Privacy Policy

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and other organisations in the event you have a complaint. Please see the section on 'Your rights' for more information.

Introduction

We are Oxfordshire Crossroads trading as [Crossroads Care Oxford & Crossroads Care West Berkshire]. In order that we can provide care and support services to the people we support we collect and use certain personal information about you.

Personal information means any information about you from which you can be identified, but it does not include information where your identity has been removed (anonymous data).

As the 'controller' of personal information, we are responsible for how that data is managed. The General Data Protection Regulation ("GDPR"), which applies in the United Kingdom and across the European Union, sets out our obligations to you and your rights in respect of how we manage your personal information.

As the 'controller' of your personal information, we will ensure that the personal information we hold about you is:

used lawfully, fairly and in a transparent way.
collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
relevant to the purposes we have told you about and limited only to those purposes.
accurate and kept up to date.
kept only as long as necessary for the purposes we have told you about.
kept securely.

If you have any questions about this privacy notice or would like further explanation as to how your personal information is managed, please send an email to care@oxfordshirecrossroads.org.uk, write to Crossroads Centre, Harberton Mead, Oxford OX3 0EA or call 01865 260280, if you receive your services in Oxfordshire.

Alternatively please call If you receive your services in the West Berkshire and RBWM area, you can telephone your local office on 01635 30008 or write to Crossroads Care West Berkshire, Broadway house, North Brook Street, Newbury, West Berkshire. RG14 1BA.

Please note when we refer to:

A "public body" we mean any organisation in the United Kingdom which delivers, commissions or reviews a public service and includes (but is not limited to) the Ombudsman, local authorities, councils, unitary authorities, clinical commissioning groups, health and social care trusts, the National Health Service as well as their arm's length bodies and regulators.
A "social or health care professional" we mean any person who provides direct services, acts as consultant or is involved in the commission of your healthcare or social care services, including (but not limited to) your General Practitioner (GP), dental staff, pharmacists, nurses and health visitors, clinical psychologists, dieticians, physiotherapists, occupational therapists, hospital staff, social workers and other care and support related professionals.

The personal information we collect and use in relation to people who enquire about and use our services

Information collected by us

When you enquire about our care and support services and during the course of providing care and support services to you we collect the following personal information when you provide it to us:

your name, home address, date of birth and contact details (including your telephone number,email address) and emergency contacts (i.e. name, relationship and home and mobile numbers)
your allergies and any medical, physical or mental conditions and in particular your care needs
your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature, any trade union memberships, racial or ethnic origin, politics, genetics, health, sex life, and sexuality (so far as they relate to providing you with suitable care)
credit or direct debit details (if you pay for some or all of our services using one of these methods)
we may also collect photographs where these help us to deliver better services that are specific to you

Information collected from other sources

We also obtain personal information from other sources such as:

your allergies and any medical, physical or mental conditions and in particular your care and support needs, from any appropriate external social or health care professionals (including your GP and local health authority)
your name, home address, date of birth, contact details, needs assessments and financial assessments from any appropriate external social or health care professionals (including any relevant public body regardless of whether you are publicly funded)
your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature, racial or ethnic origin, politics, trade union memberships, genetics, health, sex life, and sexuality so far as they relate to providing you with suitable care) from your family, friends and any other person you have nominated as your representative
your Attorney or Deputy (if applicable)
we may also collect photographs where these help us to deliver better services that are specific to you

How we use your personal information

We use your personal information to:

prepare, review and update a suitable care plan, describing the nature and level of care and support services which you have requested we supply to you
to communicate with you, your representatives and any appropriate external social or health care professionals about your individual needs and personalise the service delivered to you
make reasonable adjustments, when required, to meet your individual needs and to ensure we have suitable facilities to ensure your safety
invoice you for the care and support services in accordance with our terms and conditions
carry out quality assurance procedures, review our service and improve our customer experience (please note that feedback can also be provided anonymously)
we may also use your details to identify patterns in our service in order to make other business decisions that improve the services we offer to you

Who we share your personal information with

We regularly share your medical information with appropriate external social or health care professionals (including your GP and pharmacist) and any individuals you have nominated as your representative. This data sharing enables us to establish the type of care and support you need. It also allows us to design the right care package to suit your individual circumstances, including if (in future) you decide to receive care from an alternative provider.

