LINMAR CARE PRIVACY STATEMENT
Contents:
1. Website privacy policy
2. Client privacy policy
3. Staff privacy policy
4. Applicant privacy policy
1 WEBSITE PRIVACY POLICY
Introduction
Linmar Care takes its website users’ privacy very seriously and is aware of its obligations under the General Data Protection Regulation 2018. Linmar Care takes all reasonable care to comply at all times with the Regulation and all relevant UK and EU laws.
This privacy policy is subject to change without prior notice. Linmar Care encourages its website users to review this policy periodically. By using Linmar Care’s website you agree to the terms of this policy in effect at that time.
This policy explains when and why we collect personal information about people who visit our website, how we use it and how we keep it secure. You will find our contact details at the end of this policy which you can use if you have any questions, wish to update or access your data, wish to withdraw consent to the use of your data or wish to make a complaint.
Information we collect
Linmar Care collects both personally identifiable information and non-personally identifiable information through this website in order to help Linmar Care learn more about how its website users use this website and to provide its website users with information about Linmar care, its business and services. Website users are not obliged to provide Linmar Care with personal information to use the website however, Linmar Care may obtain sensitive personal data about you, such as your name, email address, home address and telephone number when you volunteer it during the completion of the enquiry form, to apply for a job (see below) with Linmar Care. If you volunteer such information you will be consenting to our processing it for the purpose supplied.
Linmar Care may monitor your usage of this website and use personal information to administer and expand its business activities, providing customer service and making available other products and services to Linmar Care’s clients and prospective clients. Linmar Care may use the information to notify you about important changes to the website, new services and special updates which we think you will find valuable.
Linmar Care may collect aggregate information from all website users. The aggregate data is used to customise Linmar care’s web content to deliver a better experience for its users and will in no way personally identify you.
Recruitment
As part of the recruitment process, Linmar Care collects and process personal data on job applicants. This can include; your name, address and contact details, including your email address and telephone number, qualification details, whether or not you have a disability, information about your entitlement to work in the U.K and equal opportunities information such as; ethnic origin, age, gender, marital status, sexual orientation, health, religion or belief. Such data may be contained in CV’s, application forms, passport or other identity documents or collected through interview or other forms of assessment. Linmar Care will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers e.g. Disclosure Barring Service providers (Criminal Records Check).
Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and to decide to whom to offer a job. In some cases, Linmar Care needs to process data to ensure that it is complying with its legal obligations i.e. eligibility to work in the U.K. Linmar Care processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who may have a disability. This is to carry out its obligations in relation to employment.
Your information will be shared internally for the purposes of recruitment e.g. members of the HR Department and recruiting team / managers. Linmar Care will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment.
Tracking information
IP address – Linmar Care may keep track of the pages visited by you. An IP address is a number that is automatically assigned to your computer when connecting to the internet so your computer can be identified. Linmar Care may collect IP addresses for the purposes of but not limited to system administration, aggregating information and auditing the use of the website. This information does not identify you personally.
Cookies
Cookies are pieces of information that are transferred from a website to an individual’s computer hard drive for record-keeping purposes. Cookies make surfing the web easier by saving website users preferences and are used by many websites. No personally identifiable information is collected or used in this process and this information does not identify website users personally. Cookies show how and when visitors use a website, identifying which areas are popular and which are not and may be used to better understand and improve a website by making it more responsive to the needs and preferences of the website users. However, we do not currently use cookies.
Minors
Linmar Care does not knowingly collect information from children or market its products or services to children. If you are under 18 please do not provide any personal information to us.
Disclosure
The information obtained by Linmar Care through your use of this website will not be passed on to third parties without your consent. However, Linmar Care reserves the right to disclose user information in special cases where Linmar Care is required to by law or has a reason to believe that disclosing this information is necessary to identify, contact or bring legal action against anyone who may be causing injury, interference or disruption to this website, Linmar Care’s rights or property, or where anyone else may be harmed by such activities.
Links to third party and other websites
This website includes links to other websites which allow you to connect to third party websites. The links are provided as a convenient method of accessing information that may be useful or of interest to you. These links are beyond the control of Linmar Care and Linmar Care does not accept any responsibility for them. These sites may have their own privacy policies similar, different or otherwise than that of this site and Linmar Care is not responsible for and does not guarantee the privacy practices or the security of other sites. Upon clicking on a link, you have left this website and the privacy policy stated on this website is no longer in effect.
Sharing of personal information
Linmar Care’s website is subject to Google Analytics Software. The Google Analytics Software (‘the Software’) is separate to Linmar Care and operated by Google Limited. The Software produce a report which shows the number of people who have clicked on this website but does not contain any personal identifiable information. Linmar Care does not pass on any information to third parties.
Security
Linmar Care is committed to ensuring that your personal information is secure. Linmar Care will take reasonable precautions to ensure security of its systems. The security of data transmission over the internet cannot be 100% guaranteed and as a result, although Linmar Care takes reasonable steps to ensure the security of its users’ personal information and maintain their privacy, Linmar Care cannot guarantee or warrant the security of any information you disclose or transmit to Linmar Care online and cannot be responsible for the theft, destruction, or inadvertent disclosure of such personal information.
How long we keep your data for
We retain personal data:
· For as long as it is being used for the purposes stated in this policy, or
· Until we receive notification from you that you withdraw your consent for us to use it for these purposes and require us to remove the data from our records
Your rights
You have the right to ask us:
· For a copy of the data we hold about you
· To update the data we hold about you
· To stop using the data for any or all of the purposes specified
· To remove all the data we hold about you
The data controller
The data controller for the purposes of the General Data Protection Regulation 2018 is Linmar Care Limited, registered in England and Wales with company number 11089890 and whose registered office is Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY.
Disclaimer
The data contained in this site is for information purposes only and is not represented to be error free. Access and use of this website and its contents is at your own risk. Linmar Care makes no warranties express or implied, concerning the content of this site, the accuracy, completeness, reliability or suitability of this site.
Debit and Credit card payments
We do not accept payment by debit and credit cards and retail policies or returns, refunds, cancellations are not applicable.
How to complain
In accordance with data protection regulations, we have notified the Information Commissioner’s office (I.C.O.) of our data processing activities. Our registration number is A8365829. You have the right to lodge a complaint with the I.C.O. at https://ico.org.ukor telephone 03031231113.
If you have any query or concerns about our use of your information, please contact our Data Protection Officer at info@linmarcare.co.ukor write to us at Linmar Care Ltd, Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY.
Do you need extra help?
If you would like this privacy policy in another format (for example, in audio or large print) please contact us.
Written: June 2018
Amended: June 2019
Amended July 2021
Review due: July 2023.
2 CLIENT PRIVACY POLICY
(and information for relatives and representatives)
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.
Please note that our full Data Protection Statement can be found on our website www.linmarcare.co.uk or a paper copy can be provided on request.
Introduction
We are Linmar Care Ltd, a Home Care (Domiciliary Care) company providing social care services in Essex. All of our work is commissioned by privately funded Clients and Clients who have personal budget arrangements with local authorities.
We employ staff covering a range of expertise and specialisms including:
· Domiciliary Care services
· Dementia services
· Parkinson’s service
· End of life services
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:
If you have any questions about this privacy notice or would like further explanation as to how your personal information is managed or a full copy of our Data Protection Statement, please send an email to chike@linmarcare.co.uk, write to Linmar Care Ltd, Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY or call 01376 802011 or 01206 912311.
Please note when we refer to:
The Personal information we collect and use in relation to people who enquire about and use our services
Who we are governed by
The key pieces of legislation / guidance we are governed by are:
Who we are regulated by
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 and 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, racial or ethnic origin, politics, 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)
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)
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, 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)
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)
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.
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 six years after your care with us ceases as required by law and our insurers
we will hold the personal information kept within our feedback procedure for no longer than is necessary for us to identify trends and patterns in our service
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
· Article 6(1)(f) of GDPR to process your personal information in pursuit of our legitimate interests, which include corporate due diligence and financial modelling, service development and innovation.
as the lawful basis on which we collect and use your personal data and special category data (such as your health).
