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Data Protection Policy

Stacey’s Golden Friends Ltd. is committed to protecting the personal, sensitive, and wellbeing information of older adults who use our services. This Data Protection Policy sets out how we collect, process, store, and safeguard data, ensuring compliance with the Northern Ireland Data Protection Act 2018, GDPR principles, and HIPAA-aligned privacy standards relevant to non-medical elder care services.

This policy applies to all staff, volunteers, and contractors involved in providing companionship, practical assistance, and social engagement services for older adults. It applies across home visits, community interactions, and digital or telephone communications.

Principles of Data Protection

We adhere to the following key principles when handling personal and well-being information:

  1. Lawfulness, Fairness, and Transparency: Data is collected only for legitimate purposes, with clarity on how it will be used.
  2. Purpose Limitation: Personal data is used strictly to support service delivery, communication, and wellbeing monitoring.
  3. Data Minimisation: We only collect information essential for providing safe, reliable, and effective companionship and support.
  4. Accuracy: Data is kept accurate, up to date, and corrected if found to be incomplete or inaccurate.
  5. Storage Limitation: Personal information is retained only for as long as necessary for service delivery or legal requirements.
  6. Integrity and Confidentiality: Data is stored securely and protected against unauthorised access, loss, or misuse.

Types of Data Collected

To provide quality services, Stacey’s Golden Friends Ltd. may collect:

  • Contact information of clients, family members, or authorised representatives.
  • Home addresses and scheduling preferences
  • Emergency contact details
  • Visit notes, activity records, and wellbeing observations.
  • Relevant personal preferences for companionship and social engagement
  • Limited health or mobility information shared to ensure safe support.

All data collection is done with consent, and sensitive wellbeing information is treated with the highest confidentiality.

How We Use Data

Collected data is used to:

  • Organise visits and service delivery.
  • Maintain personal care records for older people.
  • Communicate with families or authorised representatives.
  • Monitor and support wellbeing during visits.
  • Maintain accurate visit notes and service records.
  • Provide reassurance and peace of mind for families in Northern Ireland

We never use personal data for unrelated marketing purposes without explicit consent.

Data Security and Storage

Stacey’s Golden Friends Ltd. employs robust measures to protect information:

  • Secure digital storage with restricted access to authorised staff only
  • Encryption of sensitive data where appropriate
  • Secure storage and controlled access for physical documents
  • Staff trained in confidentiality, HIPAA-aligned practices, and responsible data handling.
  • Regular review of security procedures to address potential risks.

All staff understand the importance of protecting data and maintaining the confidentiality of client information.

Data Sharing

Information is only shared in limited circumstances:

  • With authorised family members or representatives
  • With trusted service partners, if necessary and authorised
  • When legally required by law or regulatory bodies
  • To protect the safety or wellbeing of clients

Any sharing of data is limited to what is necessary, with careful consideration of confidentiality and client consent.

Rights of Clients and Families

Clients and families have the following rights regarding personal information:

  • Access to personal data held by Stacey’s Golden Friends Ltd.
  • Correction of inaccurate or incomplete information
  • Request for deletion of data where legally permitted.
  • Clarification on how information is used and shared.

Requests to exercise these rights can be made through official contact channels.

Data Retention

Data is kept only for as long as necessary to provide services, comply with legal obligations, and maintain safe and effective care. When information is no longer needed, it is securely deleted or anonymised according to responsible data-handling standards.

Staff Responsibilities

All staff, carers, and volunteers must:

  • Handle personal and wellbeing information securely and confidentially.
  • Follow procedures for recording and sharing data.
  • Report any breaches or potential risks immediately.
  • Complete data protection and safeguarding training regularly

Breach of this policy may result in disciplinary action.

Review and Continuous Improvement

Stacey’s Golden Friends Ltd. regularly reviews data protection policies to ensure compliance with Northern Ireland laws, HIPAA-aligned standards, and best practices in elder care. Updates are implemented as necessary to address regulatory changes, operational improvements, and feedback from clients and staff.

Contact Information

Questions, concerns, or requests regarding personal data can be addressed to Stacey’s Golden Friends Ltd. through the official contact channels provided on our website. We are committed to protecting privacy while delivering safe, reliable, and compassionate support services for older adults.

This policy demonstrates our ongoing commitment to responsible data handling, safeguarding client information, and maintaining trust with families and clients alike.