We will share personal information with law enforcement or other authorities if required by law. This includes information required by public bodies to evidence our compliance with the applicable regulatory framework. We are also required to share personal information with external social or health care professionals, including public bodies and local safeguarding groups (in some circumstances) to ensure your safety.

We will not share, sell or trade your personal information with any other third party.

Crossroads Care reviews all of our data processing on an annual basis to assess if the national data opt-out applies. This is recorded in our Record of Processing Activities. All new processing is assessed to see if the national data opt-out applies.

At this time, we do not share any data for planning and research purposes, for which the national data opt-out would apply. We review this on an annual basis and for any new processing.

Whether information has to be provided by you, and if so why

The provision of your medical, physical or mental condition is necessary to enable us to create a care plan and to provide you with suitable care and support services. Without this information, we will not be able to assess your care needs or provide any care services to you.

The provision of your name, home address is required so that we can arrange a care worker to attend your home to deliver the services and so that we can invoice you for the fees.

We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

How long your personal information will be kept

we will hold the personal information kept within your client file for varied periods of time as required by law and in some cases by our insurers
we will hold the personal information kept within our feedback procedure for a set period of time as required by law so that we can identify trends and patterns in our service
details of the how long we hold your personal information for can be found in our data protection policy

The personal information we hold

Reasons we can collect and use your personal information

We rely on the following grounds within the GDPR:

Article 6(1)(b) - processing is necessary for the performance of our contracts to provide individuals with care and support services
Article 6(1)(c) - processing is necessary for us to demonstrate compliance with our regulatory framework and the law
Article 9(2)(h) - processing is necessary for the provision of social care or the management of social care systems and services

as the lawful basis on which we collect and use your personal data and special category data (such as your health).

We also rely on Article 6(1)(f) of GDPR to process your personal information in pursuit of our legitimate interests, which may include marketing purposes, corporate due diligence and financial modelling, service development and innovation. This will help us to improve the services we already deliver to you and also develop new services to offer you in order to improve your overall wellbeing.

Transfer of your information out of the EEA

We may transfer your personal information to the following which are located outside the European Economic Area (EEA) as follows:

[other countries outside the EEA] in order to [provide details to OxfordshireCrossroads employees temporarily living in those countries so that they can provide the care that you need while they are in the UK]
[insert details on second country/ territory] in order to [insert reason for the transfer, eg to provide your name and address details so that our overseas suppliers can send you the goods or services you have ordered]

Such countries do not have the same data protection laws as the United Kingdom and EEA. Any transfer of your personal information will be subject to appropriate or suitable relevant safeguards that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information (as permitted under Article 49 of the GDPR). We will not otherwise transfer your personal data outside of the United Kingdom or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

To obtain details of these safeguards. Please refer to our data protection Policy.

If you would like further information please contact us (see 'How to contact us' below).

Your rights

Under the GDPR you have a number of important rights free of charge. In summary, those include rights to:

fair processing of information and transparency over how we use your use personal information;
access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure (i.e. deletion) of personal information concerning you, in certain situations. Please note that if you ask us to delete any of your personal information which we believe is necessary for us to comply with our contractual or legal obligations, we may no longer be able to provide care and support services to you;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information;
otherwise restrict our processing of your personal information in certain circumstances;
claim compensation for damages caused by our breach of any data protection laws;

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under the General Data Protection Regulation.

How to contact us

If you would like to exercise any of those rights, please:

email: care@oxfordshirecrossroads.org.uk. Alternatively please write to Crossroads Care (Oxford) | Crossroads Centre | Marston Court | Harberton Mead | Oxford | OX3 0EA or telephone 01865 260280. If you receive services in West Berkshire or Royal Borough of Windsor and Maidenhead, please write to Crossroads Care (West Berkshire) | Broadway House | Northbrook Street | Newbury | RG141BA or telephone 01635 30008.
let us have enough information to identify you (eg your name and address),
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
let us know the information to which your request relates, including any account or reference numbers, if you have them
If you would like to unsubscribe from any email newsletter you can contact us using the contact details above. It may take up to 28 days for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on [21/5/2018]. We may change this privacy notice from time to time, when we do we will inform you [via letter or email].

Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see 'How to contact us' above).