Privacy Notice

 

HG Care Services

107 Wellington Road

Email: hello@hgcare.co.uk

Tel: 0161 975 5999

ICO Registration Number: ZA474115

 

 

1. Introduction

 

At HG Care Services, we are committed to protecting and respecting your privacy. This notice explains how we collect, use, store, and share your personal information in the course of providing care and support services. We adhere to the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant care regulations.

 

2. Who We Are

 

HG Care Services provides domiciliary care and support to adults in the community. As a data controller, we are responsible for determining how and why we use your personal information.

 

3. What Information We Collect

 

We collect and process the following types of information:

• Personal details – Name, date of birth, address, contact details, NHS number

• Emergency contact details – Names and numbers of next of kin or legal representatives

• Health and medical information – Diagnoses, medications, allergies, treatment history, GP details

• Care information – Risk assessments, support plans, daily notes, safeguarding concerns

• Financial details – Where applicable, payment arrangements or funding authority details

• Staff data – Employment history, DBS records, training, qualifications, timesheets, and supervision notes

 

4. How We Collect Your Information

 

We collect personal data in several ways:

• Directly from clients, their families, or representatives

• From GPs, district nurses, or other NHS services

• From local authorities or commissioning bodies

• Through assessments, care visits, and contact with our care team

 

5. Why We Use Your Information

 

We process your data to:

• Provide safe and effective care tailored to your needs

• Communicate with health professionals, social workers, and other agencies

• Manage and update care plans and risk assessments

• Ensure compliance with legal and regulatory requirements (e.g. CQC)

• Monitor care quality and safeguard wellbeing

• Administer staff management, payroll, and training

• Process invoices or funding arrangements

 

6. Our Legal Bases for Processing

 

We rely on the following lawful grounds:

• Contract – Where services are commissioned by you or on your behalf

• Legal obligation – Complying with legislation and care regulations

• Vital interests – To protect life in emergencies

• Legitimate interests – Ensuring service quality and staff management

• Provision of health or social care – Processing special category data under Article 9(2)(h)

 

In situations where consent is necessary (e.g. sharing information beyond care provision), we will request this explicitly.

 

7. Who We Share Information With

 

We may share your information with:

• GPs, hospitals, and other NHS bodies

• Local authorities and funding bodies (e.g. adult social care)

• Emergency services (e.g. ambulance, police) where necessary

• Regulatory bodies such as the Care Quality Commission (CQC)

• Our staff and authorised subcontractors

• Legal representatives or authorised family members

 

We never sell personal data or use it for unsolicited marketing.

 

8. How We Protect and Store Your Data

 

We implement strong security measures to keep your information safe:

• Secure, locked storage for physical records

• Encrypted digital systems and secure passwords

• Staff trained in confidentiality and data protection

• Regular reviews and audits to check compliance

 

Records are kept for a minimum of 6 years after the end of care services or in line with legal retention periods.

 

9. Your Rights

 

You have the right to:

• Access your personal data

• Request corrections if data is inaccurate or incomplete

• Request erasure of data (where legally permitted)

• Restrict or object to certain types of processing

• Withdraw consent (if applicable)

• Lodge a complaint with the Information Commissioner’s Office (ICO)

 

To make a request, please contact us at:

Email: hello@hgcare.co.uk

Phone: 0161 975 5999

 

10. Updates to This Notice

 

This privacy notice may be updated periodically. The latest version will be available on request or published on our website. We encourage you to review it regularly.

 

11. Contact Details

 

For any queries regarding this notice or your personal data, please contact:

 

HG Care Services

107 Wellington Road

Email: hello@hgcare.co.uk

Tel: 0161 975 5999

​

“How the NHS and care services use your information

HG Care Services is one of many organisations working in the health and care system to improve care for patients and the public)[1].  

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

 

•          improving the quality and standards of care provided

•          research into the development of new treatments 

•          preventing illness and diseases

• monitoring safety

•          planning services

 

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law. 

 

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.

 

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters.  On this web page you will:

• See what is meant by confidential patient information

• Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care

• Find out more about the benefits of sharing data

• Understand more about who uses the data

• Find out how your data is protected

• Be able to access the system to view, set or change your opt-out setting

• Find the contact telephone number if you want to know any more or to set/change your opt-out by phone 

• See the situations where the opt-out will not apply

 

You can also find out more about how patient information is used at:

https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and

https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)

 

You can change your mind about your choice at any time.

 

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.

 

Health and care organisations have until 2020 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. Our organisation ‘is / is not currently’ compliant with the national data opt-out policy