Privacy Policy

TLC Care Management Limited has prepared this Privacy Policy to provide transparency as to how we use personal data in order to fulfil our obligation in accordance with the General Data Protection Regulations (GDPR 2018) to provide ‘fair processing information’ to the recipient.

This document is provided free of charge upon request and at the point at when personal data is requested, or, where personal data is not directly obtained from the Data Subject, within one month of having obtained the data.

We will not collect any personally identifiable information (personal data) about you - such as your name, address, telephone number or email address - through our website unless you have provided it to us voluntarily. If you do not want your personal data collected, please do not submit it to us.

When you do provide us with personal data, either through our website or via another method, we may use that information in the following ways, unless stated otherwise:

  • We may store and process that information to better understand your needs and how we can improve our services;
  • We may provide other third parties with summary - but not individual - information about visitors to, or users of, our websites.

Reference Information


1. Identity & Contact Details of the Data Controller


TLC Care Management Limited, Register Company No: 10262694, Unit 1 Norman Court Carlton Industrial Estate, Albion Road, Carlton, Barnsley, England, S71 3HW

Tel: + 44 (0) 1422 311177



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2. Lawful Basis for Processing Data


Care provision as defined by 9(2)(h) of The General Data Protection Regulation 2018 (GDPR 2018).


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3. The Legitimate Interests of the Data Controller or Third Party where applicable


We process personal information to enable us to provide care services to our consumers; maintain our own accounts and records; support and manage our employees; complete identity checks on our consumers for the purposes of care delivery.


Please note that failing to provide personal data in the pursuit of these legitimate interests will prevent us being able to provide care services to you, prevent or delay associated care delivery being able to be made to you.


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4. Categories of Personal Data


We process information relevant to the above reasons/purposes. This may include: personal details; family details; lifestyle and social circumstances; employment and education details; financial details; goods and services provided.


We also process sensitive classes of information that may include: physical or mental health details; religious or other beliefs; racial or ethnic origin; trade union membership.


We process personal information about: clients; suppliers; advisers and professional consultants; enquirers; employees.


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 5. Recipients of Personal Data


Where necessary or required we share information with: educators and examining bodies; current, past and prospective employers; employment and recruitment agencies; suppliers and service providers; family, associates and representatives of the person whose personal data we are processing; financial organisations; credit reference agencies; debt collection and tracing agencies; business associates and other professional advisers; central and local government; police & emergency services.


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6. Details of Transfers Overseas


It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA).


Any transfers made will be in full compliance with all aspects of the GDPR 2018.


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7. Data Retention Period


We do not hold personal data any longer than is necessary to complete the purpose for which it was submitted (see point 3), with the exception of any personal data provided for the purposes of carrying out our lawful activities.


In accordance with our regulation by The Care Quality Commission (CQC), written records must be kept on file for a maximum of 7 years. For further information please see the following table:


Type Retention
  Period (Years)
Accident & Incident Record Books 3
Care File Audits 2
Registration application, certificates, changes of Registration Permanently
Client Administration Files 7
Client Care Files 7
Client Complaints Records 3
Client Contracts 7
Complaints Records 3
Controlled Drugs Register 7
Employers Liability Insurance Permanently
Fire Records Books 3
Head Office Memos 1
Health & Safety Checks 7
Home Manager's Reports 3
Homes Budget Reports 2
Inspection Records Permanently
Maintenance Records/Reports 3
Minutes of Meetings 1
Personal Allowance Records 7
Personal Injury (Staff & Clients) 7
Petty Cash 7
Plans of Buildings Permanently
Police Checks (Enhanced Disclosure or CRB) Nil
Purchase Orders 3
Quality Audit Record 2
Register of Visitors 1
Employment References 3
Risk Assessment Permanently
Staff Absence Records 3
Staff Agency Records 3
Staff Annual Leave Records 1
Staff Personnel Files 7
Staff Rosters 7
Staff Timesheets 3
Staff Specimen Signature Register Permanently
Staff Training Records 7
Staff Uniform Records 3
TV Licence Information 7


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 8. Data Subject’s Rights


The GDPR 2018 includes the following rights for individuals:


a) the right to be informed;
b) the right to access*;
c) the right to rectification;
d) the right to erasure**;
e) the right to restrict processing;
f) the right to data portability;
g) the right to object***;
h) the right not to be subject to automated decision-making including profiling.


*Where a Data Subject requests access to their personal data, we recognise the right of the Data Subject to be provided with this personal data where we do not have specific legal purpose not to as per point 3.


**With the exception of those occasions listed in point 7 where we are obliged to store personal data for specified periods, we will always look to delete personal data when requested by the Data Subject.


***Where consent is used as the lawful basis for processing a subject’s personal data, we recognise the right of a Data Subject to withdraw this consent at any time and will delete any of the Data Subject’s personal data where we do not have specific legal purpose not to as per point 3.



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