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, call or write to Chike Nwangwu our Data Protection Officer
· 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
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 the 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 25 May 2018 and last updated on 17 July 2021.
We may change this privacy notice from time to time, when we do, we will inform you via your preferred communication method ie. email or post.
Do you need extra help?
If you would like this notice in another format (for example: large print) please contact us (see ‘How to contact us’ above).
Written: May 2018
Amended: June 2019
Amended July 2021
Review due: July 2023
3 STAFF PRIVACY POLICY
Introduction
This statement explains how Linmar Care Limited handles and uses personal data we collect about staff. Where in this statement we refer to ‘we’ or ‘our’ or ‘us’ we are referring to Linmar Care Limited and where we refer to ‘you’ or ‘your’ we are referring to our staff. We are registered with the Information Commissioner's Office (ICO) with registration number A8365829.
We are committed to protecting your personal information and to being transparent about what information we hold. We understand our obligations to you to help you understand how and why we process your personal data. This notice tells you about these uses and should be read in conjunction with the Linmar Care Limited data protection policy.
Our data protection policy and procedures are governed by the Data Protection Act 1998 and, from 25th May 2018, the EU General Data Protection Regulation. The law in this area is changing rapidly and we anticipate this statement may be revised in line with guidance from the Information Commissioner’s office.
Why we hold your personal data
We are required to hold your personal data for various legal and practical purposes, without which we would be unable to employ you.
Holding your personal data enables us to meet various administrative and legal obligations (eg. for tax purposes).
We will also process your personal information in other circumstances, provided you have given your consent for us to do so.
Lawful basis for processing personal data
The lawful basis for processing the personal data of staff as described in this document is to fulfil a contract with an individual.
There is a contractual requirement for you to provide much of the information detailed. Without this we will be unable to fulfil our obligations which could result in the contract terminating.
Personal data (including sensitive data) held by Linmar Care Limited
The information we hold about you is primarily information you provided when applying for your job, supplemented by information generated in the course of your employment including but not limited to:
Your name; Your contact details; Next of kin and their contact details; Unique personal identifiers and biographical information (e.g. date of birth, National Insurance number); DBS documentation; Personal data provided by you for a specific purpose or purposes (for example, disability); Financial information gathered for the purposes of payment of salary and expenses (e.g. bank details); Where applicable your visa requirements; Copies of passports, visas, and other documents required to ensure compliance with Home Office requirements; Details of your education and qualifications; Your job application and curriculum vitae; Details of your career; References; Your contract of employment; Performance reviews; Disciplinary, grievance and capability procedures; Accidents at work; Training provided; Photographs of you for ID purposes; Details of vehicle(s) used by you for work.
How your personal data is used by Linmar Care Limited
Your data is used by us for a number of purposes including but not limited to:
Checking eligibility for employment; Payment of salary, expenses, income tax, National Insurance and pension contributions; Contacting you by email, post or telephone (including your personal mobile phone with your consent); Internal reporting and record keeping; Administrative purposes (e.g. to administer external training you are attending); Responding to data access requests you make; Issuing references at your request; Contacting you, your next of kin, or other relevant contact in case of an emergency; Inclusion in the staff handbook; Inclusion in client handbook; Inclusion on the website; Marketing, including images, online, in print and on social media (with your consent); Checking your eligibility to drive and that any vehicle(s) used by you for work is legal and safe to drive.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below. We will always respect a request by you to stop processing your personal data (unless we are required to do so by law), and in addition your statutory rights are set out below.
How information is retained and kept safe?
Information is retained in secure electronic and paper records and access is restricted to only those who need to know.
It is important that information is kept safe and secure, to protect your confidentiality. There are a number of ways in which your privacy is shielded; by removing your identifying information, using an independent review process, adhering to strict contractual conditions and ensuring strict sharing or processing agreements are in place.
