Privacy Policy

Privacy Policy

Wilton House Ltd is committed to protecting and respecting your privacy; keeping your data safe and secure is our top priority. We process and protect your privacy in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). Wilton House Ltd takes both technical and organisational measures to protect the confidentiality and security of your personal information.

Wilton House Ltd gathers and processes your personal information in accordance with this privacy notice and in compliance with relevant data protection legislation. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why, and when we process your personal data.

Wilton House Ltd is a Registered Provider (Registration No: 1997746) with the Care Quality Commission (CQC) for our three care homes: Lime Tree Manor, Wilton House, and Wilton Lodge.

For the purpose of Data Protection Legislation, the Data Controller (Wilton House Ltd) is responsible for and controls the processing of the personal data you provide. On occasion, this information may be shared with a third party acting as a Data Processor to carry out specified functions on behalf of Wilton House Ltd.

Our designated Data Protection Officer is Lyn Slade, who can be contacted at our head office:

Lime Tree Manor
171 Adeyfield Road
Hemel Hempstead
Hertfordshire
HP2 5JU

Email: [email protected]
Telephone: 01442 267012

The General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 set out clear requirements for how we use and protect your personal information. This legislation enhances individuals’ rights and strengthens data protection standards.

We collect and use your personal information fairly and transparently when providing our services. “Personal information” is information about you from which you can be identified, such as your name, address, contact details, email address, religious, cultural or social identity, financial profiles, and other sensitive personal information such as your medical history.

The information that we collect and may hold about you

Wilton House Ltd processes your personal information to meet our legal, statutory, and contractual obligations, and to provide you with our services. We will never collect unnecessary personal data from you and do not process your information in any way other than as specified in this notice.

The personal data that we collect from you

  • Basic personal details such as name, address, date of birth, personal or business email address, home telephone number, and mobile telephone number
  • NHS Number
  • National Insurance Number
  • Bank details
  • Religion
  • Ethnicity
  • Sexual orientation
  • Doctor’s name and surgery address
  • Marital status
  • Next-of-kin contact details
  • Social background
  • Occupation
  • Details of any contact we have had with you, such as referrals and financial quotes
  • Details of other services you have received
  • Patient experience, feedback, and treatment outcome information you provide
  • Information about accidents, incidents, and complaints
  • Notes and reports about your health and any treatment and care you have received or require, including clinic and hospital visits and medicines administered
  • Recordings or logs of any telephone calls we receive or make

How do we access your personal information?

  • We require relevant information to ensure your needs are met in a safe environment that is caring, responsive, effective, and well-led.
  • We may ask you to provide relevant information or fill in forms.
  • If you contact us by telephone, we may keep a record of that correspondence.
  • Prior to admission, we may receive confidential information from various authorities to enable our care home staff to perform a detailed pre-admission assessment. This determines if the care home can meet your needs and provides a baseline for the care planning process.
  • We may receive information from discharging hospital medical and nursing staff, Care Co-ordinators, GPs, pharmacists, and the multidisciplinary team.
  • We will ask you—or, if you choose, your next of kin—to provide information to help us formulate person-centred care plans, risk assessments, and appropriate referrals for equipment or nursing/care needs.
  • Your next of kin, advocate, relatives, friends, or third parties may be asked to provide relevant personal information.
  • We recognise that everyone is an individual. Registered Nurses or Senior Carers will complete a full, in-depth assessment based on the information you or your advocate provides. This information will be processed electronically and/or handwritten.
  • You have the right to refuse to share specific information or to withdraw previously given consent.
  • If you have a Power of Attorney (POA) document in place for Health and Welfare and/or Property and Financial Affairs, the appointed attorney must be registered with the Office of the Public Guardian to be valid. We will require copies of these documents to verify identity and validity.

Your rights

You have the right to access any personal information that Wilton House Ltd processes about you, including requesting information regarding:

  • The personal data we hold about you
  • The purpose of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has been or will be disclosed
  • How long we intend to store your personal data
  • The source of the data, if we did not collect it directly from you
  • If you believe that we hold incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information, and we will strive to do so as quickly as possible (unless there is a valid reason for not doing so, at which point you will be notified).
  • You also have the right to request the erasure of your personal data or to restrict processing (where applicable) in accordance with data protection laws, as well as to object to any direct marketing from us.
  • You can request a copy of the personal information we hold about you at any time.

Where do we store your personal data, safeguarding measures

  • We adopt appropriate data collection, storage, processing, and security measures to protect against unauthorised access, alteration, disclosure, or destruction. Your personal data is stored on our sites in secure areas and is accessible only to authorized personnel who have been given unique password credentials or keys to locked filing cabinets.
  • We take rigorous measures to maintain secure sites. Electronic communications and databases are subject to errors, tampering, and breakdown; while we maintain strict security protocols, we cannot guarantee these events will never occur and maintain structured incident responses to manage such occurrences.

All computer operators are issued strong, unique passwords that enable permitted staff to access your personal data. Staff never share or reuse passwords and are required to log out when unattended to ensure unauthorized access is prevented. Our employees receive ongoing training regarding good security practices.

How we use your personal data

Wilton House Ltd takes your privacy very seriously and will never disclose or share your data without your consent, unless required to do so by law. We retain your data only for as long as necessary and for the purposes specified in this notice.

Your personal data includes your health or medical history and may be used by our service as follows:

  • A basis for planning person-centred care
  • A means of communication among health professionals, including healthcare/behavioural health providers and clinical care co-ordinators who contribute to your care
  • A legal document describing the care we provide
  • To provide you with information regarding additional treatment alternatives and other health-related benefits
  • A record that you or a third-party payer can use to verify that billed services were actually provided. We collect and store your personal data as part of our legal obligations for business accounting and tax purposes
  • A tool in educating health professionals
  • Internal and external clinical audits
  • A tool we access to continually work to improve the care we render and the outcomes achieved

Sharing and disclosing your personal information

We do not share or disclose your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement to do so.

We share personal information with the Care Quality Commission (CQC), Integrated Care Boards (ICBs) / Clinical Commissioning Groups (CCGs), General Practitioners (GPs), multidisciplinary teams, and registered professional medical personnel. We comply with UK Data Protection law, the UK General Data Protection Regulation (UK GDPR), and all applicable medical confidentiality guidelines from the Nursing and Midwifery Council (NMC) and the General Medical Council (GMC).

We will disclose personally identifiable information in order to comply with a court order, legal summons, or formal request from a law enforcement agency.

If you receive services from Wilton House Ltd and those services transfer to a new provider, we may share your personal and confidential medical information with the new provider to ensure continuity of care.

How long do we keep your data?

Wilton House Ltd retains your personal information only for as long as necessary, and we have strict review and retention policies in place to meet these obligations. We are required under UK law to keep basic personal data for a minimum of 7 years after care has ceased, after which time it will be securely destroyed. This means your information may be retained for a period of time after you have stopped using Wilton House Ltd’s services.

You have the right to request restriction of processing where certain conditions apply.

You have the right to object to certain types of processing, such as direct marketing.

If you believe that your personal information is inaccurate or incomplete, you can ask us to correct or remove it.

Transfers outside the UK

Personal data in the UK is protected by the UK General Data Protection Regulation (UK GDPR). Wilton House Ltd does not transfer or store any personal data outside the UK or the European Economic Area (EEA).

Responsibilities of Wilton House Ltd

  • Maintain the privacy and security of your personal data and health information.
  • Provide you with this notice detailing our legal duties and privacy practices regarding the information we collect and maintain about you.
  • Notify you promptly of any breach of your protected personal data and healthcare information.
  • Notify you if we are unable to agree to a requested restriction.

Consequences of not providing your data

You are not obliged to provide your personal information to Wilton House Ltd. However, because this information is required for us to meet all of our service users’ needs in a safe, effective, caring, responsive, and well-led service, we may be unable to provide our services without it.

Payments

Invoices sent to you or a third-party payer will contain necessary details, which may include your name and address.

Lodging a complaint

Wilton House Ltd processes your information in compliance with this privacy notice and relevant data protection laws. However, if you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Registered Manager of the care home.

Under UK GDPR, compulsory breach notification requirements apply; we must inform the Information Commissioner’s Office (ICO) when a data breach occurs unless the breach is unlikely to result in a risk to the rights and freedoms of individuals. You also retain the right to lodge a complaint directly with the ICO at ico.org.uk.

Wilton House Ltd reserves the right to make amendments to this Privacy Notice and advises you to regularly check the notice displayed throughout our homes or on our website to review any changes made.

If you have any data protection queries regarding Lime Tree Manor, please contact the Registered Manager, Siji Sebastian:

Telephone: 01442 217755
Email: [email protected]

If you have any data protection queries regarding Wilton House Nursing Home and Wilton Lodge, please contact the Registered Manager, Alina Muhamed:

Telephone: 01923 858272
Email: [email protected]