Privacy Notice
Thank you for visiting one of the Wellburn Care Homes Limited Websites. Wellburn Care Homes Limited are a leading provider of nursing and residential care homes across the North East of England.
At Wellburn we take your privacy extremely seriously and this Privacy Notice explains the what, how, and why of the data that we collect when you visit one of our Websites. It also explains the specific ways that we use and disclose that information.
The Data Protection Act (DPA), Privacy and Electronic Communications Regulations (PECR) and the General Data Protection Regulations (GDPR) seek to protect and enhance the rights of individuals. These rights cover the safeguarding of Personal Data, and protection against the unlawful processing of Personal Data. GDPR does not apply to information already in the public domain.
Definitions
These definitions should help you to understand this policy. When we say “we”, “us”, “our”, “organisation”and “Wellburn” we are referring to Wellburn Care Homes Limited. When we say “you” or “Data Subject” we are referring to a living natural person who visits our Website. “Personal Data” means any data that identifies or can be used to identify you or any person, directly or indirectly and that is not already in the public domain.
When we say “Website” we are referring to our Website https://www.wellburncare.co.uk . This Privacy Notice applies to this specific Website.
Personal Data – what data do we collect?
Data you voluntarily provide to us:
When you submit information using the forms on the Website, send us an email, engage with us on social media or by telephone, or communicate with us in any way you are voluntarily giving us information. This data will only be used for the purpose of answering your query or recording feedback submitted. We will not hold this data thereafter unless you expressly consent for us to do so.
We may collect Personal Data and special categories of Personal Data (e.g. information that relates to an individual’s health) via our Websites, e-mail or telephone enquiry that are in relation to a prospective resident, which will be used to best advice on availability and suitability of our accommodation, and services for that individual. If you are making an enquiry on behalf of a relative, please ensure that you have sought their permission to provide their details.
Data that we collect automatically:
When you use the Website we may collect data about your visit.
This data may include, but not limited to:
Your IP address, your operating system, your browser ID, browser activity and other information about you interact with the site. We collect this information through Google Analytics and Squarespace Analytics for anonymous reporting as well as through the use of cookies. Our use of cookies is discussed further below.
Disclosure of Personal Data
We will not share Personal Data collected through our Website with unrelated third parties, except as provided in this Privacy Policy. We may share Personal Data with companies that we contract with to perform services for us, such as assisting us with our mailing campaigns, analytics and other data processing, where they need your Personal Data to perform the service for us. These companies are not authorised to keep or use your Personal Data for any other purpose.
Cookies
Similar to other commercial websites, our Website uses a technology called "cookies" and web server logs to collect information about how our Website is used.
Cookies are small text files that are stored by web browsers on your computer or mobile phone. When you visit a website, that site's server asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies. These files often include an anonymous unique identifier.
Cookies and web server logs allow websites to store things like user preferences, time and date of visits and pages views to analyse web traffic.
How we use Cookies:
Wellburn Care Homes Ltd use “analytical” cookies which, in conjunction with our web server's log files, to allow us to calculate the aggregate number of people visiting our Website and which parts of the Website are most popular. This helps us analyse data about web page traffic and allows us to improve our Website in order to tailor it to user’s needs. We only use this data for statistical purposes after which the data is removed.
On some of our web pages third parties may also set their own cookies (for example when you click social media sharing buttons or view embedded videos hosted on another website). Wellburn Care Homes Ltd cannot access the data stored in any such cookies (nor can such third parties access the Wellburn Care Home Ltd cookies).
By using our Website, you are deemed to consent to our use of the analytical cookies described above.
You can refuse to accept cookies by activating the setting in your browser, which allows you to refuse the setting of cookies. Please consult your browser provider support for instructions on how to do this. Please note that if you set your browser settings to block all cookies (including essential cookies) you may affect the performance of the Websites.
Security
We aim to ensure that your Personal Data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, technical and organisational measures to safeguard and secure the Personal Data that we collect.
Please keep in mind that, however, that no internet transmission is 100% secure. Some emails sent to us or from our Website may not be secure. Please consider this when sending information to us by email.
Legal basis for processing any Personal Data
To respond to marketing and general enquiries submitted.
Candidates
As part of any recruitment process, Wellburn Care (“the organisation”) collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
The organisation collects a range of information about you. This includes:
your name, address and contact details, including email address and telephone number;
details of your qualifications, skills, experience and employment history;
disclosure of criminal convictions;
whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
information about your entitlement to work in the UK.
