Confidentiality & Data Protection Policy

1. Purpose 

Falcon Greencare is committed to ensuring that all personal and sensitive information is handled lawfully, securely, and confidentially. This policy outlines how we comply with data protection legislation and uphold confidentiality in line with Care Quality Commission (CQC) standards. 

2. Scope 

This policy applies to: 

• Employees, agency workers, and contractors  
• Job applicants and candidates  
• Clients (care homes, supported living services)  
• Service users whose information may be processed  

3. Legal and Regulatory Framework 

Falcon Greencare complies with: 

• The UK GDPR  
• The Data Protection Act 2018  
• The Human Rights Act 1998  
• CQC Fundamental Standards (Regulation 17 – Good Governance)  

4. Policy Statement 

Falcon Greencare will: 

• Protect all personal data and maintain confidentiality  
• Ensure data is processed fairly, lawfully, and transparently  
• Only collect information necessary for legitimate business purposes  
• Maintain secure systems to prevent data breaches  
• Ensure staff understand their responsibilities  

5. Definitions 

Personal Data: Any information that identifies a living individual

Special Category Data: Sensitive data (e.g. health, ethnicity, religion)

Confidential Information: Any information that must not be disclosed without proper authority 

6. Principles of Data Protection 

We adhere to the principles of the UK GDPR: 

• Lawfulness, fairness, and transparency 
• Purpose limitation  
• Data minimisation  
• Accuracy  
• Storage limitation  
• Integrity and confidentiality (security)  
• Accountability  

7. Confidentiality 

7.1  General Requirements 

All staff must: 

• Keep information secure and confidential at all times  
• Only access data necessary for their role  
• Not disclose information without proper authority  
• Follow company procedures for handling data  

7.2  Sharing Information 

Information may only be shared: 

• With consent from the individual 
• Where required for care delivery 
• Where there is a legal obligation (e.g. safeguarding concerns)  

8. Data Collection and Use 

Falcon Greencare collects data for: 

• Recruitment and employment purposes 
• Compliance with regulatory requirements 
• Placement of staff into care settings 

We ensure: 

• Data collected is relevant and necessary  
• Individuals are informed about how their data is used  

9. Data Storage and Security 

We implement appropriate measures including: 

• Secure electronic systems (password-protected)  
• Restricted access to sensitive data 
• Secure storage of paper records  
• Encryption where appropriate  

10. Data Retention 

• Personal data is only retained for as long as necessary  
• Retention periods follow legal and regulatory guidance  
• Data is securely destroyed when no longer required  

11. Data Breaches 

In the event of a data breach: 

• It must be reported immediately to management  
• A risk assessment will be carried out 
• Serious breaches will be reported to the Information Commissioner’s Office (ICO) within required timescales  
• Appropriate corrective actions will be taken  

12. Individual Rights 

Individuals have the right to: 

• Access their personal data  
• Request correction of inaccurate data 
• Request deletion (where applicable) 
• Restrict or object to processing 
• Data portability  

Requests will be handled in line with legal requirements. 

13. Staff Responsibilities 

All staff must: 

• Complete data protection training 
• Follow confidentiality procedures 
• Report breaches or concerns immediately 
• Use information only for authorised purposes  

Failure to comply may result in disciplinary action. 

14. Training and Awareness 

Falcon Greencare ensures: 

• Mandatory data protection and confidentiality training  
• Regular updates and refreshers  
• Clear guidance for staff working in care environments  

15. Monitoring and Review 

• This policy is reviewed annually or when legislation changes  
• Compliance is monitored through audits and feedback  

16. Zero Tolerance 

Falcon Greencare operates a zero-tolerance approach to: 

• Breaches of confidentiality  
• Misuse of personal data  
• Unauthorised disclosure of information 
  
  
  

Date written: 27/2/2026
To be reviewed: 27/02/2027