Privacy Policy

Vila Homecare
St Nectans Residential Care Home

Last updated: 01 March 2026

1. Introduction

Vila Homecare and St Nectans Residential Care Home (“we”, “our”, “us”) are committed to protecting the privacy and personal data of our service users, families, staff, and website visitors. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the principles required by the Care Quality Commission (CQC).

We act as Data Controllers for the personal information we process.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Service Users

Name, address, date of birth, contact details

Next‑of‑kin and emergency contacts

Health and medical information

Care plans and assessments

Medication information

Financial information (e.g., invoicing, funding arrangements)

Records of care provided

CCTV footage (if applicable)

Family Members / Representatives

Contact details

Legal authority information (e.g., LPA, deputyship)

Communication records

Staff and Job Applicants

Identification documents

Employment history

DBS checks

Training records

Payroll information

Website Visitors

Contact form submissions

IP address, browser type, and basic analytics

Cookies (see Cookie Policy section)

3. How We Use Your Information

We process personal data for the following purposes:

Providing safe, effective, and personalised care

Meeting legal and regulatory obligations (CQC, safeguarding, local authority requirements)

Managing contracts and invoicing

Communicating with families and representatives

Recruitment, HR, and payroll

Improving our services and website

Responding to enquiries and complaints

We only process personal data where we have a lawful basis, such as:

Consent

Performance of a contract

Legal obligation

Vital interests

Legitimate interests

Provision of health and social care

4. Sharing Your Information

We may share personal data with:

Local authorities and NHS services

GPs, district nurses, and other healthcare professionals

CQC and safeguarding teams

Pharmacies

Legal representatives

Payroll and HR service providers

IT and software providers (secure and GDPR‑compliant)

Emergency services

We do not sell personal data to third parties.

All third‑party partners are required to comply with UK GDPR and maintain strict confidentiality.

5. How We Store and Protect Your Data

We use secure systems and processes to protect personal data, including:

Encrypted digital records

Password‑protected systems

Secure care management software

Locked storage for paper files

Staff training in data protection

Access controls based on job role

We retain personal data only for as long as necessary to fulfil our legal and operational obligations. Retention periods follow CQC and NHS guidelines.

6. Your Rights Under UK GDPR

You have the right to:

Access your personal data

Request correction of inaccurate information

Request deletion (where applicable)

Restrict or object to processing

Request data portability

Withdraw consent (where consent is the lawful basis)

Make a complaint to the Information Commissioner’s Office (ICO)

To exercise your rights, please contact us using the details below.

7. Cookies and Website Tracking

Our website may use cookies to:

Improve user experience

Analyse website traffic

Support functionality such as contact forms

You can manage or disable cookies through your browser settings.

8. Contact Details

For any questions about this Privacy Policy or to exercise your data rights, please contact:

Vila Homecare Ltd
Email: homecare@vilahealthcare.co.uk
Phone: 0203 371 7015
Address: Endeavours House, 2 Twisleton Court, Priory Hill Road, Dartford DA1 2EN

St Nectans Residential Care Home
Email: stnectans@vilahealthcare.co.uk
Phone: 01424 2200 30
Address: 3-9 Cantelupe Road, Bexhill-on-Sea TN40 1JG

9. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated date.