Privacy Policy

INTRODUCTION AND WHO WE ARE

1. Welcome to Oracle Care Services Ltd.’s privacy policy.
2. Oracle Care Services Ltd together with any group companies (“we” “us” “our”) are committed to protecting and respecting your privacy.
3. For the purposes of data protection legislation, we are the controller of your personal data, and we will process your personal data in accordance with the retained EU law version of the General Data Protection Regulation (EU) 2016/679 (“UK GDPR”) and the Data Protection Act 2018 (“DPA”).
4. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

HOW WE COLLECT INFORMATION

VISITORS TO OUR WEBSITE

1. We may collect and process personal data about you in the following circumstances:
   • When you complete forms on our website (“Site”). This includes your name, email address, contact telephone number which is provided at the time of registering to use our Site, subscribing to our services, and requesting further services.
   • Whenever you provide information to us when reporting a problem with our Site, making a complaint, making an enquiry or contacting us for any other reason. If you contact us, we may keep a record of that correspondence.
   • Details of your visits to our Site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise, and the resources that you access (see paragraph 2.2.2 on Cookies below).
   • Whenever you disclose your information to us, or we collect information from you in any other way, through our Site and live chat facility.
2. We may also collect personal data in the following ways:
   • IP Address: We may collect information about your device, including where available your Internet Protocol (“IP”) address, for reasons of fraud protection. We may also collect information about your device’s operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
   • Cookies: Our Site uses Cookies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you browse our Site and also allows us to improve our Site. For detailed information on the Cookies we use and the purposes for which we use them see our Cookies Policy at: Cookies Policy.
   • Website Links: Our Site may, from time to time, contain links to and from the websites of third parties. Please note that if you follow a link to any of these websites, such websites will apply different terms to the collection and privacy of your personal data, and we do not accept any responsibility or liability for these policies. Please check before you submit your information to these websites.

RESIDENTS & CUSTOMERS

1. We process two categories of personal information about you and (where this applies) your next of kin:
   • Standard personal data (for example, information we use to contact you, identify you or manage our relationship with you).
   • Special category personal data (for example, health information, information about your race, ethnic origin, religion, that allows us to tailor your care).
2. To ensure we can process your application for care and support services, and to fulfil our contract with you to provide care services, we will collect the following information by email, facsimile, post, telephone (we may also record the conversation), and if you complete a pre-admission assessment form:
   • Your name, address, contact details, date of birth and next of kin information.
   • Your capacity to make decisions and/or whether we need to liaise with the person(s) you have entrusted with power of attorney.
   • Any specific health issues that you may be required to disclose, depending on the nature of the care we will be providing you.
   • Details relating to the methods through which your care is being funded. If you are funding your care, then we will take payment through direct debit. If your care is being funded, then we will deal with the organisation funding this, or any other party that you have nominated or has agreed to pay for your care.
   • We will record details of any medication you require in order that we can ensure we administer this, and we will also record any specific medical wishes you have.
   • We will record other information such as your religion to allow us, at your request, to contact the appropriate religious representative.
3. We will use this information to process your application and comply with our contractual obligations.
4. In order to perform our contract with you, we may also need to share personal data with third parties such as medical professionals, social services, mental health services, funding services such as relatives or local authorities, government services as required by law or order, service providers such as hairdressers and chiropodists, and payment providers to enable us to process your payments.
5. We may also advertise your feedback and share your images on our website and marketing materials (subject to obtaining your prior consent where necessary).
6. If you are the next of kin or person with power of attorney, then your details are required to ensure that we can get the necessary authority in respect of the care services we are providing to the person under your authority.
7. We will retain your information as long as we have a contractual obligation with you, and for a period of 7 years afterwards, subject to an annual review. Where you have subscribed to receive marketing correspondence from us we will keep personal data until you unsubscribe from receiving such correspondence from us.
8. We process special category personal data in order to ensure that we can provide safeguarding and other care to you as an individual; to ensure that we can protect our staff and other residents; and to make an assessment of whether we are able to provide the care you need, including aspects of your care needs such as medical, physical, psychological, and mental well-being.

VISITORS TO OUR SITES

We will collect details of your car registration number for the purpose of enforcing parking restrictions and ensuring the security of our sites. We do this on the basis of our (and our visitors’) legitimate interests in operating safe and secure car parking at our sites.

SUPPLIERS

We will collect supplier details such as your name, email address, contact telephone number, address, bank details in order to contact you about goods or services ordered with you and to place further orders. We will keep the personal data for 7 years further to being provided with the goods/services, subject to an annual review.

