Privacy notice

  1. About us and the Care Edge Enquiry Management System

    1.1       We are Care Dimension, creators of the Care Edge enquiry management system for care homes in the UK. We install and manage the Care Edge system for our client care homes.
    1.2       Care Dimension has a duty to protect your privacy and we take this extremely seriously. We are fully committed to dealing with your personal data (Data) in a compliant, professional and caring way. The Care Edge enquiry system has been designed with data protection considerations as a key focus, so that our care home clients can be confident that in using our system, Data they handle is appropriately protected. It is also our objective for the Care Edge enquiry system to facilitate them to create and maintain a compliant environment for Data collected as part of the process of matching individuals’ needs with appropriate and available care. 

  2. About this Privacy Notice

    2.1       When we process personal data, we must do so in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any amending legislation in force from time to time.
    2.2       This privacy notice (Notice) explains how we process your Data. Data is anything which identifies you, either directly or indirectly, and includes names, contact information, information about your location, your health, complaints, employee files and criminal offence information.
    2.3       We collect Data in a number of ways. You may provide us with your details, for example if we have a contract with you to provide you with our Care Edge enquiry system, if you have applied to work for us, or are one of our employees. If you have enquired about care for yourself or on behalf of someone else, we process your Data after it is collected by our care home clients.
    2.4       Included in this Notice are the lawful bases on which we process your Data, the different categories of Data we collect and the purposes for which we do that, your rights, who we share your Data with, the circumstances in which we transfer or share your Data, and what you can do if you’re unhappy with the way your Data or a complaint has been handled.
    2.5       This Notice is relevant to you if you are thinking about purchasing or have already purchased our Care Edge enquiry system, if you are someone whose Data has been stored on our Care Edge enquiry system by a care home, and if you are applying to work for us or are an employee. 

  3. Contact Details

    3.1       If you have any questions, or if there is anything in this Notice which you don’t understand or would like us to explain further, you can contact us at dataprotection@caredge.co.uk
    3.2       If you require information in order to complete a Data Protection Impact Assessment or an equivalent, or wish us to complete a vendor risk assessment in respect of our Care Edge enquiry system in addition to that already included as part of the initial service installation pack, please contact dataprotection@caredge.co.uk

  4. Controller and Processor

    4.1       When you provide Data to a care home which uses our Care Edge enquiry system, whether on your own behalf or on behalf of someone else, that care home is the data controller. The care home which collected your Data is the controller for the purpose of processing the enquiry itself with a view to providing care. As administrators of the Care Edge enquiry system, we act as processors for care homes when they process Data in this way.
    4.2       If we collect your Data for marketing purposes, we are the controller of your Data.
    4.3       Our Care Edge Enquiry System uses Data you provide to a care home to analyse that care home’s performance in accordance with a set of criteria which we have defined. Our care home clients have control over whether to use the Care Edge enquiry system for this purpose. When they do, we are the processor for any Data which has been provided to them.
    4.4       When we collect your Data with a view to your employment with us, or if you are employed by us, we are the controller.
    4.6       If you represent a care home which uses, has used or is contemplating using our Care Edge Enquiry System, we are the controller in respect of the Data we have in order to contact you.

