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Privacy Promise

We are Gentle Hands Healthcare Limited a company ,

Company number SC734644.  Our registered office address is  john smith business centre, Unit 55, Flexspace, Begg Rd, Kirkcaldy KY2 6HD

We respect your privacy and comply with data protection law whenever We process your data. The law says that the personal information We hold about you must be:

  1. Used lawfully, fairly and in a transparent way.

  1. Collected only for valid purposes that We have clearly explained to you and not used in any way that is incompatible with those purposes.

  1. Relevant to the purposes We have told you about and limited only to those purposes.

  1. Accurate and kept up to date.

  1. Kept only as long as necessary for the purposes We have told you about.

  1. Kept securely.

Your personal information will only be used for the purposes for which it was collected, unless We reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If We need to use your personal information for an unrelated purpose, We will notify you and We will explain the legal basis which allows us to do so.

Please note that We may process your personal information without your knowledge or consent, but We will only do so where this is required or permitted by law.

It is important that you read this privacy promise together with any other privacy policy or fair processing policy We may provide on specific occasions when We are collecting or processing personal data about you so that you are fully aware of how and why We are using your data. This privacy promise supplements other notices and privacy policies and is not intended to override them.

Clients & clients’ families

Enquiries about provision of care services

Enquiry form.  If you are enquiring about the services which our network offers and complete the enquiry form on our website, Home Instead records the following information about you and/or the individual who may require our services:

  • Name and surname;

  • Contact details such as email address, telephone number; postal address including postcode;

  • The nature of the relationship between the individual completing the enquiry form to the potential recipient of our services;

  • Any requirements of the potential recipient of the services including any medical and/or health conditions;

“Save for Later” function.  This is a function which allows you to save your enquiry form without submitting it to us. If you use this feature, your partially completed form will be saved to our database, and you will receive an email with a randomly generated link which you can use to retrieve the form and continue to complete it.  If you do not retrieve your form within 8 weeks of the date when it was saved, all data will be automatically deleted from our server.  

We process your personal data for a number of reasons:

  • For the purposes of monitoring the quality of the services provided by our Franchised Offices (including for example by sharing your details with selected market research agencies)

  • For the purposes of enforcing our rights and the Franchised Office’s contractual obligations under their franchise agreement with us, including specifically carrying out regular audits to ensure that the Franchised Office is providing the services in compliance with our high standards.

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Employment and recruitment

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If you are employed by one of our Company, they will collect a range of personal information about you. This will include:

  • Personal contact details, such as your name, title, address and contact details, including email address and telephone number

  • Date of birth

  • Gender

  • The terms and conditions of your employment

  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers 

  • Information about your remuneration, including entitlement to benefits such as pensions

  • Details of your bank account, tax status and national insurance number

  • Information about your marital status, next of kin, dependants and emergency contacts

  • Information about your nationality and entitlement to work in the UK

  • A copy of driving licence

  • Details of periods of leave taken by you, including holiday, sickness absence, family leave and the reasons for the leave

  • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence

  • Assessments of your performance, including appraisals, training you have participated in, performance improvement plans and related correspondence

  • CCTV footage and other information obtained through electronic means e.g., swipe card records.

  • They may also collect, store and use the following special categories of more sensitive personal information:  

  • Information about medical or health conditions (e.g., sick notes), including whether you have a disability for which the Franchised Office needs to make reasonable adjustments

  • Information about your criminal record (where applicable)

  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief (this information is optional and is only used to ensure that the Franchised Office is an equal opportunity employer).

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Website users

Our website is not intended for children and we do not knowingly collect data relating to children.

Using the Contact Us function

If you complete a Contact Us form on our website, We typically collect the following information:

  • Your name and surname;

  • Email address / Telephone number;

  • Details of your enquiry.

Depending on what contact form you’re using, We may also collect additional information. It will be obvious what we’re collecting and why We need this additional information, and We will only use it for the purposes of the original contact. Although, as set out elsewhere, Home Instead may share your information with our Company if necessary, in order to assist with your query.

If you contact Us by email and telephone, we will only collect and process the personal data which you provide to us, also, it shall only be used for the purposes for which you provide your personal data to Us.  For example, if you contact Home Instead with an enquiry about the provision of care, we may share your details with one of our Company. 

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Your rights

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Because the data We hold about you is your data, you have the following rights in respect of the personal data We hold about you:

  1. Right to Access – this means that you can ask Us for a copy of all personal data We hold about you. This enables you to receive a copy of the personal information We hold about you and to check that We are lawfully processing it.

  1. Correction Right – if you believe that any of the information We hold about you is incorrect or out of date, you have the right to correct such information by providing Us with the correct up to date information. In addition, you can ask Us to delete the incorrect or out of date information and We will be happy to do so unless We are prevented from doing so by law or regulation.

  1. Right to be Forgotten – this enables you to ask Us to delete or remove personal information where there is no good reason for Us continuing to process it. Please note that where We are obliged to keep your personal data because of a regulatory or legal requirement, We will not be able to delete the data and must continue to retain it.

  1. Right to Restrict Processing – in some limited circumstances you have the right to restrict the processing of your data.

  1. Right of Objection to Processing – you have the right to object to Us using your data for direct marketing purposes and to profiling.

  1. Right of Data Portability – you have the right to request a copy of the personal data We hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.

  1. Automated Decision-Making Objection Right – automated decision-making is where a decision is made entirely by technological means without human intervention. We do not use or rely on automated decision-making.

If you would like to exercise any of the above rights please contact the relevant Privacy Champion using the contact details above.

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More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk

Changes to this Privacy Promise

We keep our Privacy Promise under regular review. This Privacy Promise was last updated in January 2023.

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