Privacy Notice

This is UKSAID CARE’S Privacy Notice.

As part of the services we offer, we are required to process personal data about our colleagues, people we support and, in some instances, the friends or relatives of people we support and colleagues. “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 at: info@uksaid.care

UK Said Care Ltd. staff privacy notice

Registered name: UK SAID CARE LTD.

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection
principles, definitions, and key terms.

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

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

 

Contact details

Email: info@uksaid.care

What information we collect and use, and why

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Gender 
• Photographs (eg staff ID card)

• Copies of passports or other photo ID

• Copies of proof of address documents (eg bank statements or bills)

• Marital status

• Next of kin or emergency contact details

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

• Details of any criminal convictions (eg DBS checks)

• Security clearance details (eg basic checks and higher security clearance)

• Performance records (eg reviews, disciplinary records, complaints or disciplinary action)

• Training history and development needs

• Monitoring employees’ IT use

• CCTV footage or other recordings

We also collect or use the following special category information for staff recruitment, administration and management.

This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

• Genetic information

• Health information

• Sexual orientation information

Salaries and pensions

We collect or use the following personal information as part of managing salaries and pensions:

• Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)

• Time spent working (eg timesheets or clocking in and out)

• Expense, overtime or other payments claimed

• Leave (eg sick leave, holidays or special leave)

• Maternity, paternity, shared parental and adoption leave and pay

• Pension details

• Bank account details

• Payroll records

• Tax status

We also collect or use the following special category information for managing salaries and pensions. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

• Trade union membership

• Health information

We share anonymised pay and role data with Skills for Care (ASC-WDS). This is necessary for our legitimate interest in
accessing workforce development grants and benchmarking pay. The benefit of securing training funding outweighs any minimal privacy impact.

Our condition for processing this special category data is Article 9(2)(b) of the UK GDPR, as it is necessary for the purposes of carrying out our obligations in the field of employment and social protection law.

Specifically:

• Health information is used to manage Statutory Sick Pay (SSP) and mandatory absence reporting.
• Racial or ethnic origin is collected to meet mandatory diversity monitoring requirements for the Adult Social Care Workforce Data
  Set (ASC-WDS), which is a condition of our workforce development funding."

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

• Workforce metrics, including vacancy rates, turnover details, and pay benchmarks for national adult social care reporting."

We also collect or use the following special category information for managing staff health and wellbeing. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

• Health information

We collect and use staff health information to meet our duty of care and maintain a safe environment. We share aggregated absence data
with Skills for Care (ASC-WDS) and the Capacity Tracker. This is necessary for our legitimate interests in securing government training funding and contributing to national workforce stability monitoring.

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 set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details
  about where we get personal information from and who we share personal information with. There are some exemptions which means you may not
  receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the
  right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the
  right to restriction of processing. 
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the
  right to withdraw consent.

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 as part of staff recruitment, administration and management are:

• 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:

• We collect and use staff information to manage the employment relationship effectively and ensure our care service remains safe and compliant with
  CQC standards. This includes maintaining training records and workforce metrics. We share specific workforce data with Skills for Care (ASC-WDS)
  and the Capacity Tracker. This is necessary for our legitimate interests in accessing government training funding (e.g., LDSS) and supporting
  national workforce planning. These activities ensure our staff are highly trained and our business remains viable, which directly benefits our
  employees and the people we support. The impact on individuals is minimal as data is used for professional and administrative purposes within the
  regulated social care sector

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

• 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:

• We use payroll and salary data to ensure staff are paid accurately and to manage our business finances. Beyond standard payroll, we share
  anonymised pay and role data with Skills for Care (ASC-WDS). This is necessary for our legitimate interest in benchmarking our pay rates
  against the local market to remain a competitive employer and to qualify for workforce development grants. This processing allows us to reinvest
  in staff training and fair pay structures. We ensure data is protected through secure payroll systems, and the benefit of securing funding for
  staff development outweighs any minimal privacy risk.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

• 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:

• We collect and use staff health and wellbeing information to fulfill our duty of care and ensure a safe environment for both our team and the
  vulnerable people we support. Processing absence and health data is necessary to manage Statutory Sick Pay (SSP), identify workplace
  adjustment needs, and ensure business continuity. Furthermore, we share workforce metrics (including absence rates) with Skills for Care
  (ASC-WDS) and the Capacity Tracker. This is legitimate and necessary to: Access government training grants (such as the Learning and Development
  Support Scheme) which directly funds staff professional development; and Contribute to national workforce planning and statutory sector
  monitoring. The benefits—securing essential funding for staff training and ensuring the agency remains stable and compliant with CQC
  standards—outweigh the minimal privacy impact. Data is handled securely, and the sharing of absence trends is a standard requirement for accessing
  public funds in the adult social care sector.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

We collect your information from the following places:

• Directly from you

• Employment agency

• Schools, colleges, universities or other education organisations

• Referees (external or internal)

• Security clearance providers

• Pension administrators or government departments (eg HMRC and DWP)

• Public sources (eg LinkedIn or other websites)

How long we keep information

For more information about how long we keep your information, take a look at our retention schedule shown below:

We only keep your personal information for as long as is
legally necessary. For our staff, we retain personnel and training
records for six years after you leave the company to comply with
employment laws and to support audits of government training grants. Payroll
and tax records are also kept for six years to meet
HMRC requirements. Unsuccessful job applications are destroyed
after six months, and Service User records are
kept for eight years in line with national care standards.
Once these periods end, your data is securely deleted or shredded.

Who we share information with

In some circumstances, we may share information with the following organisations:

• Training suppliers

• HMRC

• Employee benefit schemes

• Health and benefit suppliers

• Department of Health and Social Care (Capacity Tracker) and the CQC.

We share your personal information with:

• Skills for Care (ASC-WDS): To manage the Learning and Development Support Scheme (LDSS) funding.
• DHSC (Capacity Tracker): For statutory national capacity and workforce monitoring.
• The Care Quality Commission (CQC): For regulatory inspections and monitoring.
• HMRC: For tax and National Insurance purposes.
• Pension Providers: For statutory auto-enrolment.

Where we process special category data (such as health or ethnicity), we do so under Article 9(2)(b) of the UK GDPR: ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment’.

Data processors

We use the following data processors for the following reasons:

Skills for Care (ASC-WDS), Social Care Sector, UK.

This data processor does the following activities for us: They process workforce data to manage the Learning and Development Support
Scheme (LDSS) and provide national workforce analytics.

Department of Health and Social Care (Capacity Tracker), Public Sector, UK.

This data processor does the following activities for us: They process staffing and operational data for mandatory national capacity
monitoring and sector stability reporting.

Payroll and Training Software Providers, Care Education Sector, UK.

This data processor does the following activities for us: They process staff personal and financial data to manage salaries, tax
compliance, and to deliver/record mandatory training.

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 found 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