Privacy Policy

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OnCliniCall Ltd ("We") are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from our Clinicians, Clients, Employees, and Service Users, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

1. Definitions.

Data controller – A controller determines the purposes and means of processing personal data.

Data processor – A processor is responsible for processing personal data on behalf of a controller.

Data subject – Is you the person that the data is about.

Categories of data – Personal data and special categories of personal data.

Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example, name, date of birth, home address, telephone numbers or private email address.

Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs. OnCliniCall use with clinician consent historical and current health data and serology information to apply for Fitness to Work Certificates for each Clinician.

Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data. OnCliniCall do not share personal data without consent. Third parties include our Occupational Health Partners, which is necessary to obtain Fitness to Work Certificates. Clients necessary to confirm compliance criteria are satisfied, audit and work seeking purposes, and payroll services necessary to process payroll. Government Bodies such as HMRC necessary to satisfy legal obligations. Other relevant third parties include Referrals to professional Bodies, safeguarding and validation.

2. Who are we?

OnCliniCall is the data controller. This means we decide how your personal data is processed and for what purposes.

Our contact details are:

OnCliniCall Limited,

1 Vestry Court,

Vestry Road,

Street,

Somerset,

BA16 0HY

For all data matters contact Patsy Chesney, our Data Protection Officer on 07513 063576

3. The purpose(s) of processing your personal data.

We use your personal data for the following purposes:

For securing work placements for our Clinicians.

For delivering safe care services through the use of the provision of temporary staffing cover for our Clients.

4. The categories of personal data concerned.

With reference to the categories of personal data described in the definitions section, we process the following categories of your data: 

· Personal data – this includes but is not limited to:

Name, address, telephone number, e-mail address, date of birth, Next of Kin, Eligibility to work in the UK, marriage certificates, change of name documents, deed poll, proof of address, Payroll data including bank details, professional registrations and insurances, training and references.

· Special categories of data medical – Questionnaires pertinent to satisfying the requirements of immunity necessary to work within clinical environments and night worker declarations.

· Special categories of data Enhanced DBS – Checks necessary for working with vulnerable adults and children.

· Equal Opportunity data – Is included in our Application Form which you have the option to complete or decline.

We have obtained your personal data from you in order to ensure that any work we offer you is appropriate to your skills and experience. We are required to retain your data and to allow our Clients to audit that data, and for any potential litigation.

5. What is our legal basis for processing your personal data?

a) Personal data (article 6 of GDPR)

Our lawful basis for processing your general personal data:

Consent of the data subject.

Signed Consent on the Application Form.

Processing necessary to protect the vital interests of a data subject or another person.

OnCliniCall share information with Clients to ensure that care can be delivered safely to Vulnerable Adults and Children.

b) Special categories of personal data (article 9 of GDPR)

Our lawful basis for processing your special categories of data:

Explicit consent of the data subject.

We ask you for your consent on our application form and our health forms.

Processing necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes.

We are required to retain your data for audit and compliance requirements in delivering care services to vulnerable adults and children, to which you have access, and for any potential litigation.

More information on lawful processing can be found on the ICO website.

6. Sharing your personal data.

Your personal data will be treated as strictly confidential, we only share the necessary compliance data of name, job title, photograph, address, date of birth, contact details, next of kin, and eligibility to work in the UK, CV or work history, professional registration PIN numbers, NI insurance numbers, training dates and references, fitness to work certificate and vaccination dates. We also complete a declaration confirming how we pay you in order to satisfy our obligations under the Finance Act.

We also share personal data with our payroll services in order to pay you and HMRC and Pension providers in line with statutory obligations.

We share special category data with our Occupational Health Providers, we do this with your consent following you completing our health questionnaires and forms. This is important to ensure all staff are protected when working in care environments and that their immunity will ensure that infectious diseases will be contained and not spread unnecessarily to yourself, your families and the general public.

7. How long do we keep your personal data?

We keep your personal data whilst you are engaged with us and following we keep financial data in line with our statutory obligations and in case of any litigation.

8. Providing us with your personal data.

We require your personal data to establish who you are, what your sill base is and what experience you have in delivering safe care services to vulnerable adults and children, 

It also enables us to be certain that we are fulfilling our legal and statutory obligations in the day to day operations of our business, for example illegal working etc.

9. Your rights and your personal data.

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

· The right to request a copy of the personal data which we hold about you.

· The right to request that we correct any personal data if it is found to be inaccurate or out of date.

· The right to request your personal data is erased where it is no longer necessary to retain such data.

· The right to withdraw your consent to the processing at any time, where consent has been the lawful basis for processing the data.

· The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means).

· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.

· The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).

10. Transfer of Data Abroad.

We do not transfer personal data outside the EEA.

11. Automated Decision Making.

WE DO NOT OPERATE ANY AUTOMATED DECISION MAKING.

12. Further processing.

Should we need to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

13. Changes to our privacy policy.

We will review our Privacy policy annually, where there are any legislative changes then our policy will be reviewed and updated accordingly. You can always have access to this policy and this policy is included in induction.

14. How to make a complaint.

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer - Patsy Chesney on 07513 063576

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.