Privacy Policy

Last updated: 14/07/2025

Who We Are

Arran Manor and Ashling House are residential care homes located at

Arran Manor - 55 Westmoreland avenue, rm11 2ej

Ashling House - 119 Elmhurst Drive, RM11 1NZ

We are committed to protecting your privacy and personal information in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Arran Manor & Ashling House
Contact: [Phone number] | [Email address]
Data Protection Officer: [Name and contact details if applicable]

What Information We Collect

Personal Information

We collect and process the following types of personal data:

For Residents:

Name, address, date of birth, and contact details
Emergency contact information
Medical history, current health conditions, and medication details
Care plans and assessment records
Dietary requirements and preferences
Financial information for billing purposes
Photographs and videos (with consent)

For Families and Visitors:

Name and contact details
Relationship to resident
Visit records and sign-in information

For Website Users:

Contact form submissions
Email addresses for enquiries
Cookies and website usage data

For Staff and Prospective Employees:

Employment applications and CVs
References and qualification certificates
DBS checks and right to work documentation

How We Use Your Information

We use your personal information for the following purposes:

Providing residential and dementia care services

Developing and updating care plans
Administering medication and monitoring health
Coordinating with healthcare professionals
Managing dietary requirements
Emergency contact procedures

Administration

Billing and payment processing
Maintaining accurate records
Compliance with regulatory requirements
Staff management and training
Quality assurance and improvement

Communication

Responding to enquiries and requests
Providing updates about care
Marketing our services (with consent)

Lawful Basis for Processing

We process your personal data under the following lawful bases:

Vital interests: To protect life and health in emergencies
Contract: To fulfil our care service agreements
Legal obligation: To comply with health and safety regulations, Care Quality Commission requirements, and other legal duties
Legitimate interests: For administrative purposes, quality improvement, and business operations
Consent: For marketing communications and non-essential photographs/videos

Special Category Data

We process health and care information under:

Article 9(2)(h) - Health and social care purposes
Article 9(2)(c) - Vital interests where consent cannot be obtained

How We Store and Protect Your Information

Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

Secure filing systems for physical records
Password-protected electronic systems
Regular staff training on data protection
Restricted access to personal information
Secure disposal of confidential waste

Data Sharing

We may share your information with:

Healthcare professionals (GPs, specialists, NHS services)
Social services and local authorities
Care Quality Commission
Emergency services when necessary
Family members (with consent or in best interests)
Legal and professional advisors

We do not sell personal information to third parties.

Data Retention

We retain personal information for the following periods:

Resident care records: 8 years after last contact or death
Financial records: 7 years after final payment
Staff records: 6 years after employment ends
Website enquiries: 2 years from last contact
CCTV footage: 30 days (unless required for investigation)

Records may be retained longer if required by law or for legal proceedings.

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of Access

Request a copy of the personal information we hold about you.

Right to Rectification

Request correction of inaccurate or incomplete information.

Right to Erasure

Request deletion of your personal data in certain circumstances.

Right to Restrict Processing

Request that we limit how we use your information.

Right to Data Portability

Request transfer of your data to another organisation.

Right to Object

Object to processing based on legitimate interests or for marketing purposes.

Right to Withdraw Consent

Withdraw consent for processing where this is the lawful basis.

Please note: Some rights may be limited where we have a legal obligation to retain information or where it's necessary for care provision.

Making a Request

To exercise your rights or make a complaint, contact us at:

Email: ecromford@mgnx3d.com
Phone: 02072580642
Post: 441 Edgware Road W21TH

We will respond to requests within one month. Complex requests may take up to three months.

Complaints

If you're not satisfied with how we handle your data, you can complain to:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Cookies and Website Usage

Our website uses cookies to improve your experience. You can control cookies through your browser settings. For detailed information, see our Cookie Policy.

Changes to This Policy

We may update this privacy policy periodically. Changes will be posted on our website with the updated date. Significant changes will be communicated to residents and families directly.

Contact Us

For questions about this privacy policy or our data practices:

Arran Manor & Ashling House at

Email: ecromford@mgnx3d.com

Phone: 02072580642

Post: 441 Edgware Road W21TH

This policy complies with UK GDPR and Data Protection Act 2018 requirements as of [date]. Please seek professional legal advice for specific compliance matters.