We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
Hartford Care is the trading name for the following companies: Hartford Care Ltd, Hartford Care (Southern) Ltd, Hartford Care (South West) Ltd, Hartford Care (2) Ltd, Hartford Care (4) Ltd, Hartford Care (5) Ltd, Hartford Care (9) Ltd, Burnham Lodge Ltd, Scio Healthcare Ltd, HW Group Ltd, Crispin Homes Ltd, Belford Care Ltd and Ashley Grange Nursing Home Ltd. We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the UK General Data Protection Regulation and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
The personal information we collect and use
Information collected by us
In the course of providing residential and nursing care for our residents, we collect the following categories of personal information when you provide it to us:
Information collected from other sources
We also obtain personal information from third party sources as follows:
How we use your personal information
We use your personal information for the following purposes and activities:
Who we share your personal information with
We may share your personal data with the following people and organisations:
If we wish to use your personal data for another purpose, we will provide an updated privacy notice first. Where necessary, we will seek your consent before using your data for this new purpose.
How long your personal information will be kept
We will hold your personal data for no longer than is necessary under applicable UK law. We will hold financial information relating to the invoicing for our care services for a period of 7 years, while other personal information will be held for a period of 8 years after we have ceased to provide our care services to you. Personal data is deleted or securely destroyed at the end of its retention period.
Reasons we can collect and use your personal information
The law on data protection allows us to process your data for certain reasons only. The information below categorises the types of data processing we undertake and the lawful basis we rely on.
|Type of activity||Lawful basis|
|Creation of pre-admission questionnaire and completion of an Admission Agreement||Performance of the contract|
|Creating and updating care plan||Performance of the contract|
|Reporting to safeguarding authorities||Legal obligation|
|Undertaking a needs assessment or financial assessment with local authority||Legitimate interest|
|Invoicing and collection of fees||Performance of contract|
Transfer of your information out of the EEA
Your information will only be shared within the UK or the EEA wherever possible. If information is shared to third parties operating outside the EEA, we will ensure that either suitable regulations and/or contracts are in place to give you the same rights and protections as would be experienced within the EEA.
Under General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:
For further information on each of those rights, including the circumstances in which they apply, see A guide to individual rights | ICO.
If you would like to exercise any of those rights, please:
Compliance with the national data opt-out
The Department of Health and Social Care’s national data opt-out policy enables people to opt out from their health and care data being used for research or planning purposes. We only use your health/ care records for your individual care and not for research and planning. Consequently, you do not need to decide whether to opt out as your data is not being used for these purposes anyway.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information. The General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner who are the supervisory authority in the UK and who may be contacted at Make a complaint | ICO or telephone: 0303 123 1113.
Changes to this privacy notice
This privacy notice was published on 18 May 2018 and last updated on 28 October 2023. We reserve the right to change this privacy notice from time to time by updating this page. Please check our website from time to time to see the current privacy notices.
How to contact us
If you have any questions about this privacy notice or the information we hold about you, please write to us at 2nd Floor, Clifton House, Bunnian Place, Basingstoke RG21 7JE addressing all correspondence to the Chief Financial Officer, the designated person responsible for data protection matters.