Privacy Notice

Jordan Care & Recruitment Ltd ("Jordan Care", "we", "us" or "our") is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us.

This Privacy Notice explains how we collect, use, store, protect and share personal information when we provide care and support services, recruit and manage staff, communicate with individuals and organisations, and operate our business. We process personal information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, together with applicable confidentiality and information-governance requirements. This notice is also part of our wider information-governance and data-security arrangements and supports our responsibilities under the Data Security and Protection Toolkit (DSPT).

1. Who We Are

Jordan Care & Recruitment Ltd is responsible for deciding how and why personal information is processed for the purposes described in this Privacy Notice.

• Registered Office: 5 Union Street, Ardwick, Manchester, M12 4JD
• Telephone: 0161 511 2511
• Email: admin@jordancare.co.uk
• Website: https://jordancare.co.uk

Where another organisation determines how and why information is processed, that organisation may be the data controller, and we will process the information in accordance with the relevant contractual and legal arrangements.

2. What Information Do We Collect?

Depending on our relationship with you and the services we provide, we may collect different categories of personal information.

3. How Do We Collect Your Information?

We may collect information:

• Directly from you
• From your family member or representative where appropriate
• From a person involved in your care
• From NHS or healthcare professionals
• From local authorities and social care organisations
• From commissioners
• From previous employers and referees
• From DBS and other relevant checking services
• From recruitment agencies
• Through our website
• By telephone, email or other approved communication methods
• Through care-management and other approved business systems
• From other lawful sources where necessary

Where we obtain personal information from another source, we will provide appropriate privacy information where required by law. The ICO states that individuals generally have a right to be informed about the collection and use of their information, including where information has been obtained from another source.

4. Why Do We Use Your Information?

We use personal information only where we have a lawful and legitimate reason to do so. Our purposes may include:

5. Our Lawful Bases for Processing Information

Depending on the circumstances, we may rely on one or more of the following lawful bases under UK data-protection law:

• Legal obligation – where we are required to process information by law.
• Contract – where processing is necessary to provide services or fulfil an employment or other contract.
• Legitimate interests – where processing is necessary for legitimate organisational purposes and does not unfairly override an individual's rights.
• Vital interests – where processing is necessary to protect someone's life or prevent serious harm.
• Public task – where applicable to the care or social-care functions we perform.
• Consent – where we rely on an individual's consent.

Where we process special category information, such as health information, we will also identify an appropriate additional condition under data-protection law. We will not rely on consent where another lawful basis is more appropriate.

6. Health and Special Category Information

As a care provider, Jordan Care may need to process sensitive information relating to health, disability, medication, care needs and safeguarding. We only process this information where there is an appropriate lawful basis and additional condition under data-protection law.

Access to sensitive information is restricted to people who have a legitimate need to access it for their role. Staff are required to maintain confidentiality and receive appropriate information-governance and data-security training.

7. Who Do We Share Information With?

We only share personal information where there is a lawful and appropriate reason. Depending on the circumstances, information may be shared with:

• Service users and their authorised representatives
• Family members where appropriate and authorised
• GPs and healthcare professionals
• NHS organisations
• Hospitals
• Pharmacies
• Local authorities
• Social care teams
• Commissioners
• Safeguarding teams
• Emergency services
• Regulators and statutory bodies
• Care Quality Commission (CQC), where required
• DBS and relevant checking organisations
• Payroll providers
• Accountants and professional advisers
• IT and care-management system providers
• Insurance providers
• Legal advisers
• Other organisations where required by law or necessary for the provision of care

We do not sell personal information to third parties. Where another organisation processes information on our behalf, we take appropriate steps to ensure that contractual and security requirements are in place.

8. Sharing Information with Family Members

We will only share information with relatives, friends, representatives or other individuals where there is an appropriate lawful basis and it is appropriate to do so. We will consider:

• The individual's wishes
• Consent
• Capacity
• Legal authority
• Safeguarding considerations
• The nature of the information
• The circumstances in which the information is requested

We will not automatically disclose confidential information simply because someone says they are a relative.

9. How We Protect Your Information

Jordan Care & Recruitment Ltd takes the security of personal information seriously. Our security arrangements may include:

• Password-protected systems
• Access controls
• User accounts
• Multi-factor authentication where supported
• Secure storage of paper records
• Restricted access to confidential information
• Staff confidentiality requirements
• Staff data-protection and cyber-security training
• Secure disposal of confidential documents
• Appropriate device security
• Software and security updates
• Backup arrangements
• Business continuity arrangements
• Incident and data-breach procedures
• Regular review of information-security risks

Access to personal information is provided on a need-to-know and role-appropriate basis. Our data-security arrangements form part of our wider information-governance framework and DSPT compliance activities. The DSPT is specifically intended to help organisations demonstrate good data-security practices when handling health and care information.

10. Mobile Phones, Email and Electronic Communication

Staff are required to use approved communication methods when handling personal and confidential information. Staff must not:

• Share passwords
• Leave devices unattended
• Take unauthorised photographs of service users
• Store unnecessary personal information on personal devices
• Send confidential information to unauthorised recipients
• Share confidential information on social media
• Use personal email accounts for confidential organisational information unless specifically authorised

Where mobile devices are used for legitimate work purposes, appropriate security measures must be applied.

11. Paper Records

Where paper records are required, they are stored securely and access is restricted to authorised individuals. Staff must ensure that confidential records are not:

• Left unattended
• Left visible to members of the public
• Taken home without authorisation
• Stored in unsecured locations
• Disposed of in ordinary waste

Confidential records are securely destroyed when they are no longer required, in accordance with our retention and disposal procedures.

12. How Long Do We Keep Your Information?

We retain information only for as long as necessary for the purpose for which it was collected and to meet our legal, regulatory, contractual and professional obligations. Retention periods may vary depending on the type of information. For example, we may need to retain, for different periods:

• Care records
• Safeguarding records
• Staff records
• Recruitment records
• Financial records
• Training records
• Incident records
• Complaints records

Our retention periods are determined by applicable legal and regulatory requirements, contractual obligations, professional guidance and our organisational Records Retention and Disposal Policy. When information is no longer required, it is securely deleted, destroyed or anonymised. The ICO expects privacy information to explain how long information is kept, or the criteria used to determine the retention period.

13. Your Data Protection Rights

Depending on the circumstances, you may have rights under UK data-protection law, including:

• Right of access – you can request a copy of personal information we hold about you.
• Right to rectification – you can ask us to correct inaccurate or incomplete information.
• Right to erasure – in certain circumstances, you can ask us to delete your personal information.
• Right to restriction – in certain circumstances, you can ask us to restrict how we use your information.
• Right to object – you may have the right to object to certain types of processing, including processing based on legitimate interests.
• Right to data portability – where applicable, you may request your information in a structured, commonly used and machine-readable format.
• Right to withdraw consent – where we rely on consent, you may withdraw that consent at any time.

Withdrawing consent does not affect processing that took place before consent was withdrawn, and there may be circumstances where we can continue processing under another lawful basis. Not every right applies in every circumstance. We will explain this when responding to a request.

14. How to Make a Data Protection Request

If you would like to request access to your information, correct your information, ask a question about how we use your information, raise a concern, or exercise one of your data-protection rights, please contact:

• Data Protection Contact, Jordan Care & Recruitment Ltd
• Address: 5 Union Street, Ardwick, Manchester, M12 4JD
• Email: admin@jordancare.co.uk
• Telephone: 0161 511 2511

We will normally respond to valid data-protection requests within the applicable statutory timeframe.

15. Data Breaches

Jordan Care & Recruitment Ltd has procedures for identifying, reporting, investigating and managing personal-data breaches. Examples include:

• Lost or stolen paperwork
• Lost or stolen phones or laptops
• Sending information to the wrong person
• Unauthorised access to information
• Cyber-attacks
• Accidental disclosure of personal information
• Unauthorised sharing of confidential information

Staff are required to report suspected or actual data breaches immediately to management. We will assess each incident and take appropriate action, including notifying relevant authorities or affected individuals where legally required.

16. International Data Transfers

Where personal information is transferred outside the UK, we will ensure that appropriate legal safeguards are in place in accordance with applicable data-protection requirements. Where relevant, we will use an adequacy decision or other appropriate safeguards recognised under UK data-protection law.

17. Automated Decision-Making

Jordan Care & Recruitment Ltd does not normally make decisions about individuals based solely on automated processing where those decisions have legal or similarly significant effects. If this changes, we will update this Privacy Notice and provide appropriate information about the processing.

18. Cookies and Our Website

Our website may use cookies and similar technologies. Some cookies may be necessary for the website to function, while others may be used for analytics, functionality or other purposes. Where consent is required, we will ask for it before using non-essential cookies.

Our website may contain links to external websites. We are not responsible for the privacy practices or content of external websites, and you should review their privacy notices separately.

19. Children's Information

Our services may involve information relating to children in certain circumstances. Where we process information relating to children, we take additional care to ensure that the information is handled appropriately and in accordance with applicable legal and safeguarding requirements.

20. Confidentiality

All Jordan Care staff and individuals authorised to access personal information are expected to maintain confidentiality. Confidentiality continues after a person's employment, placement, contract or involvement with Jordan Care ends.

21. Changes to This Privacy Notice

We regularly review our Privacy Notice to ensure that it accurately reflects how we process personal information. We may update this notice when:

• Our services change
• We introduce new systems
• Our information-sharing arrangements change
• There are changes in data-protection law or regulatory requirements
• Our data-security arrangements change

The latest version will be published on our website. Last reviewed: 21 August 2026. Next review: 21 August 2027. The ICO recommends that privacy information is reviewed and updated where necessary, particularly before introducing new uses of personal data.

22. Complaints

If you have concerns about how Jordan Care & Recruitment Ltd has handled your personal information, please contact us first so that we can investigate and try to resolve your concern. You also have the right to complain to the Information Commissioner's Office (ICO):

• Information Commissioner's Office (ICO)
• Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Telephone: 0303 123 1113

23. Our Commitment

Jordan Care & Recruitment Ltd is committed to protecting the confidentiality, integrity and availability of the personal information entrusted to us. We will continue to review our information-governance, cyber-security and data-protection arrangements to ensure that information is handled responsibly, securely and lawfully.

Jordan Care & Recruitment Ltd — Protecting your information. Protecting your privacy. Delivering safe and trusted care.