Privacy Notice

How We Use Your Information

1. About Us

We are Staywell Care Services Ltd, a regulated care provider delivering home‑care services.

Address: Room 2a, Station House, 1 Pembroke Broadway, Camberley, Surrey, GU15 3XD

Phone: 07393 489266

Email: admin@staywellcare.co.uk

Data Protection Officer: George Tsungu 

We are committed to protecting your privacy and handling your personal information in a safe, lawful and transparent way.

2. Who This Notice Applies To

This Privacy Notice explains how we process personal data for:

• Clients receiving care and support
• Staff including employees, workers, volunteers, contractors
• Visitors to our website or premises
• Third parties whose information may be provided to us (e.g., family members, advocates, professionals) 

3. The Information We Collect

3.1 Clients

We may collect:

• Identification details (name, date of birth, NHS number)
• Contact details
• Health and medical information
• Care plans, assessments, daily notes
• Information from family, advocates or professionals
• Financial information (e.g., direct payments)
• Safeguarding records
• CCTV images (if used) 

3.2 Staff

We may collect:

• Identification and contact details
• Right‑to‑work documents
• Employment history, references
• DBS checks
• Payroll, tax and pension information
• Training and qualification records
• Sickness, absence and HR records
• Performance, supervision and disciplinary information
• Incident involvement
• CCTV images (if applicable)
• Digital system usage logs (security)

4. Why We Use Your Information

4.1 Clients

We process your data to:

• Assess, plan and deliver your care
• Ensure your health, safety and wellbeing
• Meet legal and regulatory obligations (CQC, safeguarding, local authority)
• Communicate with you, your family and professionals
• Manage incidents, complaints and quality assurance
• Maintain secure digital care records

4.2 Staff

We process your data to:

• Recruit, onboard and manage employment
• Meet legal obligations (HMRC, DBS, right‑to‑work, CQC)
• Manage payroll, pensions and benefit
• Provide training and development
• Investigate incidents or complaints
• Maintain secure systems and prevent fraud 

5. Lawful Bases for Processing

• We rely on different lawful bases depending on the activity:
• Contract – employment contracts or private care agreements
• Legal obligation – safeguarding, employment law, HMRC, DBS
• Public task – delivering care commissioned by local authorities/NHS
• Vital interests – emergencies or life‑saving situations
• Legitimate interests – workforce management, rota planning, service improvement
• Consent – only for optional activities (e.g., photos for marketing)
• We do not rely on consent for essential care or employment processing.

6. Who We Share Your Information With

We may share relevant information with:

• Local authorities, NHS teams, GPs, district nurses
• Social workers, mental‑health teams, OTs
• Regulators (CQC)
• HMRC, DBS, pension providers (staff)
• Approved digital care systems (e.g., Nourish, Access)
• Training bodies
• Emergency services 
• Advocates or legal representatives (with permission)
• We never sell your data.

7. International Transfers

If any digital system stores data outside the UK, we ensure appropriate safeguards such as:

• UK adequacy regulations
• Standard Contractual Clauses
• Additional technical and organisational protections

8. How Long We Keep Your Information

• Client care records: typically 7–8 years after service ends
• Staff personnel files: 6 years after employment ends
• Payroll/tax records: 6 years
• DBS information: retained only as permitted by law
• Safeguarding or legal matters: longer where required

9. Your Rights

Under UK GDPR, you have the right to:

• Access your information
• Request corrections
• Request deletion (where legally possible)
• Restrict processing
• Object to certain processing
• Data portability (limited cases)
• Withdraw consent (where used)
• Complain to the ICO: www.ico.org.uk

We will respond to all rights requests within one month.

10. Where We Get Your Information

We may receive information from:

• You directly
• Family members or representatives
• Local authorities or NHS teams
• Health professionals
• Recruitment agencies (staff)
• Referees
• Previous care providers
• Internal systems 

11. How We Protect Your Information

We use a range of technical and organisational measures including:

• Encrypted digital care and HR systems
• Role‑based access controls
• Secure storage and disposal
• Staff training in data protection
• Regular audits and monitoring
• Incident and breach reporting procedures

12. Contact Us

If you have questions about this Privacy Notice or how we use your information, contact:

Staywell Care Services Ltd

Email: admin@staywellcare.co.uk

Phone: 07393 489266