About this policy
Alpha Care Services is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, how we look after it, and the choices you have.
We are the data controller. If you have any questions about this policy, you can contact our Registered Manager on 01242 321035 or by email at info@alphacareservices.co.uk.
Information we collect
When you enquire about care, apply for a job, use our website or receive care from us, we may collect:
- Your name, address, phone number and email
- Details about the care needed, including who it is for and any health information you choose to share
- Information about family members or representatives you nominate
- Payment and funding details if you become a client
- Records of visits, care notes and medication administered once care begins
- Technical information such as the pages you visit on this website and the device you are using
How we use your information
We use the information you share with us to:
- Respond to your enquiry and arrange a free home assessment
- Deliver safe, person-centred care and keep accurate care records
- Communicate with you about visits, changes and invoices
- Meet our legal duties to the Care Quality Commission, HMRC and other regulators
- Review and improve the quality of our service
- Consider job applications and recruit carers
Why we are allowed to use it
We rely on one of the following lawful bases, depending on the situation:
- Contract — to set up and deliver the care you have asked us to provide
- Legal obligation — to meet our duties under health and care law
- Vital interests — to protect life in a medical emergency
- Legitimate interests — to run our business, respond to enquiries and keep you updated
- Consent — for anything optional, such as marketing emails. You can withdraw consent at any time.
Who we share it with
We only share your information when we need to. That includes:
- Your GP, district nurses or hospital team where safe, joined-up care requires it
- Social workers, local authority commissioners and NHS Continuing Healthcare teams, where you are funded through them
- Our regulators, including the Care Quality Commission, when they inspect us
- Trusted suppliers who help us run the service, such as our care-planning software and payroll provider, all bound by written contracts
- The police, safeguarding teams or other authorities where the law requires it
We never sell your data to anyone. We do not use it for marketing without your clear consent.
How long we keep it
We keep care records for at least 8 years after care ends, in line with NHS and CQC guidance. Enquiry records are kept for up to 2 years. Job applications are kept for 12 months unless you ask us to delete them sooner. Payroll and HMRC records are kept for 6 years.
How we protect it
Access to your records is limited to the carers and office staff who need it. Our systems are password-protected and encrypted. Paper records are kept in locked offices. All staff receive training in confidentiality and data protection as part of their induction and annually thereafter.
Your rights
You have the right to:
- See a copy of the personal information we hold about you
- Ask us to correct anything that is wrong
- Ask us to delete information, where we are not required to keep it
- Object to how we are using it
- Ask for information to be moved to another provider
- Withdraw any consent you have given
- Make a complaint to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113
To use any of these rights, contact our Registered Manager. We will respond within one calendar month.
Changes to this policy
We review this policy at least once a year. The date at the top of the page shows when it was last updated.
