Privacy Policy

Last Updated: November 2025

Who are we

Kerry Care Collective Ltd provides domiciliary (home) care services in England.
We are registered as a data controller with the Information Commissioner’s Office (ICO).
Registration number: ZC014842
Registered office: 18 Pound Piece, Ashbury, Swindon SN6 8NE
Company number: 16812033
Telephone: 07517174634
Email: kerrycare.collective@gmail.com
For data protection queries, contact:
Data Protection Lead: Kerry Hartley - Manager
Email: kerrycare.collective@gmail.com

Purpose of this Notice

This privacy notice explains how we collect, use, store, and share personal information relating to:

People who receive our care services
Family members and representatives
Staff and job applicants
Professionals we work with

The information we collect

Service users

Name, address, date of birth, contact details
Next of kin / representatives
Care needs assessments and care plans
Health information and medical history
Medication records (MAR charts)
Risk assessments and safeguarding information
Visit logs and care notes
Funding and billing information

Staff and applicants

Contact details and identification
Employment history and qualifications
DBS and right-to-work information
Payroll and pension details
Training and supervision records
Health information (where relevant to employment)

Professionals / contacts

Names, roles, contact details
Communications relating to care provision

Lawful bases for processing

We process personal data under the UK GDPR on the following bases:
• Provision of social care (public task / legitimate interests)
• Legal obligations (health & social care law, safeguarding, employment law)
• Contract (employment and care agreements)
• Vital interests (emergency situations)

How we use personal information

We use information to:
• Assess needs and deliver safe care
• Manage and review care services
• Communicate with families and professionals
• Safeguard people from harm
• Manage staff employment
• Meet legal and regulatory requirements
• Quality assurance and service improvement
• Manage billing and funding

Sharing information

We share relevant information where necessary with:
• GPs and healthcare professionals
• Local authorities / commissioners
• NHS services
• Safeguarding authorities
• The Care Quality Commission (CQC)
• Payroll, pension, and HR providers
• IT and care-record system providers
• Emergency services
We only share what is necessary and lawful.

International transfers

We normally store and process data within the UK. If any systems transfer data outside these areas, appropriate safeguards are in place.

Data security

We protect personal data through:
• Secure electronic care systems
• Password and access controls
• Confidentiality policies and staff training
• Secure storage of paper records
• Data processing agreements with suppliers

How long we keep information

Typical retention periods:
• Care records: 8 years after care ends
• Medication records: 8 years
• Safeguarding records: up to 75th birthday (if required)
• Staff employment records: 6 years after employment ends
• Recruitment records: 12 months
We may retain data longer where required by law or safeguarding needs.

Your data protection rights

Individuals have the right to:
• Access their personal data
• Request correction of inaccurate data
• Request erasure (in certain circumstances)
• Restrict processing
• Object to processing
• Data portability (where applicable)
Requests can be made to our Data Protection Lead.

Complaints

If you are unhappy with how we use personal data, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO)
www.ico.org.uk
0303 123 1113

Complaints

We may update this privacy notice from time to time.
The latest version will always be available on request and on our website.
Paper copies of this privacy notice are available on request.