CONSENT FORM – PRIVACY STATEMENT

PINC Management Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when working with PINC Management Ltd, you can be assured that it will only be used in accordance with this privacy statement.

Name and contact details of the Data Controller

PINC Management Ltd Director: Janet Taylor T: 07900 581839 E: [email protected]

Why we collect and process your data:

We may process your personal data under several different lawful bases, such as:

• Contract – we have a contract in place with you for which we need to process your personal data in order to meet that contractual obligation (provision of services).
• Legal Obligation – we are required to keep appropriate clinical records by law, and we may be required by law to share personal information about you (e.g. safeguarding).
• Consent – we always ask for your consent to process your data in any ways which are not covered by the above, such as sharing your data with other professionals, or taking photographs of you.
• Vital Interests – we may have to share your health and personal details in a medical emergency, for example if you were unconscious and your support worker did not have immediate access to your information to provide to the emergency services.

Special Category data (health information) is processed because it is necessary for the purposes of preventive or occupational medicine and the provision of health care, pursuant to contract with a health professional.

How and what information is collected about you:

We may collect the following information by email, telephone call, by post, questionnaires / forms, or in-person:

• Name.
• DOB.
• Contact details (address, email, telephone) and when client is a minor – name and contact details of legal guardian.
• Names of key people to the client and their contact details e.g. other family members, carers, support staff, etc.
• Medical history, birth information, educational achievements, information about current accommodation, lifestyle, family arrangements.
• Hospital records / GP records / Reports from other healthcare professionals.
• Details of professionals working with the client e.g. GP, therapists, school etc.
• Financial records, including incomings and outgoings, utility bills, council tax bills, etc.
• Educational and Healthcare plans.
• School / Employer details.
• Vehicle details.
• Invoices/Receipts related to therapy/equipment costs.
• Employers insurance (related to employed care team).
• Photographs.

What we do with the information we gather and what it is used for:

• Communicating with you / your representatives regarding your care.
• Professional record keeping of client information and to make informed decisions about your care and/or legal case.
• Provision of immediate needs assessment, case management and rehabilitation care.
• Sharing your information with relevant parties when necessary.

We will not sell, distribute or lease your personal information to third parties unless we have your explicit permission or are required by law to do so. Employees, associates and agents of PINC Management Ltd may be given access to any Personal Information which we collect, but their use shall be limited to the performance of their duties and in line with the reason for processing.

Your Rights:

Depending on what Lawful Basis we are processing your data under, determines your rights.

• If you have given your consent to us processing your data, you have a right to withdraw your consent to any further processing.
• Unless we are operating under a Legal Obligation, you have a right to request your data to be erased from our records.
• If we are operating under a Contract or Consent basis, you have the right to request your data be transferred to another organisation.
• If we are operating under a basis of Legitimate Interests (ours, or the wider publics), you have the right to object.

If you wish to withdraw consent, object or request a transfer or erasure of your data, please email [email protected].

How you can access your information:

You may request details of personal information which we hold about you under the General Data Protection Regulation. If you would like a copy of the information held on you please write to Janet Taylor via email at [email protected].

There is no charge for this service, except for repetitive or excessive requests, where we may charge a fee.

How long we keep your information for:

The Regulation does not set out any specific minimum or maximum periods for retaining personal data. Instead, it says that: Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. 

PINC Management Ltd will retain personal data for 7 years for adults and 7 years following their 18^th birthday for children, unless upon review it is deemed necessary to retain it for a longer period.

Data Transfer Outside the European Union:

In some instances, it may be necessary for us to transfer your data outside of the European Union. This is generally only for the purposes of online storage in servers which may be based outside the EEA. All providers used who are USA based are registered with Privacy Shield and are therefore compliant in their security. In any instances outside this purpose, we may seek further consent from you to do this.

In all instances, we will take all steps necessary to safeguard your information and ensure that your data protection rights are maintained.

Security:

PINC Management Ltd will continue to meet its GDPR obligations in relation to the security of processing, the notification of personal data breaches and data protection impact assessments.

Audits and Inspections:

PINC Management Ltd will submit to audits and inspections, providing all necessary information to ensure it meets the Article 28 obligations, always cooperating with supervisory authorities (such as the ICO).

Right to Complain:

If you have a concern about our information practices, you have a right to complain. You can do so by contacting the Information Commissioners Office on 0303 123 1113 or by visiting www.ico.org.uk.