Woodrowe Healthcare

Privacy Policy


1. Policy Statement

The General Data Protection Regulation (GDPR) came into force in May 2018. The GDPR strengthens current data protection safeguards as developed under the Data Protection Act 1998. 

Woodrowe Healthcare is obligated to detail how it collects and processes personal information which third parties might provide to us. Woodrowe Healthcare has a range of policies and procedures which ensure that any personal information supplied is only received with active consent and is always held securely, treated confidentially and in line with all applicable regulations. A list of additional relevant policies are listed within this document and any can be made available upon request. 

2. What personal information Woodrowe Healthcare collects about a) residents b) employees and c) third parties

2.1 Residents

As a registered care provider, Woodrowe Healthcare must collect some personal information about our residents, including financial information in some cases, which is essential to our being able to provide effective care and support. The information is contained in individual files (both manual and electronic) and other record systems, all of which are subject to strict security and authorised access policies. Personal information that becomes inactive, eg from enquiries or prospective residents who do not enter the service are also kept securely for as long as it is needed, before being safety and confidentially destroyed. 

2.2 Employees 

Woodrowe Healthcare operates a safe recruitment policy to comply with the regulations in which all personal information obtained, including CV’s/application forms, references, is, like residents’ information, securely kept, retained and disposed of in line with data protection requirements. All employees are aware of their right to access any information about them. 

2.3 Third Parties

All personal information obtained by Woodrowe Healthcare about others associated with the delivery of the care service, including contractors, visitors etc will be protected in the same way as information on residents and employees. 

3. How we collect information 

The majority of residents’, employees’ and third parties personal information is collected directly from them or through form filling, mainly manually but also electronically for the some purposes. 

With residents, Woodrowe Healthcare will continue to build on the information provided initially through enquiry and referral forms, for example through needs assessments which will feed into their care and support plans. 

With employees, personal information is obtained directly and with consent through such means as self submitted application forms, interview process, references and DBS checks. When recruiting staff, Woodrowe Healthcare asks for the applicants explicit consent to obtain all the information needed for us to decide to employ them. 

All personal information obtained to meet Woodrowe Healthcare’s regulatory requirements will always be treated in line with our explicit consent, data protection and confidentiality policies. 

4. What we do with personal information 

All personal information obtained on residents, employees and third parties is used on to ensure that Woodrowe Healthcare provides a service which is consistent with our purpose of providing a person-centred care service, which meets all regulatory standards and requirements It will not be disclosed or shard for any other purpose.

5. How we keep information safe

As previously stated, Woodrowe Healthcare has a range of policies which enable us to comply with all data protection requirements. The foremost are:

· Access to Employee Data

· Complaints

· Computer systems and internet use

· Confidentiality of Residents’ Information 

· Consent to care and treatment 

· Data Protection 

· Record Keeping 

· Information Governance under the GDPR

· Privacy under GDPR 

· Disclosure and Barring Service (DBS) Secure storage, handling, use, retention and disposal of information

· Sharing information with other providers

6. With whom might we share information 

We only share the personal information of residents, employees and others with their consent on a ‘need to know’ basis, observing strict protocols in doing so. Most information sharing of residents’ information is with other professionals and agencies involved with their care and treatment. Likewise we would not disclose information about our employees without their clear agreement, eg when providing a reference. 

The only exceptions to this general rule would be where we are required by law to provide information, eg to help with a criminal investigation or safeguarding event, investigation or related referral. 

Where we provide information for statistical purposes, the information is aggregated and provided anonymously so that there is no privacy risk involved in its use.


7. How personal information held by Woodrowe Healthcare can be accessed

There are procedures in place to enable any staff member, employee or third party whose personal information we possess and might process in some way to have access to that information on request. 

8. How long Woodrowe Healthcare keeps information 

There are strict protocols in place that determine how long Woodrowe Healthcare will keep the information, which are inline with the relevant legislation and regulations. 

9. How Woodrowe Healthcare keeps privacy policies up to date

The members of staff whose responsibility it is to control and process personal information in our organisation are delegated to assess all privacy risks continuously and to carry out comprehensive reviews of our data protection policies, procedures and protocols at least annually. 

10. What to do if your personal information is incorrect

It is members of staff’s responsibility to inform Woodrowe Healthcare if their personal information changes. Woodrowe Healthcare cannot be responsible for errors in personal information if it does not know it has changed. In the event that a staff members personal information (such as name, address, telephone number, banking details) has changed; the member of staff should inform the Registered Manager without delay. 

If a staff member believes that their personal information held by Woodrowe Healthcare, is incorrect they should speak with the Registered Manager without delay who will ensure that this is rectified.