Privacy notice overview

Our contact details

Name: Data Protection Lead
Address:80 Middle Street, Deal, Kent CT14 6HL
Phone:01304 364 637
E-mail:dataprotection@carersek.org.uk

Our full privacy notice can be seen here

What type of information we have

We currently collect and process the following information:

  • personal identifiers, contacts and characteristics such as your name, address, telephone number, date of birth, national insurance number.
  • contact details for members of your family and support network.
  • information about your finances, e.g. bank details, income, benefits.
  • information about your racial or ethnic origin, religious or philosophical belief and your sexual orientation.
  • information about health conditions including mental health or disabilities that may apply to you and the person for whom you care.
  • information about you and your circumstances such as your hours of caring, residency, employment.
  • information about relevant health and safety concerns.
  • information about your needs and wishes.
  • website user / visitor statistics.Carers’ Support East Kent, Registered Address: 80 Middle Street, Deal, Kent CT14 6HL
    Registered Charity Number: 1136904 / Company Limited by Guarantee Number: 7213672. Document created May 2018

The amount and types of information that we collect depends on the level of service and support that you seek from us.

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you by consent for one or more of the following reasons:

  1. (a)  The provision of information, advice, guidance and support.
  2. (b)  Carers Assessments.
  3. (c)  Employment including apprenticeships.
  4. (d)  Volunteering.

We also receive personal information indirectly, from the following sources in the following scenarios:

The local authority; statutory services; charitable, community interest and voluntary organisations; commissioned services; social services and the health service who may refer you to us for the services that we provide above, with your consent.

The information supplied will include some or all of the types of information we have above depending on the information that you have chosen to supply.

Under the General Data Protection Regulation (GDPR) and Data Protection Act 2018, the lawful bases we rely on for processing this information are:

(a)

Your consent (which you can remove at any time by writing to us at Carers’ Support East Kent, 80 Middle Street, Deal, Kent CT14 6HL, calling us on 01304 364 637 or emailing us at support@carersek.org.uk).

(b) (c) (d) (f)

We have a contractual obligation. We have a legal obligation.
We have a vital interest.
We have a legitimate interest.

Carers’ Support East Kent, Registered Address: 80 Middle Street, Deal, Kent CT14 6HL
Registered Charity Number: 1136904 / Company Limited by Guarantee Number: 7213672. Document created May 2018

What we do with the information we have

We use the information that you have given us in order to:

  • provide you with information, advice, guidance, support, assessments and reviews.
  • signpost you to services that may be of interest to you.
  • refer you to services that can support you and to seek your views.
  • safeguarding.
  • monitor training and quality.
  • provide management information for service performance monitoring and development.We may share this information (but not for marketing purposes) with:
  • advocates, deputies, legal powers of attorney.
  • Connect Well East Kent (CWEK).
  • central and local government.
  • the Department for Work and Pensions (DWP).
  • external providers.
  • family members and Carers.
  • housing associations and landlords.
  • internal teams, such as social care teams and finance.
  • Kent County Council (KCC)
  • Kent Integrated Data Set (KID).
  • Kent and Medway Safeguarding Adults Board (KMSAB).
  • Kent Safeguarding Children Board (KSCB).
  • legal representatives, such as solicitors.
  • National Health Services (NHS) providers, such as GPs, specialist providers and hospitals.
  • other professionals such as community, health and social care professionals.
  • partner agencies, such as volunteer and statutory organisations.
  • Social Enterprise Kent (SEK).
  • Social Services.
  • Statutory Services.Carers’ Support East Kent, Registered Address: 80 Middle Street, Deal, Kent CT14 6HL
    Registered Charity Number: 1136904 / Company Limited by Guarantee Number: 7213672. Document created May 2018

How we store your information

Your information is securely stored at our business premises (including premises such as accountants for the purposes of audit and return), and on EU / UK computer servers.

We keep the following for up to:

  • recorded phone calls up to 7 months. This may be longer if evidential.
  • application forms and interview notes for unsuccessful job applicants up 3 years.
  • health and safety, statutory maternity, sick, and minimum wage pay records up to 7 years.
  • financial records unless itemised separately and personal information up to 7 years after cessation with service / employment.
  • invoices (capital items) up to 11 years.
  • leases up to 13 years after liabilities have ceased
  • public liability information, employment liability information, accident records, staff application forms, DBS certificate numberand date, DBS correspondence and signed statements regarding involvement with investigations into vulnerable adults up to51 years (insurance requirement).
  • organisation charts are retained permanently for commercial reasons.
  • records for key senior executives are retained permanently for historical reasons.We will then dispose of your information by shredding physical items such as paper and secure permanent deletion of computer records.

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 information.
  • Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right toask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certaincircumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal data in certaincircumstances.
  • Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation,or to you, in certain circumstances.
    You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.Please contact us at Carers’ Support East Kent, 80 Middle Street, Deal, Kent CT14 6HL, call us on 01304 364 637 or email us at dataprotection@carerek.org.uk if you wish to make a request.

If you are unhappy with the way we collect, process or store your data

In the first instance, please contact our Data Protection Lead in writing as follows:

By email: dataprotection@carersek.org.uk
By post: Carers’ Support East Kent, 80 Middle Street, Deal, Kent CT14 6HL

If you are dissatisfied with the outcome of your initial contact, please raise an appeal to our Chief Executive Officer (CEO) in writing as follows:

By email: ceo@carersek.org.uk By post: Carers’ Support East Kent, 80 Middle Street, Deal, Kent CT14 6HL

Carers’ Support East Kent, Registered Address: 80 Middle Street, Deal, Kent CT14 6HL
Registered Charity Number: 1136904 / Company Limited by Guarantee Number: 7213672. Document created May 2018

Data processors

Your data is normally processed within the UK but may on occasion be processed outside of the UK. All processing is secure and agreements exist between us and the data processors to safeguard and secure your information. All non UK processing may take place within the European Union, or outside of the European Union. Processing outside of the European union, for example North America, is covered by the country being a “third country” and the data processor being part of the EU-US Privacy Shield scheme as required by the GDPR.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113