Our Privacy policy

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Pembrokeshire Care Society
5-7 Picton Place
Haverfordwest
Pembrokeshire
SA61 2LE
GB

01437 765335

pcs@pembrokeshirecaresociety.org.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details
  • Gender
  • Pronoun preferences
  • Addresses
  • Date of birth
  • Emergency contact details
  • Next of kin details
  • Photographs or video recordings
  • Service use history
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history)
  • Dietary information (including allergies and health conditions)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Information about work, home and living conditions
  • Information about support requirements
  • Information about lifestyle, interests or personal history
  • Criminal offence data
  • Records of meetings and decisions
  • Information about income and financial needs for funding or personal budget support
  • Payment details (including card or bank information for transfers and direct debits)
  • Website user information (including user journeys and cookie tracking)
  • Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Health information
  • Sexual orientation information

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details
  • Addresses
  • Payment or banking details
  • Donation history

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Records of consent, where appropriate

We collect or use the following personal information for research or archiving purposes:

  • Names and contact details
  • Addresses
  • Website and app user journey information
  • Records of consent, where appropriate

We also collect or use the following information for research or archiving purposes:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Health information
  • Sexual orientation information

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

We also collect or use the following information for recruitment purposes:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Payment details
  • Account information
  • Purchase or service history
  • Video recordings of public areas
  • Witness statements and contact details
  • Relevant information from previous investigations
  • Customer or client accounts and records
  • Financial transaction information
  • Information relating to health and safety (including incident investigation details and reports and accident book records)
  • Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • information collected to provide services to individuals.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • data used for reporting statistics.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

  • Directly from you
  • Family members or carers
  • Other health and care providers
  • Social services
  • Charities or voluntary sector organisations
  • Schools, colleges, universities or other education organisations
  • Councils and other public sector organisations
  • Previous employers
  • Credit reference agencies
  • Suppliers and service providers
  • Third parties:
    • attorneys or advocates
  • supported accommodation service providers

How long we keep information

We will only hold your personal information for as long as is reasonable required to serve the purpose for which it was collected. All personal information is destroyed after 10 years.

Who we share information with

Data processors

Software providers

This data processor does the following activities for us: payroll, database, case management software, service providers

We have a joint controller relationship with Pembrokeshire County Council. We process your personal information with that joint controller for the following reason: sharing and updating information and records, service level agreements, DSA.

Others we share personal information with

  • Other health providers (eg GPs and consultants)
  • Insurance companies, brokers and other intermediaries
  • Charities and voluntary organisations
  • Care providers
  • Organisations we need to share information with for safeguarding reasons
  • Emergency services
  • Professional advisors
  • Legal bodies or authorities
  • Local authorities or councils
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Current employers
  • Previous employers
  • Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

19 September 2024