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Data Protection & Compliance Policy

Data Protection & Compliance Policy Data

Protection and Compliance with the General Data Protection Regulation (England) Policy Aim and Scope of Policy This policy, in line with UK data protection laws, outlines how Prime Care and Support Services complies with the data protection requirements found in Regulation 17: “Good Governance” of the Health and Social Care Act (Regulated Activities) Regulations 2014. To comply with these regulations, Prime Care and Support Services must ensure proper governance of record-keeping, ensuring records are fit for purpose and securely maintained.

Prime Care and Support Services recognizes the importance of maintaining full, accurate, and up-to-date records for people receiving care, staff, and operational matters in compliance with data protection, confidentiality, secure storage, and authorized access procedures. Prime Care and Support Services also acknowledges its obligation to protect personal data according to the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

This policy applies to all manual and digital records kept by Prime Care and Support Services related to people receiving care, including staff and third parties who may interact with personal data. It is to be used in conjunction with other relevant record-keeping and information governance policies.

Policy Statement 

Prime Care and Support Services is committed to maintaining all records necessary for the protection and well-being of people receiving care and for the efficient running of the service. The service complies with the Data Protection Act 2018 and GDPR, which became effective in May 2018. Prime Care and Support Services understands that it is responsible for processing, managing, regulating, storing, and retaining all personal data in both manual and electronic forms. This responsibility includes:

  • Lawful and fair data collection 
  • Holding data for specified, lawful purposes 
  • Processing data in accordance with the rights defined by GDPR, such as:
    • Right to be informed 
    • Right of access 
    • Right to rectification 
    • Right to erasure 
    • Right to restrict processing
    • Right to data portability 
    • Right to object 
    • Rights related to automated decision-making and profiling 
    • Ensuring data is adequate, relevant, and not excessive 
    • Keeping data accurate and up-to-date 
    • Retaining data only for as long as necessary 
    • Implementing safeguards against unauthorized use, loss, or damage 
    • Complying with GDPR’s international data transfer rules

Prime Care and Support Services has a designated data controller and a data protection officer responsible for safeguarding personal data.

Procedures 

Prime Care and Support Services has implemented the following measures to comply with data protection laws:

Appointment of Key Personnel: 

  • A data controller responsible for processing and controlling data. 
  • A data protection manager or auditor responsible for reviewing and auditing data protection systems. 
  • A data protection officer responsible for overseeing the integrity of all protected data.

 

Information for People Receiving Care:

Prime Care and Support Services provides information to individuals about their data protection rights, including the national data opt-out policy and the actions they can take if their data is compromised.

Staff Training:

All staff are trained in data protection, confidentiality, and correct data handling.

Data Inventory: Prime Care and Support Services maintains records of all personal data held, including its origin and potential sharing arrangements.

Risk Assessments:

Regular risk assessments are conducted to identify vulnerabilities in data handling and security, with measures taken to mitigate risks.

Consent Procedures:

Individuals’ consent is sought for data collection, use, sharing, and retention, and procedures are regularly reviewed. Access to Personal Data: Policies and procedures are in place to facilitate access to personal data, including subject access requests in line with GDPR.

Data Breach Protocols:

Mechanisms are established for detecting, reporting, and investigating data breaches. Prime Care and Support Services complies with the duty to report significant breaches to the Information Commissioner’s Office.

Children’s Data:

If personal data is held on any child under 16, Prime Care and Support Services informs the child and obtains consent from the responsible parent.

National Data Opt-Out Policy

Prime Care and Support Services complies with the national data opt-out policy, which allows individuals to opt out of sharing confidential patient information for purposes beyond direct care and treatment, such as research and planning. This applies to social care services funded by Local Authorities or the NHS in England.

Training

New staff must read and understand Prime Care and Support Services’ data protection and confidentiality policies as part of their induction.

All staff are trained on basic confidentiality, data protection, and record-keeping procedures. Specific training is provided to those responsible for processing personal data, ensuring compliance with GDPR.