Data Protection & Confidentiality Policy

1. Purpose

Live In Care Partners is committed to protecting the personal information entrusted to us by clients, families and potential live-in carers.

We will handle personal information fairly, lawfully, securely and confidentially and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Our Commitment

We will only collect and use information that is necessary for the services we provide as an introductory agency. This may include information about:

• clients and their families
• care and support requirements
• potential live-in carers
• qualifications and experience
• identity and right to work
• references and vetting information
• contact details
• information needed to make a suitable introduction.

We will not collect information simply because it may be useful in the future.

Where we process special category information, such as health information or information about religious or philosophical beliefs, we will only do so where necessary for our services and where the applicable lawful basis and additional condition for processing are in place.

3. Keeping Information Confidential

Information about clients and carers will be treated as confidential.

We will only share personal information where there is a legitimate reason to do so, such as:

• making an agreed introduction between a client and potential carer
• carrying out necessary vetting and checks
• where the individual has given appropriate consent
• where we are legally required to share information
• where sharing information is necessary to protect someone from serious harm

We will not disclose confidential information unnecessarily.

4. Keeping Information Secure

We will take reasonable steps to protect personal information from:

• unauthorised access
• loss
• accidental disclosure
• theft
• inappropriate use.

Personal information will be stored securely, and access will be limited to people who need the information for their role.

5. Accuracy

We will take reasonable steps to ensure that personal information we hold is accurate and kept up to date.

Where we become aware that information is incorrect, we will take appropriate steps to correct it.

6. Retention of Information

We will not keep personal information for longer than is necessary.

Information will be securely deleted or disposed of when it is no longer required, taking account of any legal or regulatory requirements relating to retention.

7. Individual Rights

People have rights in relation to their personal information under data protection law. Depending on the circumstances, these may include the right to:

• request access to their personal information
• ask for inaccurate information to be corrected
• request deletion of information where applicable
• restrict how information is used in certain circumstances
• object to certain uses of their information
• request information in a portable format where applicable

Requests relating to personal information will be considered and dealt with in accordance with applicable data protection legislation.

8. Confidentiality After an Introduction

Live In Care Partners remains responsible for protecting information that it holds.

Once a client and live-in carer have been introduced, the ongoing relationship and exchange of information between them is outside the day-to-day management of Live In Care Partners.

Both clients and carers should respect each other's privacy and confidentiality.

9. Data Breaches

Any suspected loss, unauthorised disclosure or inappropriate access to personal information must be reported to Live In Care Partners as soon as possible.

We will keep a record of personal data breaches and will assess whether notification to the Information Commissioner's Office (ICO) or affected individuals is required.

Where required, a data breach will be reported to the Information Commissioner's Office (ICO) and/or affected individuals.

10. Complaints and Concerns

Anyone who has concerns about how their personal information has been handled can raise the matter with Live In Care Partners.

Concerns will be taken seriously and dealt with appropriately.

Individuals also have the right to complain to the Information Commissioner's Office (ICO) if they believe their personal information has not been handled in accordance with data protection law.

11. Policy Review

This policy will be reviewed at least annually or sooner if there are changes to legislation, guidance or the way Live In Care Partners operates.