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Privacy Policy

A legal disclaimer

1. Who We Are

OCWJ Care Group Limited ("we", "us", "our") provides CQC-regulated domiciliary care and support services.

We are responsible for ensuring that personal information is used lawfully, fairly and securely. We are registered with the Information Commissioner's Office (ICO) and comply with UK data protection legislation.

2. What This Notice Covers

This Privacy Notice explains:

  • What information we collect

  • Why we collect it

  • How we use it

  • Who we share it with

  • How we protect it

  • How long we keep it

  • Your rights

  • How digital systems and Artificial Intelligence (AI) are used

This notice applies to:

  • People receiving care

  • Family members and representatives

  • Staff and job applicants

  • Volunteers

  • Professionals working with us

  • Individuals contacting OCWJ Care Group Limited

3. Information We Collect

About People Receiving Care

We may collect:

  • Name, address and date of birth

  • Contact information

  • Next of kin details

  • Medical information and care needs

  • Care plans and risk assessments

  • Daily records and communication notes

  • Medication information

  • Financial information required for invoicing

  • Safeguarding information

  • Mental capacity assessments

  • Consent records

About Staff

We may collect:

  • Contact information

  • Employment history and references

  • Right to work documents

  • DBS information

  • Training and competency records

  • Performance and supervision records

  • Payroll and pension information

Website and Enquiries

We may collect:

  • Information provided by email, telephone or website enquiries.

We only collect information necessary for legitimate purposes.

4. Why We Collect Information

Information is collected to:

For People Receiving Care

  • Deliver safe and effective care

  • Develop person-centred care plans

  • Maintain accurate records

  • Coordinate visits

  • Meet safeguarding responsibilities

  • Communicate with professionals and families

  • Meet legal and regulatory requirements

  • Support quality assurance and governance

For Staff

  • Assess suitability for employment

  • Meet safe recruitment requirements

  • Manage employment and training

  • Meet legal obligations

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For Governance and Quality Improvement

Digital systems are used to support:

  • Care planning

  • Governance

  • Auditing

  • Service improvement

  • Communication

  • Regulatory compliance

Artificial Intelligence (AI) may be used to support:

  • Policy development

  • Audit tools

  • Training resources

  • Research

  • Service improvement

  • Administrative tasks

AI supports people and processes but does not replace professional judgement, person-centred care or human-recorded care records.

5. Lawful Bases for Processing Information

We process information under:

  • Contract

  • Legal obligation

  • Legitimate interests

  • Vital interests

  • Public task

  • Consent where appropriate

Consent is not relied upon where another lawful basis exists.

6. Who Information May Be Shared With

Information may be shared where necessary with:

  • GPs, nurses and hospitals

  • Social workers and local authorities

  • Safeguarding teams

  • Emergency services

  • Family members and representatives (where appropriate)

  • Payroll and HR providers

  • DBS and vetting services

  • Secure IT and software providers

  • Training providers

  • Professional advisers

Information may also be accessed by authorised regulatory bodies including:

  • Care Quality Commission (CQC)

  • Local Authorities

  • Commissioners

Where required during inspections, authorised regulatory bodies may access records remotely or in person.

Information will only be shared lawfully and proportionately.

We never sell personal information.

7. Digital Systems and Remote Access

OCWJ Care Group Limited uses secure digital systems to support safe care and effective governance.

Security measures include:

  • Password protection

  • Restricted access permissions

  • Audit trails

  • Secure servers

  • Encrypted systems

  • Back-up arrangements

  • Removal of access when staff leave

Remote access may be provided to authorised regulatory bodies for inspection purposes.

Remote access:

  • Is monitored

  • Is restricted to authorised individuals

  • Operates in accordance with UK GDPR

  • Supports transparency and regulatory compliance

People receiving care will be informed that electronic records are maintained and may be reviewed by authorised regulators.

​

8. Artificial Intelligence (AI)

OCWJ Care Group Limited recognises that AI technologies may support administration, governance and learning.

Artificial Intelligence may assist with:

  • Policy development

  • Training materials

  • Audits

  • Service improvement

  • Administrative documents

Artificial Intelligence must not:

  • Replace professional judgement

  • Make care decisions

  • Complete daily records automatically

  • Replace safeguarding decisions

  • Replace clinical advice

  • Generate fictional records

Care records remain the responsibility of trained staff with direct knowledge of the care delivered.

No identifiable information should be entered into publicly available AI systems.

Human oversight and accountability remain central to all decisions.

9. How We Protect Information

We take security seriously.

Information is stored:

  • In secure electronic systems

  • In password protected files

  • In locked cabinets where paper records exist

  • With access restricted to authorised individuals

Staff receive training in:

  • Confidentiality

  • Data protection

  • Information governance

  • Cyber security

Any data breaches will be investigated promptly.

​

10. Retention of Records

Records are retained in accordance with legal and regulatory requirements.

Examples include:

People Receiving Care

Care records:
Up to eight years.

Staff

Personnel records:
Six years after employment ends.

Financial Records

Six years.

Information is securely destroyed when retention periods expire.

11. Your Rights

Individuals have the right to:

  • Access information held about them

  • Correct inaccurate information

  • Request restriction of processing

  • Object to processing

  • Request data portability

  • Withdraw consent where consent applies

  • Complain about how information is used

Requests will normally be responded to within one calendar month.

​

Contact:

Email: admin@ocwjcaregroup.co.uk

Telephone: 01843 663788

​

12. Complaints

If you are dissatisfied with how we handle information, please contact us.

You also have the right to contact:

Information Commissioner's Office

Website:
www.ico.org.uk

Telephone:
0303 123 1113

 

3. Changes to this Privacy Notice

This Privacy Notice is reviewed regularly and updated following:

  • Changes in legislation

  • Changes in digital systems

  • Inspection findings

  • Service developments

  • Learning identified

The latest version is available on request.

Organisational Position Statement

OCWJ Care Group Limited embraces digital systems and emerging technologies to support safe, effective and well-led services.

Artificial Intelligence is used to support people, processes and quality improvement, but professional judgement, human compassion and accurate contemporaneous records remain at the heart of person-centred care.

Human accountability can never be delegated to technology.

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