Privacy Policy

1. Introduction

TRF Healthcare Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

TRF Healthcare Ltd is the data controller for the purposes of data protection law. Our registered address is Unity 12, 9-19 Rose Road, Southampton, SO14 6TE.

2. Information We Collect

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

• Identity Data: Full name, date of birth, gender, and photographic identification.
• Contact Data: Address, email address, telephone numbers, and emergency contact details.
• Health Data: Medical history, care needs assessments, medication records, and health conditions relevant to the care we provide.
• Employment Data: CV, qualifications, DBS check results, references, training records, and right-to-work documentation (for staff and applicants).
• Financial Data: Bank details and payment information where relevant.
• Technical Data: IP address, browser type and version, time zone setting, and operating system when you visit our website.

3. How We Use Your Information

We use personal data for the following purposes:

• To provide, manage, and deliver health and social care services.
• To assess, plan, and review care needs.
• To recruit, employ, and manage our workforce.
• To comply with legal and regulatory obligations, including CQC requirements.
• To communicate with service users, their families, and healthcare professionals.
• To handle complaints and safeguarding concerns.
• To improve our services through feedback and quality monitoring.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent: Where you have given clear consent for us to process your data for a specific purpose.
• Contract: Where processing is necessary for the performance of a contract with you.
• Legal Obligation: Where we need to comply with a legal obligation.
• Vital Interests: Where processing is necessary to protect someone’s life.
• Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights.

5. Data Sharing

We may share your personal data with the following parties where necessary:

• Healthcare professionals, GPs, and hospitals involved in your care.
• Local authority social services departments.
• The Care Quality Commission (CQC) and other regulatory bodies.
• Our insurers and legal advisers.
• HMRC and other relevant authorities for employment purposes.

We will never sell your personal data to third parties. We do not transfer personal data outside the United Kingdom unless appropriate safeguards are in place.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Care records are typically retained for a minimum of 8 years following the last entry. Employment records are retained for 6 years after termination of employment.

7. Your Rights

Under data protection law, you have the right to:

• Access your personal data (Subject Access Request).
• Rectify inaccurate or incomplete personal data.
• Erase your personal data in certain circumstances.
• Restrict processing of your personal data.
• Object to processing of your personal data.
• Data portability — receive your data in a structured, commonly used format.
• Withdraw consent at any time where we rely on consent to process your data.

To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

8. Data Security

We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Access to personal data is restricted to authorised personnel only.

9. Contact Us

If you have any questions about these Terms of Use, please contact us at:

TRF Healthcare Ltd
Unity 12, 9-19 Rose Road, Southampton, SO14 6TE
Email: info@trfhealthcare.co.uk
Phone: 0238 254 4048