What is the purpose of this Privacy Notice?

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Under Data Protection Legislation we are required to explain to our service users why we collect information about you, how we intend to use that information and whether we will share this information with anyone else.

This notice applies to all our current and former service users and also prospective service users. 

We may update this notice at any time.

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It is important that you read this notice so that you know how and why we use information about you. It is also important that you inform us of any changes to your personal information so that the information which we hold about you is accurate and up to date.

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Who are we?

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We are Rehability UK Community Ltd, a company registered in England under company number 09636341 and with our registered office at 1110 Elliott Court Coventry Business Park, Herald Avenue, Coventry, West Midlands, United Kingdom, CV5 6UB

Rehability UK Community Ltd is a “data controller” for the information which we hold about you. This means that we are responsible for deciding how we hold and use the personal information which we hold about you. 

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Our Data Protection Officer

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Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws. 

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If you have any concerns or questions about our use of your personal information, you can contact our Data Protection Advisor at Kingston House on 0333 344 3095.

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Types of personal information we use

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We are collecting information about you which is relevant to the care which we provide to you. This includes:

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•  personal details (such as name, date of birth, gender, marital status, national insurance number);

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• contact details (such as your address, personal telephone number and personal email address);

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• financial information (such as information about your financial circumstances);

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• your likes and dislikes (relating to hobbies, food, routines and other categories of likes and dislikes which help us improve your care);

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• information about your care preferences (to enable us to ensure that we are providing you with the care that you want);

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• details of your life history (in order for us to get to know you as best we can);  

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• information about your carer, family and friends (as your next of kin and emergency contact details); 

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• information about external healthcare providers (such as your GP and practice details);

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Special categories of personal data

Some of the information which we collect about you may be “special categories of personal data”. Special categories of data require a greater level of protection. The special categories of personal data about you which we may collect include:

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• information about your racial or ethnic origin; 

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• information about your religious beliefs; 

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• information about your sex life and sexual orientation; 

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Healthcare information, including any disabilities or special requirements which you may have, your medical records and medical history and details of your support and care needs.

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Source of your personal information

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The above information which we collect about you will be obtained through a variety of sources which include:

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• from you directly;

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• from your friends and relatives who provide us with information about you; 

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• from anyone who has the authority to act on your behalf such as a power of attorney or deputy and from healthcare professionals and officers in the local authority/ social services department.

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How and why we use your personal data

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In accordance with the data protection laws, we need a “lawful basis” for collecting and using information about you for any particular purpose. ​

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We have set out below the different purposes for which we collect and use your personal data, along with the lawful bases on which we will rely.

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What may happen if you do not provide your personal information?

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If you refuse to provide us with information which we need to assess your application for care, we may not be able to offer you care services. 

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Complying with data protection law 

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We will comply with data protection law when using your personal information. At the heart of data protection laws are the “data protection principles” which say that the personal information we hold about you must be:

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• used lawfully, fairly and in a transparent way;

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• collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

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• relevant to the purposes we have told you about and limited only to those purposes;

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• accurate and kept up to date; 

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• kept only as long as necessary for the purposes we have told you about;

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Sharing your information

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We will share your personal information with third parties where we have a lawful basis for doing so.

The types of organisations with whom we share your personal data are as follows:

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Healthcare providers and multi-disciplinary teams: Where it is lawful and necessary to do so, we will share information about you with other healthcare providers such as your GP, hospital staff, etc.

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Regulators / Safeguarding authorities / Commissioners: We also share your personal data with these public bodies where we are required to do so by law.

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The Police and other law enforcement agencies: In limited circumstances we may be required to share your personal data with the police if required for the purposes of criminal investigations and law enforcement.

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IT service providers: We may use external IT providers who may have access to your personal data from time to time as is necessary to perform their services. 

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Attorneys: Where it is lawful to do so, we may share your personal information with any individual who has authority to act on your behalf such as those granted power of attorney. 

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We may need to share your personal information with other third parties, for example in the context of the possible sale or transfer of services in which you are involved.

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Transferring information outside the eu.

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We will not transfer your data outside of the EU. 

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Storing your information and deleting it

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We will only retain your personal information for as long as necessary to fulfil the purposes for which we have collected it or to fulfil other lawful purpose (as described above). When we no longer have a lawful purpose for holding your data, we will securely destroy your personal information in accordance with our data retention policy. A copy of our data retention policy is available from our Data Protection Advisor whose contact details are set out above.

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To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

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Your rights

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Under certain circumstances, by law you have the right to:

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Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

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Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

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Request erasure of your personal information in certain circumstances. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

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Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) or public interest as our lawful basis for processing and there is something about your particular situation which leads you to object to processing on this ground. You also have the right to object if we are processing your personal information for direct marketing purposes.

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Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

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Request the transfer of your personal information to another party in certain circumstances.

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If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Advisor using the contact details above.

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RIGHT TO WITHDRAW CONSENT  

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In the limited circumstances where we are relying on your consent as our lawful basis to process your data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Advisor. 

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Automated DECISION MAKING

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You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

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right to complain to the ICO

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You have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way we use your information. You can contact the ICO by writing to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

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CHANGES TO THIS privacy notice

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We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

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