KJD Care
Privacy Policy
KJD CARE LIMITED
Company Registration Number: [11297483]
Registered Office: [97 WHITEHORSE LANE, LONDON, SE25 6RA]
Effective Date: [05th January 2026]
Last Updated: [04th January 2029]
1. Who We Are
KJD CARE LIMITED ("we", "our", "us") is a UK-registered care provider delivering regulated care services in compliance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Health and Social Care Act 2008
- Care Quality Commission (CQC) Fundamental Standards
We are registered with Companies House in England and Wales. If registered with the Care Quality Commission (CQC), we operate in accordance with all CQC data handling and safeguarding requirements.
2. Our Commitment to Privacy
As a care provider, we handle sensitive personal and health information. We are committed to:
- Lawful, fair, and transparent processing
- Data minimisation
- Accuracy
- Secure storage
- Accountability
- Confidentiality
We are registered with Companies House in England and Wales. If registered with the Care Quality Commission (CQC), we operate in accordance with all CQC data handling and safeguarding requirements.
SECTION A – SERVICE USERS & FAMILIES
3. Information We Collect
A. Personal Information
- Full name
- Date of birth
- Address
- Phone number
- Email address
- Emergency contacts
- NHS number (where required)
We are registered with Companies House in England and Wales. If registered with the Care Quality Commission (CQC), we operate in accordance with all CQC data handling and safeguarding requirements.
B. Special Category Data (Health Information)
- Medical history
- Care plans
- Medication records
- Risk assessments
- GP and healthcare professional details
- Mental health information
- Safeguarding records
- Incident reports
C. Financial Information (If Applicable)
- Funding information
- Direct payments information
- Invoices and payment records
4. Lawful Basis for Processing
We process data under the following UK GDPR lawful bases:
- Article 6(1)(b) – Contractual necessity
- Article 6(1)(c) – Legal obligation
- Article 6(1)(d) – Vital interests
- Article 6(1)(f) – Legitimate interests
- Article 9(2)(h) – Health & social care provision
5. How We Use Service User Data
We use personal data to:
- Deliver safe and effective care
- Develop care and support plans
- Communicate with families and representatives
- Coordinate with healthcare professionals
- Maintain care records
- Meet safeguarding requirements
- Comply with CQC and local authority regulations
- Respond to emergencies
- Process payments
SECTION B – SAFEGUARDING DATA STATEMENT
Safeguarding information is processed under legal and vital interest grounds.
We may share safeguarding concerns with:
- Local safeguarding authorities
- Social services
- Police
- Care Quality Commission (CQC)
- NHS professionals
Safeguarding records are securely stored and accessed only by authorised personnel.
SECTION C – CCTV POLICY (If Applicable)
Where CCTV is in operation:
- Cameras are used for safety, security, and safeguarding purposes only
- Signage clearly informs individuals of CCTV use
- Footage is stored securely
- Access is restricted to authorised personnel
- Footage is retained for a limited period (typically 30–90 days unless required for investigation)
CCTV is not used to monitor private care activities unless required for safeguarding purposes.
SECTION D – STAFF & RECRUITMENT PRIVACY NOTICE
6. Applicant Information
We collect:
- CV with 10 years employment history
- References
- Right-to-work documents
- DBS checks
- Interview notes
- Qualification records
Lawful basis:
- Contractual necessity
- Legal obligation
- Legitimate interests
Unsuccessful applicant data is retained for up to 6 months unless consent is given to retain longer.
7. Employee Information
We collect and process:
- Employment contracts
- Payroll details
- Bank details
- National Insurance number
- DBS records
- Training and supervision records
- Disciplinary records
- Health and occupational health information
Employee data is retained in accordance with HMRC, employment law, and care sector retention requirements (typically 6 years after employment ends).
SECTION E – WEBSITE PRIVACY & COOKIES
8. Website Data Collection
When you visit our website, we may collect:
- IP address
- Browser type
- Pages visited
- Cookies
We use cookies to:
- Improve user experience
- Analyse traffic
- Enhance website performance
Users can disable cookies through browser settings.
SECTION F – DATA SHARING
9. Who We Share Data With
We may share personal information with:
- General Practitioners (GPs)
- NHS services
- Local Authorities
- Social Workers
- Care Quality Commission (CQC)
- Payroll providers
- HMRC
- IT and secure cloud providers
- Insurance providers
We never sell personal data. All third parties are required to maintain appropriate data protection standards.
SECTION G – DATA SECURITY
10. How We Protect Your Information
We implement:
- Password-protected systems
- Encrypted digital records
- Secure care management software
- Access controls (role-based access)
- Locked filing cabinets for paper records
- Staff confidentiality agreements
- Regular staff GDPR training
Data breaches are reported in accordance with ICO requirements.
SECTION H – DATA RETENTION
We retain records in line with:
- CQC guidance
- NHS Records Management Code of Practice
- Employment law
- HMRC requirements
Typical retention periods:
- Care records: Minimum 8 years (or longer if legally required)
- Safeguarding records: In accordance with local authority requirements
- Staff employment records: 6 years after employment ends
SECTION I – YOUR RIGHTS
Under UK GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate information
- Request erasure (where legally permissible)
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent
Requests should be made in writing to the contact below. We respond within one month.
SECTION K – COMPLAINTS
If you are not satisfied with how your data is handled, you may contact:
Information Commissioner’s Office (ICO) : Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://ico.org.uk
Telephone: 0303 123 1113
SECTION L – POLICY REVIEW
This Privacy Policy is reviewed annually or sooner if required by:
- Changes in legislation
- CQC updates
- Operational changes