The organisation may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms
The organisation may also collect personal data about you from third parties, such as references supplied by former employers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the organisation process personal data?
The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
The organisation may process special categories of data, such as information about ethnic origin, religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the organisation reserves the right to retain your personal data on file for a period of 12 months in order that we may contact you regarding any future employment opportunities for which you may be suited. The organisation will do this on the basis of legitimate interest in order that the most suitable candidate can be recruited for any vacancy.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for a period of 12 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further 6 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
Your rights
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require the organisation to change incorrect or incomplete data;
require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Data Protection Officer by e-mail at DPO@wellburncare.co.uk or by writing to the below address;
Data Protection Officer
Wellburn Care Homes Ltd,
Tyne View House,
9 Grange Rd,
Newcastle upon Tyne,
NE15 8ND
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Marketing
We may contact you via your preferred communication method with marketing information that you have opted to receive from us e.g. our monthly newsletter and/or the Wellburn Post magazine. If you have consented to receive such communication you can opt out at any time as set out below:
You have the right to stop us from contacting you for marketing purposes at any time. To opt out please either unsubscribe via the link provided in our e-mail communication or e-mail marketing@wellburncare.co.uk.
We use two third party providers, MailChimp and Squarespace, as our marketing automation platforms in order to deliver our e-newsletters. This will be made clear when opting-in to marketing. In order for us to be able to deliver your preferred marketing we need to securely transfer your information to MailChimp and Squarespace for processing in accordance with their Privacy Policy and Terms (MailChimp: Privacy Policy and Terms, Squarespace: Privacy Policy and Terms). Processing includes recording statistics around email opening and clicks to help us monitor and improve our e-newsletter.
Competitions
Wellburn competitions
All Wellburn competitions are open to residents of the United Kingdom. There is no entry fee and no purchase necessary to enter any of our competitions. By entering the competitions, an entrant is indicating his/her agreement to be bound by these terms and conditions. Closing date for entries will be stated individually across each competition entry point and may be subject to change. After the date stated, no further entries to the competition will be permitted. No responsibility can be accepted for entries not received for whatever reason. Wellburn Care Homes reserves the right to cancel or amend the competition and these terms and conditions without notice.
How long will we hold data for?
We will hold any Personal Data received via an enquiry for a period of 12 months in order that we can contact any individual should any future accommodation become available.
We will hold marketing Personal Data for a period of 6 years with periodic reviews every 3 years.
Your rights as a Data Subject
At any time where Wellburn Care Homes Ltd is in possession of or processing your Personal Data you have the following rights:
Access – you have the right to request a copy of some or all of the data we hold on you. We will respond to your request within one month of receipt of the request.
Rectification – you have the right to correct data that we hold that is inaccurate or incomplete.
To be Forgotten – you can ask for the data that we hold on you to be erased unless we have a legal responsibility to hold the data or it is for a public interest.
Restriction of processing – where certain conditions you have the right to restrict the processing.
Portability – you have the right to have the data that we hold on you to be transferred to another organisation.
Object – you have the right to object to certain types of processing for example if it is relation to direct marketing.
Object to automated processing – you have the right not to be subject to the legal effects of automated processing.
Should you wish to exercise any of the above rights including the right to be forgotten (i.e for your Personal Data to be deleted) please contact the Data Protection Officer;
E-mail – DPO@wellburncare.co.uk
In writing to – Data Protection Officer, Tyne View House, 9 Grange Road, Newburn, Newcastle upon Tyne NE15 8ND
Complaints
In the event that you wish to make a complaint about how your Personal Data is being processed by Wellburn Care Homes Ltd, you have the right to complain to the Data Protection Officer on;
E-mail – DPO@wellburncare.co.uk
In writing to – Data Protection Officer, Tyne View House, 9 Grange Road, Newburn, Newcastle upon Tyne, NE15 8ND
If you do not receive a response within 30 days you can complain to the ICO at:
Information Commissioner’s office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or telephone 0303 123 1113
Changes to this Privacy Notice
We regularly review and, where necessary, update our privacy information.
If we plan to use Personal Data for a new purpose, we will update our privacy information and communicate the changes to individuals before starting any new processing.
This privacy notice was last updated on 1 February 2020.