marketing via our website, brochures or within Elliscombe House. If you consent to the processing of your data for this purpose you will be asked to sign a consent form and have the right to withdraw your consent at any time by signing a consent withdrawal form.
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