Privacy Notice – Next of Kin / Emergency contact
Allcare Nurses Agency Ltd is independently owned and operated care and support provider operating in Lancashire and surrounding areas.
Allcare Nurses Agency Ltd is committed to protecting and respecting your privacy. Although you may not be an employee or customer of Allcare Nurses Agency we may hold your personal information because of your relationship with either a customer of Allcare Nurses Agency or an employee, who has nominated you as either next of kin or their emergency contact.
Who are we and why do we need to process your personal information?
Allcare Nurses Agency is a data controller of your personal information. Personal information means information that is about you or contains enough data in which we can identify you.
For emergency contact details and next of kin details, Allcare Nurses Agency Ltd has a legitimate interest in processing this personal data throughout the employment of an individual, and for the duration of a care package being in place for a customer. Processing this information allows the Allcare Nurses Agency Ltd to maintain accurate and up-to-date employment records, care records and contact details (specifically details of who to contact in the event of an emergency).
Legitimate interest is our legal basis for storing your information. For more information on what legitimate interest is, visit the ICO website.
What kind of information is being collected?
Allcare Nurses Agency Ltd will only collect and process information in relation to you as a nominated emergency contact or next of kin by either an employee of Allcare Nurses Agency Ltd , or a customer of Allcare Nurses Agency Ltd .
Allcare Nurses Agency Ltd will only collect this information from employees or customers who have nominated you as their emergency contact and/or next of kin. This information will include your name, relationship to the individual and your contact number.
Who has access and how do we protect your information?
This information is securely stored either in a paperless filing system that is password protected and kept on a secure server, or where we use paper records, in a locked filing cabinet, in a lockable room. Access is restricted to only those who need it and will only be accessed at times deemed to be an emergency. We will decide on a case by case basis what constitutes an emergency.
We have internal policies that strictly control how we manage your personal information. Allcare Nurses Agency Ltd will not under any circumstances transfer your information to countries outside the European Economic Area.
How long will we keep your information?
Allcare Nurses Agency Ltd will hold your personal information for as long as either the individual is employed, or a care package is in place, or we are informed otherwise, either by the data subject themselves (you) or the employee or customer. As a data subject, you have several rights under data protection regulation. These include:
- You are able to access all the personal information we hold about you,
- You are able to request we change information where it is either incorrect or incomplete,
- You are able to request we delete or stop processing your data, including the right to be forgotten,
- You are able to object to the grounds of us processing your information, which we do so under ‘legitimate interest’.
Your rights:
If you believe that the Allcare Nurses Agency Ltd has not been compliant with your data protection rights, you can contact the Information Commissioner:
- Information Commissioner – https://ico.org.uk/
- Telephone helpline – 0303 123 1113
Telephone Calls
Please note our telephone calls are recorded for security purposes
Allcare Nurses Agency Limited currently records phone calls.
Only incoming calls are recorded.
Our lawful bases for processing your personal information are:
UK GDPR Article 6(1)(f) – for the purpose of our legitimate interest.
We can use ‘legitimate interests’ if we can demonstrate that the processing is for purposes other than for performing our tasks as a public authority. In this context, our objectives include:
- clarify the content of a particular conversation;
- establish the facts in the event of a complaint either by a client or a member of staff, and so assist in resolving it;
- help protect staff from abusive or nuisance calls and/or provide evidence to seek
- injunctions against abusive client;
- provide evidence in assessing the seriousness of threats;
- investigate fraudulent activity;
- provide evidence for crime prevention purposes.
Recording of calls is necessary to protect the interests of you, our staff, or both. It is also in our legitimate interests, unless those interests are overridden by you asking for your call not to be recorded.
You may request that your call is not recorded, and can do this either through our telephone system when you first call or at any point during a call where call recording is in place.
Who we may share your personal information with
Your information will be shared with the relevant staff within Allcare Nurses Agency Ltd.
Sometimes we need to share personal information we hold about you with other organisations or agencies we work with or who help us deliver our services to you. This may include with a complaints Ombudsman where you have complained to the Ombudsman and we are asked to investigate your complaint, or with elected councillors and/or Members of Parliament where you have asked them to represent you.
We may also share your personal information where we have a legal obligation to do so. As an example, we may share your information to find and stop crime and fraud.
If we are sharing your information for any purpose we will take appropriate security measures to protect it, and we will make sure we have a clear legal basis for sharing, including any exemptions under the Data Protection Act 2018.
How long we keep your personal information
We keep your personal information for the minimum period necessary. All telephone recordings will be held securely, and recordings will be retained for up to two months, when it will be overwritten.
A recording may be held for longer if it forms part of evidence in an ongoing investigation, in which case it will be retained until it is no longer needed for this purpose.
