1. Who we are
Care Circle Staffing Ltd (“we”, “us”, “our”) supplies care professionals to care homes. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.
Registered office: 4 Tansy Road, Whittingham, Preston, PR3 2NF
Email: info@carecirclestaffing.co.uk
Phone: +44 7860 135213
If you have any questions about this policy or how we handle your information, please contact us using the details above.
2. Information we collect
When you contact us through our website
Our enquiry form asks for your name, email address, phone number (optional), your care home name or your town, the role you are interested in, and your message. We also receive any information you choose to include in emails, calls or messages to us.
If you are a care home or client
Contact details for the people we deal with, details of your staffing requirements, booking records, and invoicing and payment information for your organisation.
If you apply to work with us
Your contact details, CV, work history and references, qualifications and training records, identity and right-to-work documents, availability, bank details for payment, National Insurance number, and the results of pre-employment checks (see section 4).
When you visit our website
Our website is hosted by a third party which, like most websites, automatically processes technical information such as your IP address and browser type to deliver the site securely. We do not use this to identify you.
3. How and why we use it
UK data protection law requires us to have a lawful basis for each use of your information:
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries sent through our website, email or phone | Legitimate interests (answering people who contact us) or steps before entering into a contract |
| Providing staffing services to care homes, managing bookings and invoicing | Contract, and legitimate interests |
| Assessing applications from care professionals and placing them in suitable roles | Steps before entering into a contract, and contract |
| Carrying out right-to-work, identity, reference and DBS checks | Legal obligation, and legitimate interests (safeguarding the people in care) |
| Paying workers and meeting tax, employment-agency and record-keeping rules | Legal obligation |
| Keeping our website and systems secure | Legitimate interests |
We do not sell your personal information, and we do not use it for automated decision-making or profiling.
4. Sensitive information
For care professionals, the law and safeguarding duties require us to process some sensitive information, such as criminal record information from Disclosure and Barring Service (DBS) checks and, where relevant, health information needed to make reasonable adjustments or confirm fitness for a role.
We only process this where it is necessary for employment, social protection or safeguarding obligations, or where the law otherwise permits it, and we limit access to people who need it. Please do not send sensitive information through our website enquiry form.
6. International transfers
Some of our service providers store or process data outside the UK. Where this happens, we rely on the protections permitted by UK law, such as UK adequacy regulations or the International Data Transfer Agreement / Addendum, so that your information receives an equivalent level of protection.
7. How long we keep it
- Website and general enquiries that do not lead to an ongoing relationship: up to 12 months.
- Care worker and client records: for as long as we work together, and afterwards for the periods required by employment-agency, tax and employment law (generally at least one year after we last provided services, and up to six years for financial and payroll records).
- DBS certificate information: only as long as needed to make a recruitment decision and to evidence that the check took place, in line with DBS guidance.
When information is no longer needed, we securely delete or anonymise it.
8. Keeping it safe
We use appropriate technical and organisational measures to protect your information, including encrypted connections (HTTPS) on our website, secured business email accounts with access controls, and limiting access to staff who need it. No method of transmission over the internet is completely secure, but we work to protect your information and will act promptly on any incident.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information in certain circumstances;
- ask us to restrict how we use your information;
- object to our use of your information where we rely on legitimate interests;
- ask us to transfer your information to another organisation in certain circumstances;
- withdraw your consent at any time, where we rely on consent.
To use any of these rights, email info@carecirclestaffing.co.uk. There is usually no charge, and we will respond within one month.
11. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put things right.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.