Data Protection Policy

Data Protection and Privacy Policy

Last Updated: December 2026

Introduction

Woodrock Care is committed to protecting the privacy and security of your personal information. This policy describes how we collect, use, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Woodrock Care is a home care provider registered with the Care Quality Commission (CQC).

Data Controller: Woodrock Care
Address: Suite M26, Unimix House Abbey Road, London NW10 7TR
Email: info@woodrockcare.co.uk
Phone: +447498921975

What Information We Collect

We collect and process the following types of personal data:

Client Information

• Name, date of birth, and contact details
• NHS number and GP details
• Health and medical information
• Care needs and preferences
• Financial information for invoicing
• Next of kin and emergency contact details

Staff Information

• Name, address, and contact details
• National Insurance number
• Right to work documentation
• DBS check information
• Employment history and references
• Qualifications and training records

How We Use Your Information

We use your personal data for the following purposes:

• To provide care and support services
• To develop and review care plans
• To communicate with you and your representatives
• To process payments and maintain financial records
• To comply with legal and regulatory requirements
• To safeguard vulnerable adults
• To manage our staff and operations
• To improve our services

Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: To fulfill our contract to provide care services
• Legal Obligation: To comply with CQC regulations and safeguarding duties
• Vital Interests: To protect life and wellbeing in emergency situations
• Legitimate Interests: To manage our business effectively
• Consent: Where we have your explicit consent for specific purposes

Who We Share Information With

We may share your information with:

• Healthcare professionals involved in your care
• Local authorities for safeguarding and commissioning purposes
• The Care Quality Commission (CQC)
• Emergency services when necessary
• Legal and professional advisors
• Insurance providers

We will only share your information when necessary and ensure appropriate safeguards are in place.

How We Protect Your Information

We implement appropriate technical and organizational measures to protect your personal data:

• Secure IT systems with password protection and encryption
• Locked filing cabinets for paper records
• Staff training on data protection
• Confidentiality agreements with staff
• Regular security reviews and updates
• Access controls limiting who can view information

How Long We Keep Information

We retain personal data for as long as necessary:

• Client care records: 7 years after last contact
• Safeguarding records: 25 years or indefinitely if serious harm
• Staff records: 6 years after employment ends
• Financial records: 6 years for tax purposes

Your Rights

Under UK GDPR, you have the following rights:

• Right to be informed: About how we use your data
• Right of access: To request a copy of your personal data
• Right to rectification: To correct inaccurate information
• Right to erasure: To request deletion of your data (in certain circumstances)
• Right to restrict processing: To limit how we use your data
• Right to data portability: To receive your data in a usable format
• Right to object: To object to certain types of processing
• Rights related to automated decision making: We do not use automated decision making

Making a Request

To exercise any of your rights, please contact us:

Email: info@woodrockcare.co.uk

Phone: +44 7999 870 190

We will respond to your request within one month.

Complaints

If you are unhappy with how we have handled your personal data, you have the right to complain to:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113

Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website with the date of last update clearly shown.