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Privacy notice – Service Users

Please read this privacy notice carefully as it explains how we comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The notice was last revised on 1st April  2025 and may be further revised from time to time. Should revisions to this privacy notice be made we will let you know when this happens.

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Introduction

In order that we can provide your care and support services to a high standard, we need to collect and use information about you (“personal information”).

Personal information: This is anything about you from which you can be identified, but it doesn’t include information from which your identity has been removed (i.e. anonymous data).

As a ‘controller’ of your personal information, BEYOND CARE HEALTH SOLUTIONS Ltd is legally responsible and under obligation to make sure that your personal information is:

  • Used in a lawful, fair and transparent manner

  • Collected solely for valid purposes that have been clearly explained to you and not used for any other purpose;

  • Relevant to the purposes we have informed you about and only used for those purposes;

  • Recorded accurately and kept up to date;

  • Kept and retained only as long as we need it for the purposes we have informed you about;

  • Stored away and kept securely.

In this notice, the term  “public body” refers to  any organisation that delivers, commissions or reviews a public service, including local authorities, councils, unitary authorities, integrated care boards, health and social care trusts, the Ombudsman and regulatory bodies.

In this notice, the term “housing provider”  refers to the organisation responsible for housing-related matters that homes in an Extra Care, assisted living (or similar) scheme in which BEYOND CARE HEALTH SOLUTION Ltd provide care services, and for the associated maintenance, safety, security etc. of those premises. The housing provider is also typically the landlord.

In this notice, the term “health or social care professional” refers to any individual that provides direct services, acts as a consultant or is involved in the commissioning of your healthcare or social care services, including your GP, dentist, pharmacist, nurses and health visitors, clinical psychologist, dietician, physiotherapist, occupational therapist, hospital staff and social worker.
 

‘Lawful basis for processing’ your information

The UK GDPR says that we must have a ‘lawful basis’ for collecting and using your personal information. BEYOND CARE HEALTH SOLUTIONS Ltd may rely on the following grounds within the UK GDPR for this lawful basis:

  • Article 6(1)(b) – processing is necessary requirement  for the performance of our contracts to provide individuals with care and support services;

  • Article 6(1)(c) – processing is necessary for us to demonstrate compliance with our regulatory framework and the law;

  • Article 9(2)(h) – processing is necessary for the provision of social care and the management of social care systems and services.

  • Other lawful grounds for processing your data could apply in certain situations, such as where sharing your personal information is essential in order to protect you from harm this is known as (“vital interests”).

The information we collect about you

In order to inaugurate and provide the personalised service you require, it is essential that we collect personal information from you or from other sources, such as your family or health and social care professionals. Without the following information, we may be unable to create a suitable care plan and provide safe and effective care:

  • Your name, date of birth and contact details;

  • Details of people we may need to contact in an emergency/next of kin (including their names, contact details and relationship to you);

  • Any medical or practical information that is relevant to the provision of your care (including physical or mental conditions, care needs, allergies and vaccinations);

  • Assessments of your care needs;

  • Your likes, dislikes and personal lifestyle preferences that are relevant to the delivery of your service. This may include information about your health, religion, racial or ethnic origin, sexual life or sexuality;

  • Information about your Power of Attorney or Deputy (if applicable);

  • Financial assessments (where we require these);

  • Payment card or direct debit details (if you make payment to BEYOND CARE HEALTH SOLUTIONS Ltd for some or all of your services using one of these methods);

  • Photographs of you (if we need these to manage any risks to your safety). 

In the course of delivering your service, we will also produce records of the care delivered to you.
 

How we use your personal information

BEYOND CARE HEALTH SOLUTIONS Ltd use your personal information in order to:

  • Prepare, review and update a suitable care plans, describing the care and support you have requested our organisation to supply to you;

  • Deliver your care service in a manner that is safe, caring, effective, responsive and well led

  • Communicate with you, your representatives and relevant health or social care professionals about your current and future needs in relation to the service(s) we provide to you;

  • Make reasonable adjustments, when required, to meet your individual needs and ensure we have suitable things in place to ensure your safety;

  • Invoice you for the care and support services BEYOND CARE HEALTH SOLUTIONS Ltd  has provided  in accordance with our terms and conditions (if you pay for your own service);

  • Carry out quality assurance procedures, review our service and improve our customer experience.

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Sharing your personal information

BEYOND CARE HEALTH SOLUTIONS Ltd will not share your information with others unless we have a lawful reason for doing so.

BEYOND CARE HEALTH SOLUTIONS Ltd may be required to share your personal information with appropriate health or social care professionals and any other individuals you nominate when we prepare your individualised care plan. This enables us to make sure the care support we provide to you is personal, tailored to your needs and safe.

