Effective Date: 19/12/2022

At Amberly Solutions Limited, we are committed to protecting your data. This Privacy Notice explains how we collect, use, and share personal information about you and your rights regarding that data.

1. What Personal Data We Collect:

We collect the following types of personal data:

• Name, contact details, and emergency contacts
• Health and medical information, including care plans and prescriptions
• Financial information for billing and payments (if applicable)

• Staff:

            Personal details (name, address, contact information), employment records (e.g., job title, work schedule, payroll, performance reviews), health data (if relevant to role), training and development records, and any other data needed to comply with employment and legal obligations.

2. Why We Need Your Personal Data:

We need your data to:

• Service Users:

• Provide you with appropriate care and support
• Communicate with your family members and other healthcare providers
• Meet legal obligations (e.g., tax, payroll, care standards)

• Staff:

To manage employment contracts, payroll, training, and performance, as well as meet legal and regulatory requirements (e.g., HR management, health and safety, CQC standards).

3. How We Use Your Personal Data:

We use your personal data in the following ways:

• Service Users:

            To deliver personalised care, communicate with your healthcare providers and family members, and provide services in line with your care plan.

• Staff:

To manage your employment, ensure compliance with training and development, monitor performance, and fulfil any legal or regulatory duties such as reporting to the CQC

4. Who We Share Your Data With:

We may share your data with the following parties:

• Service Users:

Healthcare providers (e.g., GP, therapists, hospitals), family members (if applicable), external contractors involved in your care, regulatory authorities (e.g., CQC, local authority).

• Staff:

Payroll providers, HR consultants, training providers, regulatory authorities (e.g., CQC, HMRC), and emergency contacts (if necessary).

5. Your Rights:

You have the following rights under data protection law:

• Service Users:

The right to access your personal data, request corrections, request the erasure of your data, and restrict how your data is processed.

• Staff:

The right to access your employment data, request corrections, request data erasure (under specific conditions), and request restrictions on processing your data.

If you wish to exercise any of these rights, please get in touch with our Data Protection Officer.

6. How Long We Keep Your Data:

• Service Users:
• Your data will be kept for as long as necessary to provide care services, comply with legal requirements, or for any other legitimate business purpose. After that, it will be securely disposed of or anonymised.

• Staff:

Employment data is kept for the duration of your employment and for any legally required period following your employment (e.g., tax records, pensions).

7. How We Protect Your Data:

We take your privacy seriously and use appropriate technical and organisational measures to protect your personal data, including:

• Service Users & Staff:

            Secure storage of data (both physical and electronic), encryption, regular access reviews, and limited access to authorised personnel only.

8. Additional Information:

National Data Opt-Out

We comply with the National Data Opt-Out policy, which gives you the right to choose if your confidential information is used for purposes beyond your individual care, such as research and planning.

What Does This Mean for You?

• Your personal data may be shared with health and care organisations to improve services and support research and planning.
• If you do not want your confidential information used for these purposes, you can register your choice to opt-out.

How to Opt Out

You can make your choice through the National Data Opt-Out service. This can be done:

• Online: Visit www.nhs.uk/your-nhs-data-matters.
• By Phone: Call 0300 303 5678 for assistance.

Your decision will not affect the care and support you receive.

Our Commitment

We ensure that any data we share for research and planning purposes complies with the National Data Opt-Out policy. This includes:

• Ensuring that individuals who have opted out are excluded from any data shared for these purposes.
• Regularly reviewing our policies and systems to maintain compliance.

If you have any questions about our Privacy Notice, the National Data Opt-Out or how your data is used, please get in touch with us:

9. Contact Information:

• Data Protection Officer: Mrs Sarah Bass
• Email: sarah.bass@amberlysolutions.net
• Phone: 07552025225

This Privacy Notice was updated on 19/09/2024.