Bon Accord Care uses many different types of personal information to deliver our services. Wherever we are processing your personal data you have rights.
Bon Accord Care and Bon Accord Support Services are the “Data Controller” of the personal information that you provide to us, unless otherwise stated, and is registered with the Information Commissioner’s Office (Ref ZA013251 and ZA013304).
As data controllers, Bon Accord Care and Bon Accord Support Services are legally required to comply with all aspects of Data Protection Legislation. Confidentiality of individuals personal information is our priority and we fully support our staff to comply with data protection rules. When we do not have a clear legal basis to share information our workforce will not do so.
How do I know what Bon Accord Care is doing with my information?
We will tell you why we need to collect your information and what we are going to use it for. We will also tell you about the purpose for processing your personal information, how long we will need to keep it for and who it will be shared with. This information will be in what we will call a privacy notice.
If you give the information to us directly, for example, over the phone or by filling in a form, we will tell you then what will happen with your information.
If we get information about you from someone else, we will tell you what will happen with your information the first time we get in touch with you after receiving the information, or within one month of receiving the information.
We will try our best to make this information easy to understand, using clear and plain English and will make sure you can find it when you need it. We will review the information in our privacy notices regularly and where necessary update it.
We have many of our privacy notices available on our website (link). If you have any questions about why use and how we manage your information you can ask a member of our staff and they will talk you through it.
Can I get a copy of my information?
You can ask us to confirm that we are processing your information and you can request to see the information we have about you. This is sometimes called a Subject Access Request.
Sometimes we might need to verify who you are before we process your request. This is because we want to make sure we don’t give your information to anyone who is not authorised to have it. We might also have to ask you to give us more details in relation to the information you would like to access.
Accessing a copy of the information we hold about you will normally be free of charge and will provided to you within one month (30 days). If we can’t provide you the information within one month we will let you know and explain the reason why. It might be because the request is complex, so it will take us a bit longer to respond. In these cases we can extend the time period but only to a maximum of 3 months in total.
There are some circumstances set out in law where we may not be able to give you all the information we hold about you. If these circumstances apply, we will give you as much information as we can. Some examples of these circumstances are:
To make a request please contact BACInfo@bonaccordcare.org or write to:
Quality & Compliance Manager
Bon Accord Care
1st Floor, Inspire Building
Aberdeen AB24 5HP
Can I change my information if I think it is inaccurate?
It’s important to us that the information we hold about you is correct and up to date. If we hold information about you that is incorrect or incomplete, you can ask us to correct it. We will do our best to fix it for you within one month. If it’s going to take us longer to correct it we will let you know within the first month, because if it’s a complicated case we can extend the period by 2 months.
If we have shared this information with anyone else, we will tell them to correct it too, and if you ask us who they are we will tell you. If we regularly share your information with anyone else this will be in the privacy notice we give you.
In some circumstances we might not be able to correct the information. This might be because we want to keep a record of the original information we received as well as the correction request as a supplementary statement. If this is the case will explain to you the reason why we unable to fulfil your request.
Can I get my information deleted?
In some circumstances you can ask us to delete or remove information we hold about you. This right is sometimes referred to as the “right to be forgotten”. This is a qualified right, which means it only applies in certain circumstances:
Bon Accord Care keeps different types of information for different lengths of time. Sometimes there are specific laws which say how long we must keep information, and sometimes how long we keep information is based on business reasons. Bon Accord Care needs to make sure that we comply with any legal requirements, but we also need to make sure that we keep our information for the right amount of time to evidence the decisions we take and the processes we follow where there is no specific relevant law. Bon Accord Care has a Retention and Disposal Schedule which sets out how long we keep key records, and we will always tell you how long we keep your information in the privacy notice we give you. This means that in some cases we won’t be able to delete or remove your information. In such cases there will be a good reason why we can’t, and we will explain this to you.
We will respond to your request within one month unless your request is complex, and we need more time. In this case we can extend the time period by 2 months. If we are not going to comply with your request we will tell you within the first month and explain why.
I want Bon Accord Care to stop using my information. What can I do?
This right is a qualified right which means it doesn’t always apply. You can tell us if you disagree with how we are processing your information about you if:
If we are processing your information in any of these ways we will tell you in the privacy notice that we give you when we collect your information from.
If you choose to exercise your right to object, we will stop processing your information unless we are able to:
This may mean that Bon Accord Care won’t be able to be able stop processing your information, even if you make a request. This is because Bon Accord Care is subject to many laws which affect what the activities we must do, how we must do them, and how we can evidence the decisions we have made and the things we have done.
Again, we have one month to respond to your request which can be extended by 2 months if it is a complex request. If we decide we can’t comply with your request, we will let you know within the first month and explain our reasons why.
I don’t want Bon Accord Care to use my information for automated decision making and profiling. What can I do?
Automated decision-making is when a computer or programme solely makes an important decision about you without a human being involved in the process of making that decision.
We will always tell you if Bon Accord Care is using automated decision making or profiling to make decisions about you in our privacy notice.
Your right not to be subject to a decision does not apply to all automated decisions. You would not be able to exercise this right when it’s necessary for entering into or for the performance of a contract between you and Bon Accord Care, and if it’s been authorised by law.
To exercise your legal rights about the way Bon Accord Care handles and uses your information or to make a complaint, please contact the Quality & Compliance Manager by email on BACInfo@bonaccordcare.org or write to:
Data Protection Officer
Bon Accord Care
1st Floor, Inspire Building
Your right to complain to the Information Commissioner’s Office
You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your information lawfully. For more information please visit ico.org.uk
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