If you live in an Extra Care or assisted living scheme (or similar) BEYOND CARE HEALTH SOLUTIONS Ltd may share your personal information with your housing provider in order to ensure that you and others are safe (but this will not include information related to your tenancy or any other matter that is not relevant to the care we provide).

BEYOND CARE HEALTH SOLUTIONS Ltd will also share your information with selected data processors in order to properly deliver your service. For example, our care management software is hosted by a separate company. However, by law, the data processors we use can only use your information for the purpose we have asked them to and will not share your information with anyone else. They must also keep your data safe and secure. BEYOND CARE HEALTH SOLUTIONS Ltd  also uses contractors for the archiving and disposal of confidential documents.

Although BEYOND CARE HEALTH SOLUTIONS Ltd seek to avoid using agency staff to deliver our services, we may need to do so in very extreme circumstances to ensure continuity of service, and this may require us to share your personal information with an agency or their staff in order that they can deliver your service safely and effectively.

BEYOND CARE HEALTH SOLUTIONS Ltd may also share information about you for safety purposes where not doing so could mean you or someone else might come to serious harm, for example where the emergency services need information in order to save your life.

BEYOND CARE HEALTH SOLUTIONS Ltd may also be required to share personal information with law enforcement agencies or other authorities if required by law. This includes information required by public bodies to evidence our compliance with regulatory requirements. To ensure your safety BEYOND CARE HEALTH SOLUTIONS Ltd may also be required to share personal information with external health or social care professionals, including public bodies and local safeguarding agencies.

BEYOND CARE HEALTH SOLUTIONS Ltd will not share your personal information with any other third party for any other purpose without first asking your permission and will never sell your personal information to anyone.

For the avoidance of doubt, we will not share confidential information about your health or care with research organisations etc. without your explicit consent, whether or not you have exercised your rights under the National Data Opt-Out (https://digital.nhs.uk/services/national-data-opt-out).

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Keeping your personal information secure

BEYOND CARE HEALTH SOLUTIONS Ltd has appropriate robust security measures in place to prevent personal information from being accidentally lost, used and accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

In addition to the measures above, BEYOND CARE HEALTH SOLUTIONS Ltd also has procedures in place to deal with any suspected data security breach. Should we suspect a data security breach where we are legally or morally required to inform you and any applicable regulator, we will notify you in a timely manner.

How long your personal information will be kept

BEYOND CARE HEALTH SOLUTIONS Ltd  will retain the personal information we hold about you for as long as we continue to provide a service to you and for eight years after your service ends, at which time we will destroy your records securely.

Any services provided to children must be retained for eighty years. 
 

Your rights

Under the UK GDPR, you have a number of important rights we would like to make you aware of. In summary, those include rights to:

  • Lawful and Fair processing of information;

  • Transparency over how we use your personal information;

  • Access to your personal information and to certain other supplementary information (which is provided in this privacy notice);

  • Request for us to correct any mistakes in the information we hold about you;

  • Request for us to erase (i.e. delete) personal information concerning you, in certain situations (although you should be aware that if you ask us to delete any of your personal information that we need to retain in order to comply with our legal or contractual obligations, we may no longer be able to provide you with a service);

  • Receive any personal information that you have provided to us in a format that would allow you to pass it on to a third party in certain situations;

  • Object at any time to processing of personal information concerning you for direct marketing (however as we have explained, BEYOND CARE HEALTH SOLUTIONS Ltd will not use your data for that purpose);

  • Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;

  • Object in certain other situations to our continued processing of your personal information;

  • Otherwise restrict our processing of your personal information in certain circumstances;

  • Claim compensation for damages caused by our breach of any data protection laws.

You will find further information on each of these rights on the Information Commissioner’s website (www.ico.org.uk).

 

How to contact us

Should you wish to exercise any of the above rights or have any other complaints or queries about this notice and the way in which BEYOND CARE HEALTH SOLUTIONS Ltd use your personal information, you can contact us as follows:

Email: info@beyondcarehealthsolutions.com

Telephone: 07413442862

By post: The Data Protection Officer
Beyond Care Health Solutions Ltd
16a Louis Street

West Yorkshire
LS7 4BJ

 

Note that we may ask you to provide proof of your identity before we can proceed to  discuss your personal information with you.

 

Your right to complain

If you have a complaint about the way we process your personal information, at BEYOND CARE HEALTH SOLUTIONS Ltd we would ask you to contact us using the details in the previous section and in order for us to respond appropriately. We truly hope that we can resolve any concern you raise with BEYOND CARE HEALTH SOLUTIONS Ltd, however  if you want to do so,

you also have the right to complain to the Information Commissioner, who may be contacted at www.ico.org.uk/concerns/ or by telephone on 0303 123 1113.

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Do you need extra help?

If you would like this notice provided in another format (e.g. audio, large print or braille), please feel free to request by contacting us (see ‘How to contact us’ above).

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