  5. Categories, Purposes and Lawful Basis for Processing Data

    5.1       Below are the categories of Data we hold and process, the purpose and lawful basis for each. Please note that references to ‘Employees’ includes temporary and permanent staff, contracted workers whether engaged directly or indirectly by us and consultants.
    CATEGORY
    		 PURPOSE AND LAWFUL BASIS
    Client contact information
    		 Purpose: to provide contracted produce and services
    Lawful basis: contract with data subject
    Employee criminal record checks
    		 Purpose: to ensure that staff are fit and proper to hold their roles
    Lawful basis: contract with data subject
    Additional condition: employment, social security and social protection law
    Employee health and disability-related information
    		 Purpose: to provide Employees with disability-related adjustments
    Lawful basis: contract with data subject
    Additional condition: occupational medicine and assessing an Employee’s capacity
    Employee performance, disciplinary and absence records, references and other employee information
    		 Purpose: to oversee and administer the day-to-day employment of staff. This includes but is not limited contract terms, legislation, regulation, career progress, disciplinary action, performance, remuneration reviews and complaints, and sickness leave
    Lawful basis: contract of employment
    Employee bank details
    		 Purpose: to ensure recorded payments can be made in respect of staff salaries and remuneration and for tax, legal and regulatory compliance
    Lawful basis: contract of employment
    Disability-related reasonable adjustments relevant to job applicants
    		 Purpose: to provide job applicants with disability-related adjustments during recruitment
    Lawful basis: contract of employment
    Additional condition: occupational medicine and assessing an employee’s capacity
    Job applicants’ CVs and passports
    		 Purpose: to assess the suitability of job applicants
    Lawful basis: legitimate interest (meeting staffing needs)
    Contact details for marketing purposes
    		 Purpose: to provide clients and potential clients with information about our enquiry software system
    Lawful basis: consent

  6. How We Store and Process Your Data

    6.1       We process your Data electronically.
    6.2       Data processed by our Care Edge enquiry system is stored in the cloud hosted by Amazon Web Services, Ireland.
    6.3       We do not maintain physical files in respect of any category of Data. If we are provided with physical copies of documents containing Data, these are scanned and filed electronically. Paper copies are securely deleted or returned to the data subject. Data such as emails, client files, complaints’ files, and personnel and job applicants’ files are stored in a secure cloud system.

  7. How Long We Keep Your Data

    7.1       We retain Data until we have achieved the purpose for which we process it, in accordance with our retention schedule. You can request a copy of our data retention schedule by emailing dataprotection@caredge.co.uk

  8. Sharing Your Data

    8.1       We do not share Data other than in accordance with this Notice, or on an occasional basis, with your consent.
    8.2       Certain Data about Employees may be shared with insurers.
    8.3       We do not share information about job applicants.
    8.4       We may share Data if required by any law or regulation to do so, to a regulatory or judicial body, or to a tax authority.

  9. Transfers Abroad

    9.1       Other than for storage purposes, we do not make any further transfers of Data outside of the UK.

  10. Your Rights

    10.1     The UK GDPR provides a number of rights in respect of your Data. You can contact us to exercise any of these rights if we are the controller, and we will deal with your request as quickly as possible, but always within a month. We may ask you to confirm your identity. In most cases, complying with your request should be straightforward and free, and we will inform you once we have. Very occasionally, we may not be able to deal with your request in the way you have asked. Where that is the case we will tell you why we can’t comply with your request.  You can exercise any of your rights by contacting us at dataprotection@caredge.co.uk.
    10.2     You have the right to ask us to provide you with copies of Data we hold about you. This is called a Data Subject Access Request (DSAR).
    10.3     You have the right to request the erasure of your Data.
    10.4     If you believe that we hold any incomplete or inaccurate Data about you, you have the right to ask us to rectify or complete the Data. You may object to us processing your Data at the same time.
    10.5     If you have provided us with consent to process any of your Data, you have the right to withdraw this consent at any time, in which case we will cease that processing. 

  11. Automated Decision-Making

    11.1     We do not use your Data to make automated decisions.

  12. Marketing

    12.1     If you own or work for a care home, we may ask you if you would like to receive a brochure describing our Care Edge enquiry system, our newsletter, or information about additional products and services we may offer. We will ask you to consent to receiving information of this sort. If you do consent, you can withdraw that consent at any time by unsubscribing or contacting dataprotection@caredge.co.uk, and we will remove you from our mailing list.

  13. Complaints

    13.1     If you are unhappy with the way we process your Data, or with the way in which we have dealt with a request or enquiry relating to your rights in respect of your data, you can complain to us by writing to us at dataprotection@caredge.co.uk. You may also complain to the ICO. 

  14. Update And Review

    14.1     We may change this Notice from time to time. Please take the time to check it regularly to ensure that you are still happy for us to deal with your Data in the way it describes.