Privacy Policy

Effective date: September 30, 2019
Reviewed June 30th, 2026

Privacy Policy
Introduction

This is Rhythmic Care UK LTD Privacy Notice.

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. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

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

If you have any concerns or questions, please contact us: [email protected]

If you wish to view our Childrens Privacy Notice please contact [email protected]

Service Users including Children as Service Users

Children have the same rights as adults over their personal data. These include the right to: be provided with a transparent and clear privacy notice which explains how their data will be processed. 

Children do not lose their rights as data subjects to transparency just because consent has been given by a holder of parental  responsibility.

We do hold information about the children, young people, and parents who we provide services to. We look after this information carefully, and we always work to comply with relevant data protection legislation.

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 process the following types of data:

• Your basic details and contact information e.g., your name, address, telephone number, date of birth and next of kin/family member.
• Information about your family. Social and personal circumstances. . our reasons for needing the service
• Your financial details e.g., details of how you pay us for your care or your funding arrangements.
• Proof of identity, NI number, NHS Number.
• Visual images, personal appearance and behaviour
• For Children and Young Adults their current education /schools and or employers
• Professional observation about you and your needs

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 may also record data about your race, ethnic origin, sexual orientation/gender or religion.

 

Why do we have this data?
We need 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:

For Adults we have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005.

For Children we have a lawful basis for processing for the reason of legal obligation, under the Children Act 1989 & 2004, the Children and Young Persons Act 2008 and Article 8 of the Human Rights Act 1998.

We also have the lawful basis of performance of a task carried out in the public interest (Data Protection Act 2018 schedule 3, part 3, para 8; Working Together to Safeguard Children statutory guidance July 2018)

We have a lawful basis for processing special category data under the lawful basis of Substantial Public Interest (DPA 2018 schedule 1, part 1, para 2 (e), part 2, para 6 and 18)

We process Adult and Childrens 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.
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.
• Likewise, to Local Authorities and IHB for contractual compliance that too relates the Health and Social Care Act 2012 or Mental Capacity Act 2005.
• For Children additionally the Children Act 1989 & 2004, the Children and Young Persons Act 2008 and Article 8 of the Human Rights Act 1998.

 

We may also process your data with 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 at any time. 

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.
3. We do this face to face, via phone, via email, via our website, via post, via application forms, via apps etc.

Third parties are organisations we might lawfully 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, and other health and care professionals.
• The Local Authority and or IHB
• Your family or friends – with your permission.
• Organisations we have a legal obligation to share information with i.e., for safeguarding, the CQC; Childrens Services and schools
• The police or other law enforcement agencies if we have to by law or court order.

 

Staff
What data do we have?

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

• Your basic details and contact information e.g., your name, address, date of birth, telephone/contact numbers and next of kin;
• work experience and /or employment history with the organisation
• National Insurance number
• Your financial details e.g., details so that we can pay you, insurance, pension and tax details;
• Your training records. Including qualifications, courses etc
• ID including passports, permits to reside, driving Licence, MOT, Car Insurance
• any disciplinary action
• any accidents connected with work
• employment terms and conditions (e.g.: pay, hours of work, holidays, benefits, absence)
• any accidents connected with work

 

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 your employer, e.g., fit notes or in order for you to claim statutory maternity/paternity pay;
• We may also, with your permission, record data about your race, ethnic origin, sexual orientation or religion.

As part of your application, you will be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check) which CQC will require evidence of.

 

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. 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 law.
• We are required to do so in our performance of a public task.
• We have a legitimate interest in processing your data – for example, we provide data about your training to Skills for Care’s Adult Workforce Data Set, this allows Skills for Care to produce reports about workforce planning.
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations. Likewise, data to Contracts Monitoring Teams
• As above and to comply with the Safeguarding Board and the Care Act 2014

We process your special category data because.

• It is necessary for us to process requests for sick pay or maternity pay.

 

If we request your criminal records data, it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. We record that we have checked this.

 

We may also process your data with 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.

  

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.
3. We do this face to face, via phone, via email, via our website, via post, via application forms, via apps.

 

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
• Our external payroll provider
• 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.
• The DBS Service via an umbrella organisation (First Advantage Europe Ltd) which may change on occasions.
  
  

Friends/Relatives
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.

 

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.

We may also process your data with 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. 

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.
3. We do this face to face, via phone, via email, via our website, via post, via application forms, via apps.

 

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, and other health and care professionals.
• The Local Authority or IHB
• The police or other law enforcement agencies if we have to by law or court order.

 

Our Website
We do not record any data via our website. We ask all enquires to email directly. Please refer to our privacy statement.

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:

5. 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;
6. You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete.
7. You can also request that we restrict all processing of your data while we consider your rectification request;
8. You have the right to ask 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 the Information Governance Alliance’s guidelines (https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016) We also observe the guidance of CQC and the legislative requirements of Health and Social Care Act 2008 and any other relevant legislation including Riddor 2013 as appropriate.
9. 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.
10. 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.
11. 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.
12. 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.
13. We will always respond to your request as soon as possible and at the latest within one month.
14. If you would like to complain about how we have dealt with your request, please contact: [email protected]