Polesworth Group Homes Ltd
PRIVACY NOTICE

Introduction

As part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, the friends or relatives of our service users and staff. In the course of our business we are also required to process data about Directors/Trustees, members of the Company and some suppliers. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

 

We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.

 

We do not need consent for processing personal data in the ways described in this privacy notice. However, if we were to process personal data for any different reason we may need your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.

 

Your rights

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:

1. You have the right to be informed about the data we hold on you and what we do with it;
2. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;
3. You have the right to ask us to correct any data we have which you believe to be inaccurate. You can also request that we restrict all processing of your data while we consider your rectification request;
4. You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with our record keeping policy and only for as long as it is needed. A copy of this is available upon request.
5. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
6. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
7. You have the right to transfer the data we hold on you to another party. This is also known as ‘portability’.
8. You have the right to regulate any automated decision-making and profiling of personal data.
9. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

You may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month.

If you would like to complain about how we have dealt with your request, please contact:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

https://ico.org.uk/global/contact-us/

 

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data about you:

• Your basic details and contact information e.g. your name, address, date of birth, photograph, phone numbers and next of kin;
• Your financial details e.g. details of how you pay us for your care or your funding arrangements. Information on your National Insurance number, state benefits and personal bank details depending on the level with which we support you with managing your finances.

We also record the following data which is classified as “special category”:

• Health and social care data about you, which will include gender, marital status, ethnicity and your physical and mental health data. This will include your NHS number and any medical test results that we should be aware of in order to provide you with appropriate care including COVID-19 swab and antibody test results and COVID-19 vaccinations.
• We may also record data about your sexual orientation or religion.

Why do we have this data?

We require this data so that we can provide high quality care and support. By law, we need to have a lawful basis for processing your personal data.

 

We process your data because:

• We are required to do so in our performance of a public task (to fulfil a contract with a Local Authority or the NHS);
• We are required to do so in order to fulfil a contract that we have with you;
• We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

We process your special category data because:

• It is necessary due to social security and social protection law (generally this would be in safeguarding instances);
• It is necessary for us to provide and manage social care services, including following government guidelines regarding COVID-19 testing and COVID-19 vaccinations.
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

Where do we process your data?

So that we can provide you with high quality care and support we need specific data. This is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via post, via secure websites.

Third parties are organisations we have a legal reason to share your data with. These include:

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, NHS COVID-19 swab and antibody testing and vaccinations systems and other health and care professionals;
• Local Authorities;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

Staff

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data about you:

• Your basic details and contact information e.g. your name, address, date of birth, home and mobile telephone numbers, email address, National Insurance number and next of kin;
• Your financial details e.g. details so that we can pay you, pension and tax details;
• Your training records.

We also record the following data which is classified as “special category”:

• Gender, race and ethnicity.
• Health and social care data about you including your NHS number and possibly including data on both your physical and mental health data. We will only collect this if:

– it is necessary for us to know as your employer, e.g. fit notes or in order to claim statutory maternity pay.

– if it is necessary for us to know because we are providing health and social care, and/or in the management of social care systems and services, e.g. flu and COVID-19 vaccination records.

• Criminal Record Data.

Why do we have this data?

We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. We also require the data in order for us to provide and manage social care services.  By law, we need to have a lawful basis for processing your personal data.

 

We process your data because:

• We have a legal obligation under UK employment laws;
• We are required to do so in our performance of a public task (to fulfil a contract with a Local Authority);
• We have a legitimate interest in processing your data – for example, we provide data about your training to Skills for Care’s Adult Social Care Workforce Data Set, this allows Skills for Care to produce reports about workforce planning.

 

We process your special category data because:

 

• It is necessary due to social security and social protection law – we are required to perform Disclosure and Barring Service (DBS) checks on our staff;
• It is necessary for us to process requests for sick pay, maternity pay and pay for other forms of statutory leave from the workplace;
• It is necessary for us to provide and manage social care services, including participating in the government’s COVID-19 vaccination programmes;
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

Where do we process your data?

As your employer we need specific data. This is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via post, via secure websites.

Third parties are organisations we have a legal reason to share your data with. These include:

• Her Majesty’s Revenue and Customs (HMRC);
• Our pension and healthcare schemes: Standard Life, The People’s Pension, AXA PPP Healthcare;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

 

Job applicants (including those that become employees)

What data do we have?

So that we can carry out legal, efficient and effective recruitment processes, we need to keep certain records about you. We may record the following types of data about you:

• Your basic details and contact information e.g. your name, address, date of birth, home and mobile telephone numbers, email address, National Insurance number and next of kin;
• Your training records.
• Information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
• References from former employers;
• Details of your education and employment history;
• Right to work information
• Driving licence

We also record the following data which is classified as “special category”:

• Gender, race and ethnicity for equality monitoring purposes;
• Health and social care data about you including your NHS number and possibly including data on both your physical and mental health data. We will only collect this if:

– it is necessary for us to know as your employer e.g. to make reasonable adjutstments

– if it is necessary for us to know because we are providing health and social care, and/or in the management of social care systems and services, e.g. flu and COVID-19 vaccination records.

• Criminal Record Data.

Why do we have this data?

We require this data so that we can contact you and also require the data in order for us to provide and manage social care services.  By law, we need to have a lawful basis for processing your personal data.

 

We process your data because:

• We have a legal obligation under UK employment laws;
• We are required to do so in our performance of a public task (to fulfil a contract with a Local Authority);

 

We process your special category data because:

 

• It is necessary due to social security and social protection law – we are required to perform Disclosure and Barring Service (DBS) checks on our staff;
• It is necessary for us determine reasonable adjustments that may be required of us as an employer
• It is necessary for us to provide and manage social care services;
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

Where do we process your data?

As your prospective employer we need specific data. This is collected from or shared with:

3. You or your legal representative(s);
4. Third parties.

We do this face to face, via phone, via email, via post, via secure websites.

Third parties are organisations we have a legal reason to share your data with. These include:

• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

 

Friends/relatives of service users

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

 

• Your basic details and contact information e.g. your name and address; telephone numbers, email addresses.

Why do we have this data?

By law, we need to have a lawful basis for processing your personal data.

 

We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and keeping emergency contact details for our staff.

 

Where do we process your data?

So that we can provide high quality care and support we need specific data. This is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via post.

Third parties are organisations we have a legal reason to share your data with. These may include:

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;
• The Local Authority;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

 

Visiting professionals (including visiting Directors/Trustees)

What data do we have?

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

 

• Your basic details and contact information e.g. your name and address; telephone numbers, email addresses.

Why do we have this data?

By law, we need to have a lawful basis for processing your personal data.

 

We process your data because we have a legitimate business interest in holding contact details of professionals who we may need to contact in an emergency to maintain a safe service.

 

Where do we process your data?

So that we can provide high quality care and support we need specific data. This is collected from or shared with:

3. You or your legal representative(s);
4. Third parties.

We do this face to face, via phone, via email, via post.

Third parties are organisations we have a legal reason to share your data with. These may include:

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals;
• The Local Authority;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

 

Directors/Trustees

What data do we have?

So that we can fulfil our legal duties as a Company, a body regulated by the CQC and as a registered charity, we need to keep certain records about you. We may record the following types of data about you:

 

• Your basic details and contact information e.g. your name, address, date of birth, telephone number, email address;
• Your training records where relevant to your role as a Director/Trustee.

We also record the following data which is classified as “special category”:

• Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as it may affect your ability to fulfil your role;
• We may also record data about your race and ethnic origin;
• Criminal Record Data.

Why do we have this data?

We require this data so that we can contact you and make sure you receive the information and support you need to perform your role.  We also need the information to maintain records regarding Directors/Trustees in accordance with laws and regulations. By law, we need to have a lawful basis for processing your personal data.

 

We process your data because:

• We have a legal obligation under UK Company laws (Companies Act 2006), Charity law and Health and Social Care regulations under the Health and Social Care Act 2008.

 

We process your special category data because:

 

• It is necessary because under regulations we are required to perform Disclosure and Barring Service (DBS) checks on our Directors/Trustees;
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.

 

Where do we process your data?

