Enquirers and New Residents
Enquiry about our home: During this stage we rely on your active consent to process your personal data and we have your consent to contact you.
| Data Category |
Reason for Processing and Data Retention Period |
| Personal identifiers
Contact details
|
To provide you or a responsible party with information about our home at your request, or additional information that we feel may be of benefit to you
Retained – Two years after last contact |
| To maintain contact with you or a responsible party and provide information about our home and related services that we feel may be of benefit to you
Retained – Two years after last contact |
|
| Internal record keeping and administration
Retained – Two years after last contact |
Visit to our home: During this stage it is in our ‘Legitimate Interests’ to process your personal data and we have your consent to process ‘Special Category Data’.
| Data Category | Reason for Processing |
| Personal identifiers
Contact details
|
To provide you or a responsible party with information about our home and services at your request during your visit to our home
Retained – Two years after last contact |
| To provide you or a responsible party with information about our home and services that we feel may be of benefit to you
Retained – Two years after last contact |
|
| To maintain contact with you and to provide you with ongoing information about our home and services that we feel may be of benefit to you
Retained – Two years after last contact |
|
| Personal information
Special category data Third party Information Other information |
To understand the level of care required, including any medical treatment(s) and specialist care
Retained – Two years after last contact |
Care Assessment: During this stage it is to take steps at your request, before entering a contract to process your personal data and we have your consent to process ‘Special Category Data’.
| Data Category | Reason for Processing |
| Personal identifiers
Contact details
|
To provide you or a responsible party with information about our home and services at your request
Retained – Two years after last contact |
| To provide you or a responsible party with information about our home and services that we feel may be of benefit to you
Retained – Two years after last contact |
|
| To maintain contact with you and to provide you with ongoing information about our home and services that we feel may be of benefit to you
Retained – Two years after last contact |
|
| Personal information
Special category data Third party information Other information
|
To understand the level of care required, including any medical treatment(s) and specialist care
Retained – Two years after last contact |
Residence and Care Agreements: During this stage it is ‘Contractual Necessity’ to process your personal data and we have your consent to process your ’Special Category Data’.
| Data Category | Reason for Processing |
| Personal information
Special category data Third party information Other information
|
To determine the required pricing structure and prepare the contacts
Retained – Two years after last contact |
Resident at our home: During this stage we will rely on ‘contractual necessity and protection of vital interests’ to process your personal data and have your consent to process your ‘Special Category Data’.
| Data Category | Reason for Processing |
| Personal identifiers
Contact details Personal information Third party information Other information
|
To carry out our obligations to you arising from any contracts and also responding to your queries and every day residential needs
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Third party information Other information
|
To carry out our obligations to you arising from any contracts and supporting your medical treatment or care and other benefits
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Financial information Third party information Other information
|
To carry out your obligations to us arising from any contracts including billing, accounting and payment services
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Special category data Third party information Other information
|
Responding to requests where we have a legal or regulatory obligation to do so
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Financial information Special category data Third party information Other information |
Assessing the quantity and type of care you have received and any concerns or complaints you may have raised
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Financial information Special category data Third party information Other information
|
Internal record keeping and administration
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
| Personal identifiers
Contact details Personal information Financial information Special category data Third party information Other information
|
For internal audit and accounting purposes together with the preparation and review of management information
Retained – A period of eight to twenty years beginning on the date of last entry depending on care needs |
Signature Employee
Job application: During this stage processing is necessary for the performance of contract, or prior to entering into a contract; to fulfil legal or regulatory requirements and obligations in the fields of employment.
| Data Category | Reason for Processing and Data Retention Period |
| Personal Identifiers
Special Category Data Contact details
|
To contact you and arrange a job interview based on your job application
Retained – One year |
| To contact you to request any additional information not already provided
Retained – One year |
Job interview: During this stage processing is necessary for the performance of contract, or prior to entering into a contract; to fulfil legal or regulatory requirements and obligations in the fields of employment.
| Data Category | Reason for Processing and Data Retention Period |
| Personal Identifiers
Special Category Data Contact details
|
To meet with you and formally discuss your job application
Retained – One year |
| To contact you to request any additional information not already provided
Retained – One year |
Job Offers: During this stage processing is necessary for the performance of contract, or prior to entering into a contract; to fulfil legal or regulatory requirements and obligations in the fields of employment.
| Data Category | Reason for Processing and Data Retention Period |
| Personal Identifiers
Special Category Data Contact details
|
To contact you and offer the position
Retained – One year |
| To contact you to request any additional information not already provided
Retained – One year |
Employee at Signature: During this stage it is necessary for the performance of contract; to fulfil legal or regulatory requirements and obligations in the fields of employment.
| Data Category | Reason for Processing and Data Retention Period |
| Personal identifiers
Contact details Personal information Financial information Special category data Third party information Other information
|
Legal obligation to retain your employment and payroll records
Retained – Six years |
| For system administration, internal tracking and accounting purposes
Retained – Six years |
|
| For external audit and external reporting purposes
Retained – Six years |
Third Party Supplier
Third Party Supplier: During this stage due to ‘Contractual Necessity and Compliance with a Legal Obligation’ we can process your data and have your consent to contact you.
| Data Category | Reason for Processing and Data Retention Period |
| Personal identifiers
Contact details Financial information
|
To contact the supplier and discuss invoice payment or outstanding matters
Retained – Six years |
| Legal obligation to retain financial records
Retained – Six years |
|
| For system administration, internal tracking and accounting purposes
Retained – Six years |
|
| For external audit
Retained – Six years |