This privacy notice tells you how Cottage of Dreams processes information about you in accordance with the General Data Protection Regulations (GDPR). You can find the following information within this privacy notice:
- Contact details
- What information we collect, use and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
- Post - Suite 2 Hulmes Bridge House, Hulmes Bridge Business Centre, North Moor Lane, Halsall, Ormskirk, Lancashire, L39 8RF
- Telephone - 07585557525
- Email - hello@cottageofdreams.co.uk
What information we collect, use and why
We collect or use the following information to provide patient care and services:
- Name, address and contact details
- Gender
- Pronoun preferences
- Date of birth
- NHS/HSC/CHI number
- Next of kin details including any support networks
- Emergency contact details
- Photographs (separate consent will be obtained)
- Health information (including medical conditions, allergies, medical requirements and medical history) where required
- Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions) where required
- Payment details (including card or bank information for transfers and direct debits)
- Records of meetings and decision
We collect or use the following information for recruitment purposes:
- Contact details (e.g. name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (e.g. qualifications)
- Right to work information
- Details of any criminal convictions (e.g. Disclosure Barring Service, Access NI or Disclosure Scotland checks)
- Security clearance details (e.g. basic checks and higher security clearance)
- Health information where required
We collect or use the following information for information updates marketing or market research purposes:
- Names and contact details
- Marketing preferences
- Website and app user journey information
- IP addresses
- Records of consent, where appropriate
- Information relating to the national data opt-out where required
- Health information where required
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account information
- Purchase or service history
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
- Health information where required
Lawful bases and data protection rights
Cottage of Dreams has a duty to meet the requirements of GDPR so that information, whether digital or on paper, is held and processed fairly, lawfully and securely. Under GDPR law, we must have a 'lawful basis' for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about these on the ICO's website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find more about your data protection rights and the exemptions which may apply on the ICO's website.
- Your right of access - you have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Click here to read more about this.
- Your right to rectification - you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Click here to read more about this.
- Your right to erasure - you have the right to ask us to delete your personal information. Click here to read more about this.
- Your right to restriction of processing - you have the right to ask us to limit how we can use your personal information. Click here to read more about this.
- Your right to object to processing - you have the right to object to the processing of your personal data. Click here to read more about this.
- Your right to data portability - have have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Click here to read more about this.
- Your right to withdraw consent - when we use consent as our lawful basis you have the right to withdraw your consent at any time. Click here to read more about this.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide patient care and services are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests - collecting or using the information is needed when someone's physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
Primarily the information we get about you will come directly from you. However, on occasion, we may receive information about you from the following organisations:
- Directly from you
- Regulatory authorities
- Family members or carers
- Charities or voluntary sector organisations
- Schools, colleges, universities or other education organisations
- Relevant regulatory authorities
How long we keep information
Cottage of Dreams adheres to strict retention policies, which are available upon request. For adult information, our policy is to keep records for 8 years after the date of the last entry or 10 years after death. For children and younger people, our policy is to retain records until the patient's 25th birthday or 3 years after death.
All complaints are kept on record for 10 years after the complaint has been closed.
Who we share information with
Whilst all records at Cottage of Dreams are strictly confidential and secure, there may be times when you request, or we are legally required to share your records to other organisations. Some of these could be:
- Other health providers (e.g. GPs and consultants)
- Care providers
- Organisations we need to share information with for safeguarding reasons
- Emergency services
- Legal bodies or authorities
- Relevant regulatory authorities
- Organisations we're legally obliged to share personal information with
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:
- You've provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses)
- We have a legal requirement (including court orders) to collect, share or use the data.
- On a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime).
- If in England or Wales - the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or in Scotland, we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address is as follows:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk