privacy

Business detail

This is the privacy notice of Rowan House Care Limited.  Our registered office is at Brimscombe Farm, Brimscombe, Stroud, Glos, GL5 2QW.  Rowan House is registered with the Care Quality Commission to provide residential and domiciliary care to its service users.

Aims of this notice

Rowan House is required by law to tell you about your rights and our obligations regarding our collecting and processing any of your personal information, which you might provide to us. We have a range of policies and procedures to ensure that any personal information you supply is only with your active consent and will be held securely and treated confidentially in line with the applicable regulations. We have listed the relevant documents below and can make any available.

What personal information we collect about: a) service users b) staff and c) third parties

1. Service users. As a registered care provider, we must collect some personal information regarding our service users, including financial information, which is essential to our being able to provide effective care and support. The information is contained in individual files (manual and electronic) and other recording systems, all of which are subject to strict security and authorised access policies. Personal information that becomes inactive, eg from enquiries or prospective users who do not enter the service is also kept securely for as long as it is needed, before being safely disposed of.
2. Staff and volunteers. The service operates a safe recruitment policy to comply with the regulations in which all personal information obtained, including CVs and references, is securely kept, retained and disposed of in line with data protection requirements. All staff are aware of their right to access any information about them.  Staff information is held in their individual physical and digital staff files as well as some central files, necessary for personnel administration, for example, in relation to Payroll and HR processes.
3. Third parties. All personal information obtained about others associated with the delivery of the care service, including contractors, visitors, etc is securely kept, retained and disposed of in line with data protection requirements.

How we collect information
The majority of service users’, staff and thirds parties’ personal information is collected directly from them, their families or healthcare professionals or through form filling, mainly manually, but also electronically for some purposes.  For service users, we might continue to build on the information provided in enquiry and referral forms, and, for example, from needs assessments, which feed into their care and support plans.  For staff, personal information is obtained directly and with consent through such means as references, testimonials and criminal records (DBS) checks. When recruiting staff, we seek applicants’ explicit consent to obtain all the information needed for us to employ them.

All personal information obtained to meet our regulatory requirements will be treated in line with our data security and protection and confidentiality policies.  Our website and databases meet privacy standards and comply with our general data protection security and protection policies as far as is reasonably possible.

What we do with personal information

All personal information obtained regarding service users, staff and third parties is used to ensure that we provide a service which is consistent with our purpose of providing a person-centred care service, which meets all regulatory standards and requirements. It is also used to meet our administrative, HR, legal, financial, regulatory and other requirements.

How we keep your information safe

We have a range of policies that enable us to comply with all data protection requirements. These include (but are not limited to):

• General Data Protection Regulation (“GDPR”) and Data Security and Protection Policy
• Data Quality and Record Keeping Policy
• Confidentiality Policy
• Staff Guidance on Data Sharing and Security
• Governance Policy
• Staff Code of Conduct
• Complaints Policy

Sharing information

We only share the personal information relating to service users, staff and others with their consent as necessary and appropriate, observing strict protocols in doing so. Most information sharing relating to service users’ information is with other professionals and agencies involved with their care and treatment. We will not normally disclose information about our staff without their agreement unless necessary and appropriate.  This may be where we are required by law, the Local Authority or CQC to provide the information.  We would normally inform the individual concerned and obtain their prior consent if necessary and appropriate.

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

External reviews

From time to time, external organisations such as CQC, Quality Assurance, Cornwall County Council and any company-appointed external auditors will carry out reviews of files and information relating to staff and service users.  Staff and clients provide their consent to such reviews through their acceptance of either their terms and conditions of employment or engagement or their acceptance of the terms and conditions set out in their Contract of Residence with us.

How personal information held by the care provider can be accessed

There are procedures in place to enable any staff member or third party whose personal information we possess and might process in some way to have access to that information on request. The right to access includes both the information and any uses which we might have made of the information.

How long we keep information

There are protocols in place that determine how long we will keep the information, which are in line with the relevant legislation and regulations.

How we keep our privacy policies up to date

We review our data security and protection policies, procedures and protocols and up-date them as necessary.

Accessing and updating your personal information

We will always let you have a copy of personal information we have about you, should you request it, and you may correct it if you wish. Instructions about how to do this are available from rowanhouseadmin@jammac1.com.

Questions?

If you have any questions or complaints relating to this Privacy Policy or how we use the personal information we have about you, please contact rowanhouseadmin@jammac1.com. We will endeavour to respond to you promptly.