Privacy Policy

Select Care Agency and Cleaning Services (“the Agency”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our care services, cleaning services, staffing services, or visit our website.
We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
This policy applies to clients, service users, their family members, job applicants, care workers, cleaners, and website visitors.
Data Controller Information
Select Care Agency and Cleaning Services is the data controller responsible for your personal data.
Postal address: London, United Kingdom
Email: [Insert Email Address]
Phone: [Insert Phone Number]
We do not have a statutory requirement to appoint a Data Protection Officer. However, any data protection questions should be directed to the Agency Manager at the above contact details.
What Personal Data We Collect
Depending on your relationship with the Agency, we may collect the following categories of personal data:
⦁ Identity Data: Full name, date of birth, gender, national insurance number, NHS number.
⦁ Contact Data: Address, email address, telephone numbers, emergency contact details.
⦁ Health Data (Special Category Data): Medical conditions, medications, mobility status, continence needs, cognitive function, care plans, hospital discharge summaries, GP details. This data is collected only with your explicit consent and is necessary for delivering safe care.
⦁ Financial Data: Bank account details, payment card information, direct debit mandates.
⦁ Background Data: DBS check results, right to work documentation, employment history, references.
⦁ Technical Data: IP address, browser type, device information, cookies when you visit our website.
How We Collect Your Data
We collect data in the following ways:
⦁ Direct interactions: You provide data when you call us, complete a care needs assessment, fill a web form, send an email, or sign a service agreement.
⦁ Third parties: We receive data from GPs, district nurses, hospitals, occupational therapists, social workers, family members, and former employers (for job applicants).
⦁ Automated technologies: Our website collects technical data through cookies and similar tracking technologies.
Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases for processing:
⦁ Contract performance: Processing is necessary to deliver the care or cleaning services you have requested.
⦁ Legal obligation: Processing is required to comply with CQC regulations, health and safety law, and employment law.
⦁ Legitimate interests: Processing is necessary for our legitimate business interests, such as staff management, invoicing, and fraud prevention.
⦁ Vital interests: Processing is necessary to protect someone’s life or wellbeing in an emergency.
⦁ Consent: For special category health data, we obtain your explicit written consent before any care worker enters your home. You may withdraw consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
⦁ To deliver care and cleaning services according to your agreed care plan or cleaning schedule.
⦁ To match you with suitable care workers and cleaners based on your needs, location, and preferences.
⦁ To create and maintain accurate care records, medication logs, and daily visit notes.
⦁ To process payments, issue invoices, and manage direct debits.
⦁ To comply with CQC inspection requirements and safeguarding obligations.
⦁ To recruit, vet, and train care staff and cleaners.
⦁ To respond to complaints, incidents, or emergencies.
To send service updates, appointment reminders, and invoice notifications. We do not send marketing messages without your separate consent.
Sharing Your Personal Data
We share your personal data only when necessary and lawful:
⦁ With care workers and cleaners: Staff assigned to your home receive only the information necessary to deliver safe and effective care or cleaning.
⦁ With health and social care professionals: We may share data with your GP, district nurse, occupational therapist, or social worker with your consent or in an emergency.
⦁ With regulatory bodies: We share data with the Care Quality Commission (CQC) during inspections or investigations as required by law.
⦁ With legal authorities: We share data with police, safeguarding teams, or courts when required by law or to prevent serious harm.
⦁ With service providers: We share data with payment processors, payroll providers, and IT support companies. These providers are contractually bound to protect your data.
We never sell your personal data to third parties for marketing purposes.
International Data Transfers
We do not transfer your personal data outside of the United Kingdom or European Economic Area unless you have specific care needs that require a carer from overseas. In such cases, we ensure appropriate safeguards are in place.
Data Retention Periods
We retain your personal data only as long as necessary for the purposes collected:
⦁ Care records: Retained for 8 years after the last service date, or until a child reaches age 25 if care involved a young adult.
⦁ Financial records: Retained for 7 years as required by HMRC.
⦁ Job applicant data: Retained for 12 months after the recruitment decision.
⦁ Website enquiry data: Retained for 24 months.
After these periods, data is securely deleted or anonymised.
Your Legal Rights
Under UK GDPR, you have the following rights:
⦁ Right to access: You may request a copy of the personal data we hold about you. This is called a Subject Access Request. We will respond within 30 days.
⦁ Right to rectification: You may correct inaccurate or incomplete data.
⦁ Right to erasure: You may request deletion of your data in certain circumstances, such as when consent is withdrawn and no legal obligation to retain exists.
⦁ Right to restrict processing: You may request that we stop processing your data while a complaint is investigated.
⦁ Right to data portability: You may request a machine readable copy of your data to transfer to another provider.
⦁ Right to object: You may object to processing based on legitimate interests.
⦁ Rights related to automated decision making: We do not use automated decision making or profiling for care or cleaning services.
To exercise any of these rights, contact us in writing at the address or email above. We may request proof of identity before processing your request.
Withdrawal of Consent
Where we rely on your consent to process health data, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
To withdraw consent, write to the Agency Manager. Withdrawal may mean we can no longer provide certain care services safely.
Cookies and Website Tracking
Our website uses essential cookies to enable basic functions such as form submission and security. We do not use marketing or analytics cookies without your consent.
You may disable cookies through your browser settings. However, some website features may not function properly.
Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
⦁ Encrypted devices and secure servers for all client data.
⦁ Access controls limiting staff access to only the data necessary for their role.
⦁ Written confidentiality agreements signed by all care workers, cleaners, and office staff.
⦁ Regular staff training on data protection and privacy.
⦁ Secure disposal of paper records using confidential shredding services.
All care workers and cleaners carry no written client data away from the home. Daily notes are recorded securely on return to the office.
Data Breach Procedure
In the unlikely event of a personal data breach, we follow UK GDPR breach notification requirements. We will notify the Information Commissioner’s Office within 72 hours if the breach is likely to result in a risk to your rights and freedoms.
If the breach is likely to result in a high risk to you, we will notify you directly without undue delay.
Complaints About Data Handling
If you are unhappy with how we handle your personal data, you have the right to complain to:
The Information Commissioner’s Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to resolve any concerns before you contact the ICO. Please contact us first.
Children’s Data
Our services are primarily for adults aged 18 and above. We do not knowingly collect personal data from children under 18 without parental consent. If you believe a child’s data has been provided to us without consent, please contact us immediately.
Changes to This Privacy Policy
We may update this privacy policy from time to time. The current version is always available on our website or by written request.
Material changes will be communicated directly to active clients at least 30 days before taking effect.
Contact Us
If you have any questions about this privacy policy, your data rights, or wish to make a Subject Access Request, please contact:
Select Care Agency and Cleaning Services
London, United Kingdom
Phone: [Insert Number]
Email: [Insert Email]