HOW WE USE YOUR INFORMATION

LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA

1. In accordance with data protection legislation, we are required to notify you of the legal basis upon which we process your personal data. We process your personal data for the following reasons:
   • For performance of a contract that we enter into with you.
   • Where necessary for compliance with a legal obligation we are subject to; and/or standards such as those regulated and inspected by the Care Quality Commission.
   • For our legitimate interests (as described within this policy).

LEGITIMATE INTERESTS

1. We may use your personal data for the legitimate interests of Oracle Care Services Ltd., to the extent permissible by law in order to:
   • Provide you with care services or information that you requested from us.
   • Perform obligations of contract to which you are party.
   • Fulfil any legal obligations we are subject to.
   • Allow you to participate in interactive features of our Site, when you choose to do so.
   • Ensure that content from our Site is presented in the most effective manner for you and for your device.
   • Improve our Site and services.
   • Process and deal with any complaints or enquiries made by you.
   • Contact you for marketing purposes where you have signed up for these (see paragraph 6 for further details).

AUTOMATED PROCESSING

We do not undertake automated decision-making with your personal data.

MARKETING

1. In addition to the uses described in paragraphs 2-4 above, we may use personal data for our legitimate interests in order to provide you with details about our care services, business updates, and events which we think may be of interest.
2. If you are not an existing customer but you invite us to provide information about our care services, we may collect your name, address, email address, and contact telephone number for the purposes of providing you with information about our care services or newsletters. We will retain such data for a period of 3 years from the point at which you provide us with your data, unless you place an order with us in which case, the terms at paragraph 3 above will apply.
3. You have the right to opt-out of receiving the information detailed in paragraph 6.1 at any time. To opt-out of receiving such information you can:
   • Tick the relevant box situated in the form on which we collect your information.
   • Click the unsubscribe button contained in any such communication received.
   • Email us at info@oraclecareservices.co.uk providing us with your name and contact details.

SHARING YOUR INFORMATION WITH THIRD PARTIES

1. We may disclose your information to third parties for the following legitimate interests:
   • To staff members and medical providers, in order to facilitate the provision of care services to you; and in the event you are taken ill.
   • To other members of the public, where your condition may represent a threat to the interests, rights, and freedoms of other people, e.g., if you have a communicable disease and we believe your condition may represent a risk to other residents.
   • To our affiliated entities to support internal administration.
   • IT software providers that host our website and store data on our behalf.
   • To third party service providers that provide us with data processing services, such as auditors, accountants, marketing and public relations agencies, document management services, and medical professionals.
   • To any prospective buyer of our business or assets in the event that we sell any of our business or assets.
   • To the police, regulatory bodies such as the Care Quality Commission, or legal advisers in connection with any investigation to help prevent unlawful activity or as otherwise required by law.
2. We will never sell your data to third parties for the purposes of marketing.

TRANSFERS OUTSIDE THE UK AND EUROPEAN ECONOMIC AREA (EEA)

We do not transfer your personal data outside of the UK and the EEA.

SECURITY

1. We adopt robust technologies and policies to ensure the personal information we hold about you is suitably protected.
2. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
3. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

DATA RETENTION

1. We will retain your personal data for the duration of our contract with you and for a period of 7 years thereafter, subject to an annual review. Where you have subscribed to receive marketing correspondence from us, we will keep personal data until you unsubscribe from receiving such correspondence from us.
2. In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

YOUR RIGHTS

1. You have the following rights in relation to the personal data we hold about you:
   • Right to access: You have the right to obtain access to your personal data.
   • Right to rectification: You have the right to request that we rectify any personal data that we hold about you that is inaccurate or incomplete.
   • Right to erasure: You have the right to request that we erase your personal data in certain circumstances.
   • Right to restrict processing: You have the right to request that we restrict our processing of your personal data in certain circumstances.
   • Right to data portability: You have the right to request that we transfer your personal data to another organization, or directly to you, in certain circumstances.
   • Right to object: You have the right to object to our processing of your personal data in certain circumstances.
   • Right to withdraw consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time.
   • Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal data infringes data protection laws.
2. To exercise any of your rights, or if you have any other questions about our use of your personal data, please contact us at info@oraclecareservices.co.uk.

CHANGES TO OUR PRIVACY POLICY

We may update our privacy policy from time to time. Any changes we make will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

CONTACT US

If you have any questions, comments, or requests regarding this privacy policy or our processing of your personal data, please contact us at:

Oracle Care Services Ltd
Address: 23-25 Market Street, Crewe, CW1 2EW
Email: info@oraclecareservices.co.uk
Phone: 01615 246603

Updated and Reviewed on: