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Privacy statement

The Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR), says that we have to tell you:

  • Why we want information about you/the resident
  • What we do with the information
  • Who we share the information with

1. Who are we?

We are Sanctuary Care, an organisation which is part of Sanctuary Group.

Our address is: Chamber Court, Castle Street, Worcester, Worcestershire WR1 3ZQ.

2. Data Protection Officer

This is the person who checks what we do with your information and that we follow the law.

You can write to the Sanctuary Data Protection Officer to ask more questions. 

Write to: The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire WR1 3ZQ

Email: data.protection@sanctuary-care.co.uk

3. What information do we collect?

We collect personal information including your name and contact details via the following methods:

  • Emails
  • E-newsletters or e-bulletins
  • Printed materials e.g. newsletters, leaflets, brochures, posters, displays etc.
  • Social media content e.g. Facebook, Twitter, LinkedIn etc.
  • Advertising
  • Telephone

4. What we do with your information?

The DPA and GDPR say how we can use your information.

We will follow the law and may keep and use your information in the following ways:

It will be collected and used by us fairly and openly for the purpose of marketing the services we provide.

It may also be used to improve the marketing materials you receive from us.

You may tell us about special types of personal information - sensitive information. Examples of this type of personal information are:

  • Health
  • Disability
  • Ethnic background

By providing us with this information, you consent to our use of this information for this purpose.

Data protection law tells us we have to have a ‘Legal Basis’ to use your information.

We use your information with the following ‘Legal Basis’ -

  • That you specifically agreed for us to use the information

We use your special types of information (sensitive information) -

  • That you specifically agreed for us to use the information

5. Sharing your information

A number of different organisations make up Sanctuary Group.

We will share the information with other organisations in Sanctuary Group when needed so that we can provide the best service.

All of the organisations in the Group will follow this Notice.

You can get more information from www.sanctuary-group.co.uk/about-us

We may need to share some information with our partners for the purposes you have agreed to.

We will also share information with -

  • Our regulators who are permitted access to this information
  • Other organisations where we have to by law share information with them.
  • Our suppliers where they need the information to help us deliver our services

If we need to transfer your information outside of the EU, for example because we are using US based computer software, we will ensure that the information is protected in the same ways it would be if stored in the UK.

6. Keeping your information secure

The information is stored securely both on paper and on our systems. We make sure that your information is looked after safely.

We take storing your information seriously.

7. Staff who can see your information

Staff will only be able to see and use your information for the purposes agreed to.

8. Can we use the information for anything else?

If we need to use the information for anything else we will talk to you about this first and tell you why.

9. Storing and deleting information

We will only keep information that we need for a purpose for the period of time stated.

We will delete information that we no longer need.

10. Security of your information

The information that you provide will be stored securely on our systems and any hard copies of the form that you complete will be stored securely before being shredded at the appropriate time. Our security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information.

Only relevant members of staff will access the information you provide to us, and all staff are subject to duties of confidentiality.

11. Transferring your information abroad

We use a third party processor, Campaign Monitor, for some of our email campaigns and we transfer your information to Campaign Monitor for the purpose of sending e-marketing and communication emails to you. Campaign Monitor is a global business that is headquartered in Australia and uses a data centre located in the United States of America, so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA in this way, we ensure a similar degree of protection is afforded to it by ensuring that we use specific contract clauses approved by the European Commission which give personal data the same protection it has in Europe. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

12. Your rights

You have the following rights with any information we hold on the resident or you:

  • To ask to see any information we hold about you or the resident
  • To correct any mistakes or changes to the information
  • To ask us to delete information about you or the resident
  • To limit what we do with the information
  • To tell us not to use the information
  • To ask us to give some information to another person

13. How to exercise your rights

  • Speak to any member of staff: They will tell the Data Protection Officer on your behalf.
  • Write to: The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ.
  • Email: data.protection@sanctuary-care.co.uk

14. Information Commissioner's Office

You can also complain to the Information Commissioner's Office (ICO) if you are not happy with the way we use your information: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, K9 5AF.


We are welcoming new residents safely

Find out more on our response to Covid-19, ensuring safe care, admissions and care home visits: