Privacy Policy

We take the security of the information you entrust to us extremely seriously and that includes information which is personal to you.


This Data Protection Promise describes how we collect and use personal information about you in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.


We will comply with data protection law when it comes to the processing of your data.  This says that the personal information we hold about you must be:


Used lawfully, fairly and in a transparent way.

Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

Relevant to the purposes we have told you about and limited only to those purposes.

Accurate and kept up to date.

Kept only as long as necessary for the purposes we have told you about.

Kept securely.



Why we collect your personal data and our legal basis for doing so


We collect and process your personal data for the purposes of:


Performance of a contract


✔ assessing your application form and your care needs prior to support.

✔ making a decision about your assessment and manage the risks associated with your support plan.

✔ entering into a franchise agreement with you




✔ to invite you to feedback to us on our services and contribute to your care.

✔ to share information on services and policies changes regarding your health and care needs.


Legitimate Interest


✔ to share information with you to help you make an informed decision on engaging our services.


The data we hold about you is your data, you have the following rights in respect of the personal data we hold about you:


Where we are relying on your consent, you can withdraw your consent at any time either by unsubscribing from our communications or by telephoning or emailing us.


What personal data we collect


If you want to be employed by us or engage  our services, we collect, store, and use the following categories of personal information about you:


Your IP address

Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses

Date of birth, gender, marital status and dependants

Education and qualification details;

Past employment and career background

Health needs and past medical history



How is your personal information collected


We typically collect personal information directly from you through the application recruitment  process and during your referral and initial assessment through your visit to our website either via the Contact Us and/or enquiry forms, sometimes at external websites or adverts where you indicated that you wish to hear from us and submitted your contact information. We may sometimes collect additional information from third parties including your friends or colleagues who may have referred you or brokers whom we use.


Who has access and how do we protect your information?


This information is securely stored either in a paperless filing system that is password protected and kept on a secure server, or where we use paper records, in a locked filing cabinet, in a lockable room. Access is restricted to only those who need it and will only be accessed at times deemed to be an emergency. We will decide on a case by case basis what constitutes an emergency. We do not share your data with any third party. We have internal policies that strictly control how we manage your personal information. Vine Social Care Agency will not under any circumstances transfer your information to countries outside the European Economic Area.


How long we keep your data


Vine Social Care Care Agency will hold your personal information for as long as either the individual is employed, or a care package is in place, or we are informed otherwise, either by the data subject themselves (you) or the employee or customer. As a data subject, you have several rights under data protection regulation. These include:


You are able to access all the personal information we hold about you,

You are able to request we change information where it is either incorrect or incomplete,

You are able to request we delete or stop processing your data, including the right to be forgotten,

You are able to object to the grounds of us processing your information, which we do so under ‘legitimate interest’.


Your Rights


Because the data we hold about you is your data, you have the following rights in respect of the personal data we hold about you:


Right to Access – this means you can ask us for a copy of all the personal data we hold about you.

Correction Right – if you believe any of the information we hold about you is incorrect or out of date, you have the right to correct such information by providing us with the correct up to date information. In addition, you can ask us to delete the incorrect or out of date information and we will be happy to do so unless we are prevented from doing so by law or regulation.


Right to be Forgotten – you have the right to ask us to delete the personal data we hold about you where such data is used for direct marketing purposes or is processed as a result of you consenting to such processing. Please note that where we are obliged to keep your personal data because of a regulatory or legal requirement, we will not be able to delete that data and must continue to retain it.


Right to Restrict Processing – in some limited circumstances you have the right to restrict the processing of your data. See examples below:


if you want us to establish the data’s accuracy;


where our use of the data is unlawful but you do not want us to erase it;


where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.


Right of Objection to Processing - you have the right to object to us using your data for direct marketing purposes and to profiling. For example, if there is something about your situation which makes you want to object to processing as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.


Right of Data Portability – you have the right to request a copy of the personal data we hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.


Automated Decision-Making Objection Right – automated decision-making is where a decision is made entirely by technological means without human intervention. We do not use or rely on automated decision-making.


If you would like to exercise any of the above rights, please contact our Data Protection Officer: Cynthia Soko 


in writing to this email address:


or by post to this address.


Vine Social Care Agency

57 Lynchford Road,

North Camp,



GU14 6EJ


Right to Complain


If you have any concerns about our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) by visiting or by telephoning the ICO helpline on 0303 123 1113.