PRIVACY POLICY

Policy Statement 

Ideal Consultancy Services Ltd, trading as CQC Compliance Services, is dedicated to safeguarding and honouring your rights regarding the data we maintain about you and handle. This policy details when and how we gather personal information about you, its usage, and the circumstances under which we might disclose or share it with others while ensuring its security.

Scope
This policy is applicable to every individual who contacts us, encompassing client organisations and individuals within those organisations who have access to our portal and seek advice from us. It also extends to consultants, workers, and employees who join our team.

Procedures

How Will We Collect Information From You?

Most of your personal information is obtained when you initially reach out to us for services or to offer services on our behalf.
It is your responsibility to notify us of any changes, ensuring that the information we gather from you remains current and correct.
We will conduct ‘safer recruitment’ checks for those undertaking work for us.

What Type of Information Will We Collect From You?

For each client we work with, we require the following information:

• Names of key stakeholders
• Company/organisation name
• Contact details, such as email address and phone number
• Registered address and location addresses for accounting purposes (for invoicing and payment processing).
  This information is essential for setting you up in our system, communicating with you, carrying out services at your locations, and managing financial transactions.

For people we recruit to work for us, or on our behalf, we need:

• Name, home address, and contact details including phone number and email
• An up-to-date CV detailing qualifications and work history
• Evidence of qualifications via certificates
• Proof of your right to work in the UK and identity and address verification
• Your enhanced DBS report or access to your DBS record via the update service
• References from recent employers/organisations, covering the last three years, including both factual and character references
• Bank account details for payments.

Following Data Protection Principles – How We Will Use and Process Your Data

Personal data shall be:

1. Processed lawfully, fairly, and transparently (‘lawfulness, fairness, and transparency’).
2. Collected for specified, explicit, and legitimate purposes, not further processed in a way incompatible with those purposes (‘purpose limitation’).
3. Adequate, relevant, and limited to what is necessary (‘data minimisation’).
4. Accurate and kept up-to-date; we will promptly correct or erase inaccurate data (‘accuracy’).
5. Stored in a way that allows data subject identification for no longer than necessary; longer storage is permissible for archiving or statistical purposes with appropriate safeguards (‘storage limitation’).
6. Processed securely to protect against unauthorised or unlawful processing and accidental loss, destruction, or damage (‘integrity and confidentiality’).

Keeping Your Data Secure

We take measures to ensure the secure and confidential storage and handling of your personal information, with access limited to those who require it, such as our employees, accountants, and other organisations as specified from time to time.

Rights of Data Subjects

1. The Right to Be Informed: We will inform you about the data being collected, its usage, retention duration, and any third-party sharing, in a clear and concise manner.
2. The Right of Access: You can request a copy of the personal data we hold about you. We have one month to comply, barring exceptional circumstances.
3. The Right to Rectification: Should you find inaccuracies in your data, you can request its update.
4. The Right to Erasure (‘Right to Be Forgotten’): You can request data deletion in certain situations, except where legal or regulatory obligations prevail.
5. The Right to Restrict Processing: You may ask us to limit the use of your data.
6. The Right to Data Portability: You can reuse your personal data across different services under certain conditions.
7. The Right to Object: You can object to data processing based on legitimate interests or official tasks.
8. Rights Related to Automated Decision Making: You have rights concerning automated decision-making processes, including profiling, with strict regulations.

References

• The Information Commissioner’s Office (ICO): www.ico.org.uk
• The UK Government’s website: https://www.gov.uk/government/publications/guide-to-the-general-data-protection-regulation
• The EU’s General Data Protection Regulation (GDPR) 2016/679
• The UK’s Data Protection Act 2018