Northamptonshire Carers: Privacy Notice

Recording of personal details of Carers, clients and the people they care for. This includes special categories of data, which identifies a person’s race or ethnic origin, religious beliefs, physical or mental health or sexual orientation. As well as personal details, we keep accurate case notes and record attendances at our activities.

This is under contract with you and allows us to support those registering their details with us (processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract).

Northamptonshire Carers are contracted to complete Carers Assessments and Support Plans on behalf of North Northamptonshire Council, West Northamptonshire Council and Northamptonshire Childrens Trust. This involves recording identifiable information for carers and cared for people as well as a description of the caring role and it’s impact

The UK GDPR Article 6 lawful basis for the data processing is:

• necessary for compliance with a legal obligation to which the controller is subject; and
• necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Keeping you up to date with our services, updates that may be useful for Carers & their families and our fundraising activities (you are under no obligation to donate – please see our Fundraising Promise for more information). This is in the form of an emailed monthly Newsletter.

With consent. We ask whether you consent to be sent such information and will only do so if you opt in to receive this.

Recording of personal details of those receiving regulated care. This includes special categories of data under GDPR Article 9(2)(h), which identifies a person’s medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems; race or ethnic origin, religious beliefs; physical or mental health; or sexual orientation. As well as personal details, we keep accurate case notes and care plans in line with Carer Quality Commission (CQC) guidelines.

With consent and in line with GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

Recording of personal details of those receiving regulated care. This includes special categories of data under GDPR Article 9(2)(h), which identifies a person’s medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems; race or ethnic origin, religious beliefs; physical or mental health; or sexual orientation. As well as personal details, we keep accurate case notes and care plans in line with Carer Quality Commission (CQC) guidelines.

With consent and in line with GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

If you apply for a paid or volunteer vacancy, your application details including contact details, application form and CV will be stored on our systems and that of our Applicant Tracking system (Hireful). If successful, your details will be transferred to our volunteering and HR systems (Charitylog and Breathe). If unsuccessful, you will be asked if we can retain your records longer however if you do not consent, they will automatically be deleted after six months.

With consent. If you become a volunteer or paid member of staff then records are held in line with our duties as an employer and voluntary sector organisation and will be explained to you upon joining us.

The majority of the information we hold will have come from you however we do also receive data from 3^rd parties making referrals to us. Incoming referrals will likely include contact details (name, phone numbers, address etc) along with a summary of the situation including medical conditions and personal circumstances.

Incoming referrals may be sent to us via a professional such as your GP surgery, Care Manager or Social Worker. We ask that professionals gain your consent before accepting a referral

The UK GDPR Article 6 lawful basis for the data processing is:

• necessary for compliance with a legal obligation to which the controller is subject; and
• necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Details of carers accessing services including carers assessments personal details about the people carers care for are shared with North Northamptonshire Council, West Northamptonshire Council and Northamptonshire Childrens Trust according to responsibilities in delivering statutory carers assessments under contract from local authorities. The following information is shared:

• NHS number
• Full name
• GP surgery
• Gender
• Ethnicity
• Date of birth
• Date of death (if applicable)
• Primary disability
• Postcode
• Accommodation status
• Employment status
• Whether person is a carer or has a carer
• Date, description and outcome of service request, carers assessment, service delivered and/or review
• Hours caring per week
• Number of people cared for

We also have contractual obligations to report to funders (i.e.  NHS, charitable grants, National Lottery) about our activities.  

Unless there is a legal reason to do so (see references to Carers Assessments) or separate consent is given, only non-identifiable data is shared with funders and allows us to report on the outcomes of our funding as per our contracts with funders.

Where we have cause to do so, we are duty-bound to follow safeguarding policies (processing is necessary in order to protect the vital interests of the data subject or of another natural person), these include:

• Local Safeguarding Adults policy & procedures.
• Working Together to Safeguard Children 2018 Guidance.
• Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) to ensure that incidents are recorded in line with the Reporting of incidents and Injuries.

As part of our role of providing support, we may refer to 3^rd parties who may be able to provide support on a particular issue. For example referring to a specialist agency for benefits advice or to another charity who work in particular field.

Unless there is a legal basis not to (see safeguarding and Carers Assessments clauses above) we only refer to 3^rd party organisations with consent.

Although not routinely collected, should you provide us with your bank details to process a payment (such as to process a charitable grant or Local Authority Carer Support Payment), these will be shared with or payroll provider (currently Dove Naish)

Bank details are only recorded as needed and with your consent in order to pay you as agreed.

Specifically in relation to the delivery of regulated care we need to share personal information. We will share this information with other professionals and those with appropriate exceptions included in the delivery of your care such as your GP, Nurse, local authority, NHS and other care providers. The Care Quality Commission (CQC) have the power, by law, to ask for information and see files we hold on the cared for person at our offices and we are obliged to comply with them to do this.

To safely deliver regulated care services in line with CQC requirements. To improve the service we provide and the care we deliver. The CQC check our quality of services and may contact you to request feedback on the services we provide.