Privacy Policy
Company Name: 360 CARE GROUP Limited (“the Company”)
Policy Name: Privacy Policy and Procedure
Last Reviewed: 10 June ’24
360 Care Group Limited customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone: 03456463360
Email: GDPR@360caregroup.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Date of birth
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Account information
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Call recordings
- Records of meetings and decisions
- Identification documents
- Information relating to compliments or complaints
We also collect or use the following information to provide services and goods, including delivery:
- Racial or ethnic origin
- Health information
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Account information, including registration details
- Information used for security purposes
We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:
- Names and contact information
- Customer or client accounts and records
- Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Video and CCTV recordings of public areas (including indoor and outdoor spaces)
- Audio recordings of public areas (including indoor and outdoor spaces)
- Video and CCTV recordings of private or staff only areas
- Information relating to health and safety
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Location data
- Recorded images, such as photos or videos
- Call recordings
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Financial transaction information
- Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Health and safety information
We also collect or use the following information to comply with legal requirements:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Security clearance details (eg basic checks and higher security clearance)
We also collect or use the following information for recruitment purposes:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
- Public task
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
- Public task
Our lawful bases for collecting or using personal information for legal requirements are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
- Public task
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
- Legal obligation
- Legitimate interest:
- We collect information in order to provide bespoke care.
- Vital interests
- Public task
Where we get personal information from
- People directly
- Health care providers
- Legal and judicial sector organisations
- Schools, colleges, universities or other education organisations
- Councils and other public sector organisations
- Previous employers
How long we keep information
We retain personal data in accordance with the retention periods outlined below. If a retention period is not specified, personal information will only be retained for the longer of:
- As long as required for its purpose
- As required by law
- As recommended by the Chartered Institute of Personnel & Development
Retention Periods
| Record Type | Retention Period | Comment |
|---|---|---|
| Application forms of non-shortlisted candidates | 6 months | Equality Act 2010 |
| Shortlists, interview notes, and related application forms | 6 months | CIPD recommendation |
| Personnel records (including training and disciplinary records) | 6 years after employment ceases | CIPD recommendation |
| Redundancy details and calculations | 6 years after redundancy | CIPD recommendation |
| Wage/salary/payment records | 6 years | Taxes Management Act 1970 |
| SMP & SSP records (including certificates & self-certifications) | 3 years after end of the related tax year | SMP and SSP Regulations |
| Parental leave records | 5 years from birth/adoption | CIPD recommendation |
| Incident details | 10 years after the incident | NHS England Records Management Code of Practice 2023 |
| Serious incident details (including RIDDOR reportable incidents) | 10 years after the incident | NHS England Records Management Code of Practice 2023 |
| Staff training and contact information | Significant records: Until the 75th birthday or 6 years after employment ceases. Non-significant records: 6 years after training completed. | NHS England Records Management Code of Practice 2023 |
Healthcare Records Retention Periods
| Type of Patient | Minimum Period of Retention |
|---|---|
| Patient under 17 at treatment conclusion | Until the patient’s 25th birthday |
| Patient aged 17 at treatment conclusion | Until the patient’s 26th birthday |
| Patient who died before age 18 | 8 years from the date of death |
| Patient treated for mental disorder | 20 years from the last entry in the record |
| Patient treated for mental disorder who died | 8 years from the date of death |
| Patient treated by a general practitioner | 10 years from the last entry in the record |
| Patient who received an organ transplant | 11 years from death or discharge, whichever is earlier |
| All other cases | 8 years from the last entry in the record |
Disposal of Information
All personal information is securely disposed of in line with data protection regulations:
- Paper records: Shredded using secure, locked consoles.
- Digital records: Permanently deleted from IT systems with guidance from an ISO-accredited IT specialist.
- Obsolete storage devices: Returned to the IT team for secure removal of information.
For further advice, please contact our Data Protection Lead.
Who we share information with
Data processors
GDPR Officer
This data processor does the following activities for us: Process all information in line with regulatory requirements.
Others we share personal information with
- Organisations we need to share information with for safeguarding reasons
- Professional or legal advisors
- Relevant regulatory authorities
- External auditors or inspectors
- Organisations we’re legally obliged to share personal information with
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any 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 with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
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
10 June 2024