The Data Protection Act 1998 (General Data Protection Regulation [GDPR] from 25 May 2018) regulates the processing of personal information. Strict principles govern our use of information and our duty to ensure it is kept safe and secure. Linmar Care Ltd is registered with the Information Commissioners Office (ICO). Details of our registration can be found on https://ico.org.uk/esdwebpages/search Enter our registration number A8365829 and click ‘search register’.
Technology allows us to protect information in a number of ways, in the main by restricting access. Our guiding principle is that we are holding your information in strict confidence.
Unfortunately, sending information via e-mail is not completely secure; anything you send is done so at your own risk. Once received, we will secure your information in accordance with our security procedures and controls.
How do we keep information confidential?
Everyone working for Linmar Care Ltd is subject to the Common Law Duty of Confidentiality and the Data Protection Act 1998 (GDPR from 25 May 2018). Information provided in confidence will only be used for the purposes to which you consent to, unless there are other circumstances covered by the law.
We are required to protect information, inform you of how your information will be used and allow you to decide if and how your information can be shared. This will be noted in your records.
All staff undertake annual training in data protection, confidentiality and IT/cyber security, with additional training for data protection officers and IT staff.
Sharing your data with others
Within Linmar Care Limited, personal data, including sensitive personal data, may be shared between authorised members of staff who legitimately need the information to carry out their normal duties in relation to your employment with us. Circumstances may arise where this data is shared with external organisations without your consent. This will only occur if it is necessary to protect your vital interests or the vital interests of another person; or for certain other reasons where it is not possible or appropriate to gain your consent such as disclosures to the police for prevention or detection of crime, or to meet statutory obligations. Linmar Care Limited may disclose certain personal data to other third parties. These external organisations, and the purpose for sharing the information, are set out below.
Relevant data will be shared with the appropriate regulatory bodies depending on the requirements of your job.
Relevant data, (including your bank details where applicable), will be shared with our payroll and/or external HR providers (if applicable), our pension providers, our accountants, and our lawyers.
Relevant data may be shared with your next of kin but only with your consent or in an emergency.
With your permission we may share information about you for publicity and marketing purposes online, in print and on social media.
Otherwise, Linmar Care Limited does not share data with any third party, except as allowed for in other privacy notices or required by law. We do not sell your personal data to third parties under any circumstances or permit third parties to sell on the data we have shared with them.
Transfer of personal data to other countries
Where data is shared within the UK, or the European Union (EU), the third party will be required to comply with and safeguard the data under the terms of the DPA and appropriate EU regulations.
Your personal information will only be transferred to countries, outside of the EU, whose data protection laws have been assessed as adequate by the European Commission, or where adequate safeguards, such as the EU-US Privacy Shield, are in place.
How long data is kept
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected, and in accordance with our internal retention policies and the requirements of the Data Protection Act/GDPR. We will determine the length of time we keep it based on the minimum retention periods required by law or regulation. We will only keep your personal information after this period if there is a legitimate and provable business reason to do so. Data will be securely destroyed when no longer required.
Your rights
You have the following rights:
To be informed. This Privacy Notice provides the information you are entitled to receive and access. Please contact us if you would like confirmation that your data is being processed and access to your personal data.
There is no charge for us providing you with this data and it will usually be provided within a month of the request (unless the request is unfounded or excessive).
Rectification. Please inform us of any data which you would like rectified and we will usually respond within a month of the request. We will pass on the changes to any third parties who need to change their records and let you know this has been done.
Erasure. You may exercise your right to have your personal data erased. This right will only apply where for example the data is no longer necessary in relation to the purpose for which it was created, or you withdraw your consent if we are using your personal data based on that consent, or you object to the way we are using your data and there is no overriding legitimate business interest or legal requirement.
Restrict processing. You can tell us that we can keep your data but must stop processing it, including preventing future mailings and communications where applicable. If possible, we will inform any third parties to whom your data has been disclosed of your requirement.
Data portability. Your data is across manual records and a bespoke computer system. We will do our best to provide information in a portable format, but it is unlikely that we can create systems to do so.
To object. If we can, we will stop processing your data if you object to processing based on legitimate interests or the performance of a task in the public interest / exercise of official authority.
