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Privacy Policy

1. Introduction

Aldanat Care is committed to protecting the privacy and security of personal data. We act as both a data controller and data processor and are responsible for ensuring that personal information is handled in a safe, fair, and lawful manner.

We are committed to transparency about how we collect and use personal data and to meeting our obligations under applicable data protection laws.

2. Scope

This policy applies to:

  • Employees (including bank, agency, and temporary staff)

  • Volunteers, students, and trainees

  • Contractors and consultants

  • Job applicants

  • Service users and their representatives


3. What Data We Collect

We may collect and process the following types of personal data:

3.1 Personal Information


  • Name, address, email, and telephone number

  • Date of birth and identification documents

  • Employment history, qualifications, and skills

  • Next of kin and emergency contact details

  • Financial information (e.g. bank details for payroll)


3.2 Recruitment Information


  • CVs, application forms, and interview notes

  • Right to work documentation

  • References from previous employers

  • Salary and benefit information


3.3 Special Category Data

Where necessary and with appropriate safeguards, we may process:

  • Health or disability information

  • Ethnic origin, religion, or sexual orientation (for equality monitoring)


4. How We Collect Data

We collect personal data in several ways, including:

  • Directly from individuals (forms, emails, phone calls)

  • During recruitment processes

  • Through employment records and HR systems

  • From third parties (e.g. recruitment agencies, referees, background checks)


5. How We Use Personal Data

We use personal data for the following purposes:

  • Managing recruitment and employment

  • Providing care and support services

  • Maintaining accurate records

  • Payroll, pensions, and legal compliance

  • Improving services and performance monitoring

  • Preventing fraud and ensuring security

  • Responding to legal obligations


6. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

  • Contractual necessity – to fulfil employment or service agreements

  • Legal obligation – to comply with UK laws and regulations

  • Legitimate interests – for business operations and service improvement

  • Consent – where required, particularly for special category data


7. Sharing Personal Data

We do not routinely share personal data with third parties. However, we may share data where necessary with:

  • Government bodies (e.g. HMRC)

  • Regulatory authorities

  • Law enforcement agencies

  • Recruitment and background check providers

  • Internal staff where access is required for their role


All data sharing is carried out securely and lawfully.

8. International Data Transfers

We do not normally transfer personal data outside the UK or European Economic Area (EEA).
If this becomes necessary, we will ensure appropriate safeguards are in place.

9. Data Security

We take data security seriously and have measures in place to protect personal information, including:

  • Secure IT systems and restricted access

  • Staff training on data protection

  • Policies to prevent loss, misuse, or unauthorised access


10. Data Retention

We only retain personal data for as long as necessary:

Job applicants:

  • 6 months after recruitment decision

  • Up to 12 months with consent for future roles

Employees:

  • 6 years after employment ends

Service users:

  • 20 years, or 8 years after death


Data is securely deleted or destroyed once no longer required.


11. Confidential Reporting and Whistleblowing:

Aldanat Care Services Ltd provides a confidential reporting mechanism to allow individuals to raise concerns about wrongdoing, safeguarding issues, or misconduct.

What Information We Collect

When you submit a confidential report, we may collect:

  • Your name and contact details (if provided)

  • Details of the concern or incident

  • Information about individuals involved

  • Supporting evidence or documentation


You may choose to submit a report anonymously where the form allows.

12. Your Rights

Under UK data protection law, individuals have the right to:

  • Access their personal data

  • Request correction of inaccurate data

  • Request deletion of data (where applicable)

  • Restrict or object to processing

  • Withdraw consent at any time

  • Request data portability

  • Lodge a complaint with the Information Commissioner’s Office (ICO)


13. Accessing Your Data

You can request a copy of the personal data we hold about you by contacting us.

  • The first copy is free

  • Additional copies may incur a small fee


14. Complaints

If you have concerns about how we handle your data, please contact us first.

You also have the right to complain to the:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk

15. Data Protection Responsibility

Although not legally required to appoint a formal Data Protection Officer, Aldanat Care has a designated person responsible for data protection and privacy matters.

16. Related Policies

This policy should be read alongside:

  • Data Protection Policy

  • Safeguarding Policy

  • Whistleblowing Policy


17. Legal Framework

This policy is based on the following legislation:

  • UK Data Protection Act 2018

  • UK GDPR

  • Freedom of Information Act 2000

  • Protection of Freedoms Act 2012


18. Updates to This Policy

We may update this policy from time to time. The latest version will always be available on our website.

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