DMK Care and Support

Privacy Policy

We are DMK Care and Support Ltd a company registered in England with company registration number.  Our registered office address is Unit 401 Solent Business Centre, 343 Millbrook Road West, Southampton, SO15 0HW.

Policy Aims

This privacy policy sets out how we will use and protect the information we gather, whether it be though this website, by way of telephone or personal conversations or through normal business contacts with you. Details are given below of contacts should you wish to ask questions but please note acceptance of this privacy policy and our cookie policy (see cookies blow) is required to make full use of our site. Our policy is in accordance with the UK’s General Data Protection Regulation (“GDPR”) and Data Protection Act 2018 (“Data Protection Legislation”). 

Our promise to you

We respect your privacy and comply with data protection law whenever We process your data. The law says that the personal information We hold about you must be:

  • 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.

How to contact us

Your first point of contact for any queries or concerns you have around the way your personal data is collected or processed should go to contactus@dmkcare.com 

What information we collect about you and why

 

The information DMK Care and Support Ltd collect about you will depend on who you are.  The sections below explain in detail what information is collected.

Your personal information will only be used for the purposes for which it was collected, unless We consider that we need to use it for another reason and that reason is compatible with the original purpose. If We need to use your personal information for an unrelated purpose, we will notify you and We will explain the legal basis which allows us to do so.

Please note that We may process your personal information without your knowledge or consent, but We will only do so where this is required or permitted by law.

It is important that you read this privacy information together with any other privacy policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why We are using your data.

Clients & clients’ families

Enquiries of care services

Enquiry form.  If you are enquiring about our services, DMK care and Support Ltd will record the following information about you and/or the individual who may require our services:

  • Full Name
  • Contact details such as email address, telephone number; postal address including postcode.
  • Any requirements of the potential recipient of the services including any medical and/or health conditions.

If you are a client, prospective client or a family member, our office may collect and store the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses, date of birth, gender, marital status, and any other information.
  • Medical and health information which is considered to be special category data.

 

We will collect and process your personal data for the purposes of providing our services.  Without collecting and processing certain personal data including any data required from you, your family or next of kin, our offices will be unable to provide our services. 

We may share some of your information with other health and/or social care professionals and emergency services where appropriate (i.e. required in order to provide you with our services, if it is in their legitimate interest to do so, or if it is in your vital interests). 

Recruitment

If you are an employee

If you are employed by us, we will collect a range of personal information about you. This will include:

  • Personal contact details, such as your name, title, address, and contact details, including email address and telephone number
  • Date of birth
  • Gender
  • Details of your qualifications, skills, experience, and employment history, including start and end dates, with previous employers 
  • Details of your bank account, tax status and national insurance number
  • Information about your marital status, next of kin, dependants, and emergency contacts
  • Information about your nationality and entitlement to work in the UK
  • A copy of driving licence/passport
  • Details of periods of leave taken by you, including holiday, sickness absence, family leave and the reasons for the leave
  • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence
  • Assessments of your performance, including appraisals & training
  • The terms and conditions of your employment

 

We will collect, store, and use the following special categories of more sensitive personal information:  

  • Information about medical or health conditions (e.g., sick notes), including whether you have a disability for which we require to make reasonable adjustments
  • Criminal records checks
  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief (this information is optional and is only used for auditing to ensure we are meeting our obligations to be an equal opportunity employer).

We collect this information in a variety of ways. For example, data is collected directly from you through the recruitment process and during work-related activities throughout your time working for us.

Data is stored in a range of various places, including in your personnel file, in our HR system and in other IT systems.

Our office needs to process this data to form your employment contract and to meet our obligations under your employment contract. In addition, we need to process data to ensure that we are complying with our legal obligations, for example, we are required to check an employee’s entitlement to work in the UK, and it is necessary to carry out criminal records checks to ensure that people are able to work with our clients.

We also have a legitimate interest’s and legal obligations in processing personal data before, during and at the end of the employment.  For example, we may contact employees who are leaving us in order to conduct an exit interview with them. 

 

Website users

Our website is not intended for children, and we do not knowingly collect data relating to children.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a pleasant experience when you browse our website and allows us to improve our site. 

We use cookies for several reasons on our website:

  • Essential Cookies.  Cookies that are essential to the running of our website, in that the website will not function correctly without them. These are enabled by default and cannot be turned off, unless you change the cookie settings in your browser
  • Analytics cookies. For example, when someone visits our website, we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g., what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables Us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage;
  • Third party websites – Please note that there are some links on our website to other sites where you may find useful information. This does not indicate endorsement of those sites and, as we have no control over how data is collected, stored, or used by other websites, we would advise you to check their privacy policies before providing any data to them.

Before We make use of these technologies via the website, where required you will be prompted to provide consent for their use. If you do not consent to their use, these cookies and We will not be able to measure the effectiveness or provide our marketing messaging to you. However, if you do consent to the use of these cookies then certain information about you and your web activity will be shared with Facebook and Google for the purposes of their advertising services, and as such this data may be processed outside the UK and EEA. Via our cookie control settings, you may change your mind at any time.

How long we keep your data

We will only retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Clients & clients’ families

To comply with our legal and regulatory obligations our office must retain your personal data for a period of 7 years from the date of last entry. Once this period has expired, all your personal data will be permanently deleted.

Job Applicants

If your application is unsuccessful, we will retain your personal information for up to 6 months after you have been notified of the recruitment decision.

Employees

To comply with our legal obligations our office must retain your records for 6 years from the date your employment ends.

Your rights

 

Because the data we hold about you is your data, you have the following rights in respect of the personal data We hold about you:

  • Access your data– this means that you can ask us for a copy of all personal data we hold about you. This enables you to receive a copy of the personal information we hold about you and to check that We are lawfully processing it, we do this free of charges although a reasonable fee may be applied when a request requires excessive work, particularly if it is repetitive. This fee will reflect the amount of administrative work involved.
  • Right to rectification – if you believe that any of the information, we hold about you is inaccurate or out of date, you have the right to correct such information by providing us with the correct up to date information. In addition, you can ask us to delete the incorrect or out of date information and We will be happy to do so unless we are prevented from doing so by law or regulation.
  • Right to be Forgotten – Also known as data erasure, this enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. Please note that where we are obliged to keep your personal data because of a regulatory or legal requirements, we will not be able to delete the data and must continue to retain it.
  • Right to Restrict Processing – in some limited circumstances you have the right to restrict the processing of your data.
  • Right of Objection to Processing – you have the right to object to us using your data for marketing purposes and profiling.
  • Right of Data Portability – you have the right to request a copy of the personal data we hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.
  • Right to be informed – We provide information within our service user guides and staff handbooks on how your personal data Is processed, our policies are available on demand at your request.
  • Data breaches – Whilst we take all appropriate measures to prevent illegal access to your data, we must prepare for that possibility. Should there be a significant breach affecting your data and rights, we will apply candour and notify you immediately as well as the ICO as soon as a breach is identified. To minimise any possible danger, we will use encryption and/or Pseudonymisation where it is appropriate to do so. We will have back-up systems in place in the event that an outside organisation attempts to disrupt access to our data.

 

If you would like to exercise any of the above rights, please contact us

 

Right to complain

If you have any concerns about our handling of your personal data, we would rather you brought it to DMK Care and Support Ltd in the first instance, but of course you have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) by visiting https://ico.org.uk/concerns/ or telephoning the ICO helpline on 0303 123 1113.

More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk

Changes to the privacy notice

We keep our Privacy Promise under regular review. This Privacy policy was last updated in November 2023

If you have any questions about this Privacy Promise, please contact us at

contactus@dmkcare.com