Privacy Policy

Last updated: July 2025

At Oasislife Care, we are committed to safeguarding your personal information and upholding your right to privacy. This policy outlines how we collect, use, store, and protect your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It also explains your rights and how to exercise them.

We encourage all service users, families, professionals, and website visitors to read this policy carefully.

1. Who We Are

Oasislife Care Ltd is a registered domiciliary and supported living care provider delivering services to adults with learning disabilities, autism, mental health needs, and complex support requirements. We are regulated by the Care Quality Commission (CQC) and committed to providing safe, high-quality, and person-centred care.

Business Address:
Suite 45, Bold Business Centre,
Bold Lane, St. Helens, Merseyside, WA9 4TX
Website: https://oasislifecare.co.uk
Contact: 01744 325030
Online Enquiry: https://oasislifecare.co.uk/contact-us

2. What Personal Data We Collect

We collect and process the following types of data depending on your relationship with us:

a. For Service Users and Their Representatives:

• Full name, date of birth, address, and contact details
  
  
• NHS number and GP details
  
  
• Medical history, current diagnoses, care needs, risk assessments
  
  
• Next of kin and emergency contacts
  
  
• Medication records
  
  
• Communication preferences and accessibility needs
  
  
• Legal status and safeguarding alerts
  
  
• Support plans, assessments, and care documentation
  
  
• Financial records where relevant (e.g. for direct payments)
  
  

b. For Job Applicants and Staff:

• CVs, qualifications, right to work documentation
  
  
• DBS information, references, and employment history
  
  
• Training records and supervision notes
  
  
• Sickness and absence details
  
  
• Payroll and pension information
  
  
• Disciplinary and grievance records
  
  

c. For Website Users or General Enquiries:

• Name, email address, and phone number (where submitted via contact forms)
  
  
• IP address, browser type, pages visited, and interaction history
  
  

3. How We Use Your Data

We only use your personal data when we have a lawful reason to do so. This may include:

• To provide safe and effective care and support tailored to individual needs
  
  
• To communicate with you regarding your service or enquiry
  
  
• To assess care eligibility and carry out risk or capacity assessments
  
  
• To meet legal and regulatory obligations (e.g. CQC, Local Authority, Health & Safety Executive)
  
  
• To keep care records accurate and up to date
  
  
• To manage staff employment and recruitment processes
  
  
• To respond to safeguarding concerns, complaints, or incidents
  
  
• To protect the vital interests of service users in emergencies
  
  
• To improve our website, digital services, and communication
  
  

We will never use your data for automated decision-making or profiling without human involvement.

4. Lawful Bases for Processing

We process your personal data using one or more of the following lawful bases:

• Consent – where you have actively given permission
  
  
• Contract – when we need your data to provide our services to you
  
  
• Legal obligation – for compliance with laws, such as safeguarding or employment law
  
  
• Vital interests – to protect life in an emergency
  
  
• Legitimate interests – for internal processes such as quality assurance or service improvement, provided your rights are not overridden
  
  

We will always explain the basis we rely on, especially when asking for consent.

5. Cookies and Website Tracking

When you visit our website, we may use cookies or similar technologies to collect anonymous data about how you use the site.

We use:

• Necessary cookies – essential for site functionality
  
  
• Performance cookies – help us understand how visitors use the site
  
  
• Functionality cookies – remember your preferences
  
  
• Analytics tools – such as Google Analytics to monitor site performance
  
  

You can manage or disable cookies through your browser settings. See our Cookie Policy for more details.

6. Who We Share Your Data With

We may share your personal information with trusted third parties, but only when necessary and appropriate. This includes:

• Health and social care professionals (e.g. GPs, nurses, social workers)
  
  
• Regulators such as the CQC or the Local Authority
  
  
• Safeguarding teams, police, or emergency services when required
  
  
• Technology providers for secure record-keeping, communication, and IT support
  
  
• DBS and recruitment platforms (for staff only)
  
  
• Insurers or legal advisors, where needed for compliance or protection
  
  

All third parties must meet strict confidentiality, security, and data handling standards.

7. Data Security

We take your privacy and data security seriously. We protect your data through:

• Secure electronic systems and encrypted backups
  
  
• Controlled staff access with permissions
  
  
• Locked storage for physical records
  
  
• Regular staff training on GDPR and confidentiality
  
  
• Breach detection and response procedures
  
  

While no system is completely risk-free, we apply best practices to minimise the chance of a breach.

8. Data Retention

We keep personal data for as long as necessary to fulfil the purposes it was collected for and to comply with legal, contractual, and regulatory obligations.

Typical retention periods include:

• Service user records – retained for 8 years after the end of care
  
  
• Recruitment records – 6 months for unsuccessful applicants
  
  
• Employee records – 6 years after employment ends
  
  
• Complaints and incidents – minimum of 3 years
  
  
• Website enquiries – up to 12 months
  
  

When the retention period ends, data is securely deleted or anonymised.

9. International Transfers

Your data is stored in the UK. If any data needs to be transferred outside the UK (e.g. cloud storage), we will ensure it is protected through:

• UK adequacy regulations
  
  
• Standard contractual clauses
  
  
• Security controls equivalent to UK standards
  
  

10. Your Rights

Under UK data protection law, you have the following rights:

• Right to access – request a copy of your data
  
  
• Right to rectification – correct inaccurate or incomplete data
  
  
• Right to erasure – request deletion (in certain circumstances)
  
  
• Right to object – to certain types of processing
  
  
• Right to restrict processing – limit how your data is used
  
  
• Right to data portability – request a copy of your data in a structured format
  
  
• Right to withdraw consent – at any time for data processed on the basis of consent
  
  

To exercise your rights, please contact us using the details in Section 14. We aim to respond to all data requests within one month.

If you’re unhappy with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
📞 0303 123 1113 | 🌐 https://ico.org.uk

11. Children’s Privacy

Oasislife Care provides adult-only services. We do not knowingly collect or store personal data relating to children. If you believe a child’s data has been collected in error, please contact us immediately so we can remove it.

12. Links to Other Websites

Our website may contain links to external sites. These are not controlled by us, and we are not responsible for their content, security, or privacy practices. We recommend reviewing the privacy policy of any site you visit via a link on our site.

13. Changes to This Policy

We may update this Privacy Policy occasionally to reflect:

• Changes in legislation or regulatory guidance
  
  
• Updates to our care practices or digital systems
  
  
• Improvements to our internal procedures
  
  

When we make material changes, we will:

• Update the “Last Updated” date
  
  
• Notify you via our website or by email (where appropriate)
  
  

You are encouraged to review this policy regularly.

14. Contact Us

If you have any questions, concerns, or requests regarding your data, please contact:

Data Protection Lead
Oasislife Care Ltd
Suite 45, Bold Business Centre,
Bold Lane, St. Helens, Merseyside, WA9 4TX
📞 01744 325030
📧 Submit enquiry online