Privacy Policy

Gem Care Homes Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Email: info@gemcarehomes.co.uk

What Information We Collect, Use, and Why

We collect or use the following information to provide patient care services, pharmaceutical products, and other goods:

  • Name, address, and contact details
  • Gender
  • Pronoun preferences
  • Date of birth
  • NHS/HSC/CHI number
  • Next of kin details, including any support networks
  • Emergency contact details
  • Photographs
  • Health information (including medical conditions, allergies, medical requirements, and medical history)
  • Information about care needs (including disabilities, home conditions, medication, dietary requirements, and general care provisions)
  • Test results (including psychological evaluations, scans, bloods, X-rays, tissue tests, and genetic tests)
  • Payment details (including card or bank information for transfers and direct debits)
  • Records of meetings and decisions
  • Call recordings
  • Information about income and financial needs for funding or personal budget support

Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a 'lawful basis' for collecting and using your personal information. You can find out more about lawful bases on the ICO’s website.

Your data protection rights include:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure - You have the right to ask us to delete your personal information.
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing - You have the right to object to the processing of your personal data.
  • Your right to data portability - You have the right to ask that we transfer your personal information to another organisation or to you.
  • Your right to withdraw consent - When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

Where We Get Personal Information From

We collect personal information from the following sources:

  • Directly from you
  • Regulatory authorities
  • Family members or carers
  • Other health and care providers
  • Social services
  • Charities or voluntary sector organisations
  • Schools, colleges, universities, or other education organisations
  • Previous employers
  • Government portals (right to work)

How Long We Keep Information

We keep different types of records for various durations based on UK law:

  • Admission Records - For 75 years after leaving our care
  • Care Plans - For 75 years after leaving our care
  • Medical Records - Until the child turns 75 years old
  • Incident Reports - Until the child turns 75 years old
  • Educational Records - Until the child turns 25 years old
  • Visitor Logs - 7 years
  • Financial Records - 6 years
  • Child Protection Reports - Permanently retained
  • Personnel Records - 7 years after employment ends
  • Training Records - 7 years after employment ends
  • Disciplinary Records - 7 years after employment ends
  • DBS Checks - Retained only while relevant
  • Accident Records - 3 years from the date of the incident
  • Health Records - 7 years after employment ends
  • Payroll, Tax, and Pension Records - 6 years

Who We Share Information With

We share your personal information with the following:

  • Data processors (e.g., BrightHR for HR records, McBrides Chartered Accountants for payroll processing)
  • Insurance companies, brokers, and other intermediaries
  • Care providers
  • Organisations for safeguarding reasons
  • Emergency services
  • Legal bodies or authorities
  • Local authorities or councils
  • Relevant regulatory authorities
  • External auditors or inspectors

How to Complain

If you have concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy, you can also complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline number: 0303 123 1113. Website: https://www.ico.org.uk/make-a-complaint

Last Updated

15 October 2024