What Personal Data We Collect and Why We Collect it
- Personal data or personal information can be any information about an individual from which that person can be identified. We may collect, use, store and transfer different types of personal data about you which we have grouped together as follows: Personal information including your name, address, telephone numbers and email address.
How We use the Information About you:
- We process your personal data to manage the services we provide you, to carry out our obligations arising from any contracts entered into between us and you, to provide you with information or services you have requested and to process payments and refunds.
- Your care record will contain detailed information about your health and well-being including illnesses, medical appointments and treatments. It will also contain details of your attorney, deputies, your close family and next of kin. We will share these with medical and allied health professionals who have a legal and legitimate need to use the information to support the care provided to you.
- We share information within the Whickham Villa to provide necessary administrative and managerial support.
- We use either personal or anonymised data to review the performance of our care services as part of our continuing work to improve our services and meet the needs of our residents.
- We may use your details to contact you about any changes to our care services.
How do We Collect Information From You?
- We collect information about you when you enquire about our care services, use our website, and become a resident in one of our care homes. We also collect information when you voluntarily complete customer surveys or provide feedback about our services.
When You use the Whickham Villa Website
- Any personal details you knowingly provide us with through forms or email, such as your name, address, telephone numbers and email address. We use the information that you provide so we can respond to your requests and communicate with you.
- Your preferences and use of email updates, recorded by emails we send you (if you select to receive email updates)
- Your IP Address: this is a string of numbers unique to your computer that is recorded by our web server when you request any page or component on the website. This information is used to measure your usage of the website.
Your Contact Information
- Personal details including your title, full name, maiden name, marital status, date of birth, gender, contact details including address (billing address or correspondence address), telephone numbers, email addresses, contact details for next of kin, your GP and other allied health professionals.
- Financial information including bank account information to enable payment of services.
- Transaction data including details of payments from you for the services we have provided.
- Information about your life, including social history, health and wellbeing, treatment and care. This may also include information about your marital status, ethnicity and sexual orientation and details of medical treatments.
- Notes and reports about your health and care provision, including case assessments and medication provided.
- Compliments, complaints, accidents and incidents information.
- Contributions to resident questionnaires and surveys.
Where You are the Relative, Next of Kin, Attorney or Deputy to one of our Residents
- Personal details including title, full name, relationship to the resident, contact details including address, telephone numbers, email addresses.
When You Visit one of our Care Homes
- Name of the visitor, purpose of their visit and car registration details if car parking was used.
- Information relating to the prevention and detection of crime and the safety of residents and workers including CCTV recording.
How Long will We Hold Your Personal Data?
- We will only keep your information for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, contractual or reporting requirements. How long we keep the data for is determined by law and is largely determined by necessity. Once your information is no longer required it will be securely destroyed.
- You can ask us to delete your data where retaining it is no longer necessary.
- Whilst at all times compliant with legislation and acting reasonably, we reserve the right to judge what information we must continue to hold to be able to fulfil our legal and contractual obligations to you.
- We may anonymise your personal data (so that you can no longer be identified) for research and analysis purposes in which case we may use this information indefinitely without further notice to you.
- Where we process data based solely on your consent, you have the right to withdraw that consent at any time.
Who We Share Your Data With
In exceptional circumstances, we may be required to share information without your or your representative’s consent. Circumstances may include:
- Where a serious crime or fraud has been committed.
- If there is a serious risk to the public, resident or employees.
- Where there is a need to protect children or vulnerable adults who are not able to decide if their personal data should be shared.
- When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
- If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
- If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
- If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
- When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
- If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
- Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
What Rights You Have Over Your Data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
How We Store, Process and Protect Your Data:
- We take the privacy and security of your personal data very seriously. We ensure we handle your data with the highest level of care by having clear internal policies and procedures, physical security to our premises and IT security technologies to prevent the unauthorised access, damage and loss of your data.
- The personal data that we collect from you is only stored inside the European Economic Area (EEA), therefore ensuring we achieve the maximum privacy and security in line with UK Data Protection Laws.
- Credit card payments are processed securely via our third party payment processing partner, who we have vetted and who have agreed to provide a level of data protection no less than ours.
Our Automated Decision Making
- You have the right not to be subject to decisions made solely on automated data processing if the decisions have a legal impact or significantly affects you.
- A number of our care assessment systems employ a scoring system to provide an indication of the care delivery that may be required. However, in all cases, human intervention is required when deciding on the care to be provided.