We will stop processing your data if you object to processing for purposes of research and statistics.
Not to be subject to automated decision-making including profiling. We do not use any automated decision-making.
We reserve the right to judge what information we must continue to hold to be able to fulfil our obligations under your contract of employment with us.
You have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk
Further information
The controller for your personal data and our Data Protection Officer is Chike Nwangwu of Linmar Care Limited who can be contacted on 01376 802011 or 01206 9123111, or via info@linmarcare.co.uk or Linmar Care Ltd, Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY.
Our Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data. Please contact us on 01376 802011 or 01206 912311 or info@linmarcare.co.uk if you have any concerns or questions about the above information or you wish to ask us not to process your personal data for particular purposes or to erase your data. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these, but please note that there may be circumstances where we cannot comply with specific requests.
We will notify you in writing of any changes we make to this data protection statement.
Do you need extra help?
If you would like this privacy policy in another format (for example, in audio or large print) please contact us.
Written: April 2018
Amended: June 2019
Amended July 2021
Review due: July 2023
4 APPLICANT PRIVACY POLICY
Introduction
Linmar Care Ltd, (referred to as “Linmar” “we” “us” or “the company” throughout this policy) collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations under the General Data Protection Regulation 2018 (GDPR).
We are registered with the Information Commissioners Office (ICO) with registration number A8365829
This notice sets out the basis on which we collect, use and disclose the personal data of our job applicants, as well as your rights in respect of such personal data.
What information do we collect and how?
Linmar collects a range of information about you. This includes:
· Your name, address and contact details, including email address and telephone number
· Details of your qualifications, skills, experience and employment history
· Information from interviews and phone screenings you may have
· Information about your entitlement to work in the UK
· Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you.
Data will be stored in a range of different places, including on your application record, in our HR management systems and our email system.
Why does Linmar Care process personal data?
We collect and process your data for a number of purposes and where we have a legal basis to do so, as follows.
Linmar has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
We need to process data to ensure that we are complying with our legal obligations. We are required to carry out a check with the Disclosure and Barring Service (DBS check) before a successful applicant’s employment starts. In some cases we may need to check a successful applicant’s eligibility to work in the UK before a successful applicant’s employment starts.
We may process information about whether or not applicants are disabled so we can make reasonable adjustments for candidates who have a disability. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.
We will not use your data for any purpose other the recruitment process of which you are a part.
Who has access to data?
Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business.
We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references.
In addition, we may need to share your personal information with a regulator or otherwise to comply with law.
How does Linmar Care protect data
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our personnel in the proper performance of their duties.
How long does Linmar Care keep data?
If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for 6 months. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.
Your rights
As a data subject, you have a number of rights under data protection law. You can:
· Access and obtain a copy of your data on request
· Require us to change incorrect or incomplete data
· Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
· Object to the processing of your data where Linmar Care is relying on its legitimate interest as the legal grounds for processing, or
· Ask us to transfer your data to another organisation.
If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact info@linmarcare.co.uk
If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner’s Office www.ico.org.uk
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Linmar Care during the recruitment process. However, if you do not provide the information, we may not be able to process your application.
Further information
The controller for your personal data and our Data Protection Officer is Chike Nwangwu of Linmar Care Ltd who can be contacted on 01376 802011 or 012060912311, via info@linmarcare.co.uk or Linmar Care Ltd, Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY.
Our Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data. Please contact us on 01376 802011 or 01206 912311 or info@linmarcare.co.uk if you have any concerns or questions about the above information or you wish to ask us not to process your personal data for particular purposes or to erase your data. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these, but please note that there may be circumstances where we cannot comply with specific requests.
We will notify you in writing of any changes we make to this data protection statement.
Do you need extra help?
If you would like this privacy policy in another format (for example, in audio or large print please contact us.
Written: July 2018
Amended: June 2019
Amended July 2021
Review due: July 2023
Registered Office: Unit 2, 99 London Road, Stanway, Colchester, Essex CO3 0NY.
Registered in England and Wales no: 11089890
© Linmar Care Ltd 2018 - 2023 All Rights Reserved.
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