At Caretree, we are committed to protecting your personal information and ensuring that it is handled in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025. This notice explains what information we collect about you as a client, how we use it, how long we retain it, and the rights you have in relation to your data.
Information We Collect
When we provide care and support in your home, we will hold personal and confidential information about you. This includes your basic personal details such as your name, date of birth, address, telephone numbers, and email addresses. We also keep records relating to your care needs, including your care plan, medical history relevant to the services we provide, and any information about allergies, disabilities, or conditions that affect the way we deliver care.
We may record details of your next of kin or emergency contacts, as well as information about your preferences, routines, and lifestyle choices to ensure that your care is personalised. We also keep records of visits, tasks completed, and notes about your wellbeing. These records are securely stored and managed through our care electronic monitoring system, PASS, which allows us to track schedules, record care delivery, and ensure compliance with care standards.
How We Use Your Data
Your information is used to plan and deliver the care you receive, to monitor the quality of that care, and to ensure your health, safety, and wellbeing. PASS plays a central role in this process by securely recording your care notes, visit times, and tasks completed. This ensures that your care is consistent, accurate, and accessible to authorised staff members.
We also use your data to communicate with you and your family, to respond to emergencies, and to comply with legal and regulatory requirements. Processing of your data is carried out on the basis of contractual necessity, legitimate interests, legal obligations, and, where applicable, your consent.
Retention of Data
We keep your care records for the duration of the time you receive services from us and for a period of six years after your care ends. This retention period allows us to comply with legal requirements and to respond to any future queries or claims. After this period, your records are securely archived or deleted.
Sharing of Data
We will not disclose your personal data to any organisation except in specific circumstances. As part of inspections by our governing bodies, such as the Care Quality Commission (CQC) and Oxfordshire County Council (OCC), your records may be reviewed to ensure compliance with legislation and quality standards.
In cases of suspected safeguarding concerns, we may share relevant information with safeguarding authorities or, in serious cases, the police. We may also share information with healthcare professionals involved in your care, such as your GP or district nurse, to ensure continuity of support.
Your care notes and schedules are securely stored in PASS, which is only accessible to authorised staff. PASS ensures that your information is protected while allowing us to deliver safe and effective care.
Your Rights
You have the right to be informed about how your data is processed and to access the information we hold about you. If any of the information is inaccurate or incomplete, you can request that it be rectified. You also have the right to request the deletion of your data where there is no compelling reason for its continued processing, although we may refuse if retention is required by law or necessary for defending legal claims.
You may withdraw your consent at any time, though this may affect the services we are able to provide. You also have the right to restrict or object to certain types of processing and, in some cases, to request data portability. If you are unhappy with how your data is handled, you can lodge a complaint with the Information Commissioner’s Office (ICO) or another relevant regulator.
