VENUS HEALTHCARE HOMES – DATA PROTECTION POLICY
Venus Healthcare Homes understands that your privacy is important to you and that you care about how your personal data is used.
We respect and value the privacy of all our Service Users and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Venus Healthcare Homes Ltd. is a limited company registered in England under company number 08584823.
Registered Address:
C/O Rjm Secretaries Ltd, 15-19 Cavendish Place, London, England, W1G 0DD
Trading Address(s) :
3 Finch Lane, WD23 3AH
141a Whitehorse Rd, London, E1 0NW
47 Blakehall Road, London, E11 2 QW
Data Protection Officer(s):
Anthony Gomes
Email address: dataprotection@venusam.co.uk
Telephone number: +44 330 320 3320
Correspondence address: CR House, PO Box 345, Hampton, TW12 9EA
We are regulated by The Care Quality Commission.
This Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Information should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a specific purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we use it with your consent or for the performance of a service, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
We may collect some or all the following personal data (this may vary according to your relationship with us):
Name
Email address
Your personal data may also be obtained from the following third parties:
Referrer
Our external marketing agents e.g. Google, Facebook etc.
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a service with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:
Supply you with information about our Care Homes
Contact you with information about vacancies within the company
MARKETING AND PROMOTING OUR SERVICE TO YOU
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or text message and/or post with information, news or offers on the services that we supply. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you can always opt-out.
We will not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
All data will be kept for a minimum of six (6) years.
Once your data is no required to be kept, it will be securely deleted
All our data storage and transfer are managed by H2O Limited, a UK Limited company.
We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.
All paper records of data are stored in a locked, fire-resistant cabinet in the trading addresses as given in Part 1.
We will only transfer your personal data between our administrative, IT, marketing, clinical and healthcare teams to allow us to provide a service to you. Data is encrypted in transit using TLS, which provides highest security for end-to-end data exchange.
Please contact us using the details below in Part 11 for further information about the data protection mechanism used by when storing and transferring your personal data within the UK.
We may sometimes contract with third parties to supply specific services to you on our behalf. These may include data storage/transfer, payment processing, communication, delivery, and marketing. In some cases, those third parties may require access to some or all your personal data that we hold. These third parties include:
H2O Networks
Microsoft 365
Telephonica Limited
WhatsApp
Person Centered Software
Citation Atlas
Quality Compliance Software
Care Audits
Deputy
Care Skills Academy
Fault Fixers
GoDaddy
All these third-party providers comply with GDPR regulations.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
If any personal data is transferred outside of the EEA, we and our third-party service providers will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours for e.g., if we involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of the progress of your request by your data protection officer.
To contact us about anything to do with your personal data, data protection and privacy information, including to make a subject access request, please use the following details:
Email address: dataprotection@venusam.co.uk
Telephone number: 0330 3320 3320
Postal Address: Data Protection Officer, Venus Healthcare Homes, CR House, PO Box 345, Hampton, TW12 9EA
We may change this privacy notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website www.venushealthcare.co.uk under the heading data protection.