So that we can fulfil our duties your data is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via post, via secure websites.

Third parties are organisations we have a legal reason to share your data with. These include:

• Companies House;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police of other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

Members

What data do we have?

So that we can fulfill our legal duties as a Company, we need to keep certain records about you. We may record the following types of data about you:

 

• Your basic details and contact information e.g. your name, address, date of birth, telephone number, email address;

Why do we have this data?

By law, we need to have a lawful basis for processing your personal data.

We require this data so that we can contact you and make sure you receive the information and support you need to perform your role.  We also need the information to maintain records regarding Members in accordance with laws and regulations.

 

We process your data because:

• We have a legal obligation under UK Company laws (Companies Act 2006).

 

Where do we process your data?

So that we can fulfil our duties your data is collected from or shared with:

1. You or your legal representative(s);
2. Third parties.

We do this face to face, via phone, via email, via post, via secure websites.

Third parties are organisations we have a legal reason to share your data with. These include:

• Companies House;
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.
• Third parties who provide or manage IT software systems or hardware on our behalf, solely for the purpose of providing and managing social care services.

Our website

In order to provide you with the best experience while using our website, we process some data about you.

 

When someone visits https://www.polesworthhomes.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. You can find more information on how cookies are used on this website in the Cookies Policy below.

 

If we do want to collect personally identifiable information through our website, we will be explicit about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

 

We don’t share, rent or trade email lists with other organisations or businesses. We gather statistics around clicks using industry standard technologies to help us monitor and improve our website.

 

Links to other websites

This privacy notice does not cover the links within our website linking to other websites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy statement.

Cookies Policy

Last updated: November 2025

What are cookies?

Cookies are small text files that are downloaded to your device (computer, mobile or tablet) when you visit a website. On subsequent visits, the website can recognise your device, helping with functionality, preferences and analytics.

How do we use cookies?

We use cookies for the following purposes:

• Strictly necessary cookies: These are essential for the website to function properly. They enable core features such as navigation between pages and access to secure areas of the site. These cookies do not require your consent because they are strictly necessary for the service you requested.

• Performance cookies: These collect anonymous information about how visitors use our website — for example, which pages are visited most often or if error messages occur. These cookies help us improve how the site works. We will only place these cookies if you have given consent.

• Functionality cookies: These remember choices you make (such as your language, region or text size) so that the website can offer enhanced, personalised features. We will place these cookies only if you have given consent.

• Third-party cookies: On certain pages we may have functionality (such as social-share buttons, videos, maps) provided by external services. These external services may place cookies via our site. We do not control the settings of those cookies, so you will need to check the relevant third-party sites for further information.

Consent and how to manage your choices

When you first visit our website, a cookie-banner will appear allowing you to accept or refuse non-essential cookies (performance, functionality, third-party). You may change your consent preferences at any time via the “Cookie Settings” link in the footer of the site.
Please note that strictly necessary cookies will always be used since they are required for the website to operate.

Details of cookies used

The table below summarises the main cookies used on our site:

* Subject to Google Analytics settings.

Google Analytics & data transfers

We use Google Analytics with IP-anonymisation turned on (so your IP address is truncated before storage). Google may process and store data outside the UK (including in the US) under standard contractual clauses. You can view Google’s privacy and data protection information here: https://support.google.com/analytics/answer/6004245
Our analytics data retention period is set to [insert: 14 months / 26 months / other] and will be deleted thereafter.

Browser-level cookie controls

You can also choose to block or delete cookies by changing your browser settings. Some useful links:

• Chrome: https://support.google.com/chrome/answer/95647

• Safari (macOS/iOS): https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471

• Firefox: https://support.mozilla.org/kb/enhanced-tracking-protection-firefox-desktop

Embedded content & third-party cookies

When our pages include embedded content from third-party providers (e.g., YouTube videos, Google Maps, social-media feeds), those providers may set cookies on your device. We have no control over those cookies or their settings; please consult the relevant provider’s cookie policy for more information.

Updates to this policy

We may update this Cookies Policy from time to time. The “Last updated” date above will reflect when changes were made. We recommend that you revisit this page periodically.

 

 

Updated 10/25