Privacy Notice
Les Houmets Residential Home (known as “Les Houmets Care Home”) is the data controller
responsible for processing your personal information. We are registered with the Jersey Office of the
Information Commissioner under registration number 103972. This privacy notice explains how we
collect, use, and protect your personal data in accordance with the Data Protection (Jersey) Law
2018.
The Data Protection Officer (“DPO”)
We have appointed a Data Protection Officer to oversee our data protection compliance and to help
ensure your rights are respected. If you have any questions or concerns about how we handle your
personal data, you can contact our DPO:
• Email: fabien@leshoumets.com
• Telephone: +44 (0)7829 782 902
The Kind of Information We Hold About You
Les Hoûmets Care Home holds information about individuals who use or receive our residential care
services. This includes personal data (such as names, contact details, and dates of birth) and special
category data (such as health and medical information). We explain in detail below what information
we collect and why.
How Is Your Personal Information Collected?
We collect your personal information in a number of ways:
• Information you provide directly to us when you enquire about or register for our services,
complete application forms, or communicate with us by telephone, email, post, or in person.
• Information we receive from healthcare professionals, social services, family members, or
other third parties involved in your care or support.
• Information we generate as part of delivering care services to you, including care notes,
medical observations, and records of interactions with our staff.
• Information provided by your legal representative, attorney, deputy, guardian, next of kin or
person acting on your behalf where they assist in arranging or managing your care.
• Information about payments and financial transactions relating to your care.
• Information received from regulatory bodies, including the Jersey Care Commission, where
this is necessary for inspections, safeguarding, compliance monitoring, or responding to
regulatory requirements.
What Information Do We Collect About You?
The table below sets out the main categories of personal information we collect and hold about
service users and residents:
Category of Examples
Information
Identity and contact details
Full name, date of birth, address, telephone number, email address, emergency contact details.
Financial information
Bank account details, payment card information, invoicing and billing records, fees paid or outstanding.
Health and care records
Medical history, current medications, allergies, care plans, mobility information, dietary requirements, GP and hospital details.
Social and family information
Family relationships, next of kin, personal preferences, lifestyle information, social background.
Communication records
Email correspondence, letters, notes of telephone calls, and records of visits or meetings with you.
Identification documents
Copies of passport, driving licence, or other forms of ID held for verification purposes.
Photograph and video recordings
Photographs and video recordings of residents, their families, visitors and volunteers taken during events, outings (including trips outside the care home), celebrations, fundraising activities and community engagement connected with Les Houmets Care Home, where appropriate consent or permission has been obtained.
Special Category Data
Certain types of personal data require additional protection under the Data Protection (Jersey) Law 2018. We process special category personal data where this is necessary to provide residential care, safeguard residents, comply with our legal obligations, and protect the health, safety and wellbeing of those in our care.
Depending on your relationship with us, this information may include:
• Health and medical information, including diagnoses, treatment plans, and medical records.
• Information about disabilities or mobility needs.• Information about racial or ethnic origin (where relevant to cultural or dietary needs).
• Information about religious or philosophical beliefs (including dietary and cultural requirements).
• Information about sexual orientation or gender identity (where disclosed and relevant to your support).
We process this information only where necessary to provide safe and appropriate care, fulfil our safeguarding responsibilities, and comply with our legal and regulatory obligations.
How We Will Use Information About You
We use your personal information for a number of purposes. Under the Data Protection (Jersey) Law 2018, we must have a lawful basis for each use. Our lawful bases are set out below with examples of how we apply them:
1. Performance of a Contract
We process your information to enter into and perform our contract with you or your representative for the provision of residential care. This includes:
• Confirming your admission to Les Houmets Care Home and setting up your resident record.
• Processing fees and invoices for care services.
• Delivering day-to-day care in accordance with your care plan.
• Communicating with you about your stay and any changes to services.
2. Legal Obligation
We are required by law to process certain information to comply with health, safety, and social care regulations, and to meet requirements imposed by government, regulators, or the courts. This includes:
• Maintaining health and safety records and incident reports.
• Reporting safeguarding concerns to the local authority or police where required.
• Retaining financial and care records as required by law.
• Responding to requests from regulators, inspectors, or law enforcement.
• Cooperating with the Jersey Care Commission during inspections, investigations,
registration, quality assurance and compliance activities.
3. Vital Interests
We may process your personal information, including health data, where it is necessary to protect your vital interests or those of another person. This includes:
• Sharing medical information with emergency services or healthcare professionals in the event of a medical emergency.
• Maintaining detailed allergy and medication records to keep you safe.
4. Legitimate Interests
We process personal information where we have a legitimate business interest that is not overridden by your rights and interests. These include:
• Contacting you about your care, upcoming appointments, or important information relating to Les Hoûmets Care Home.
• Managing complaints and feedback from residents and families.
• Maintaining secure systems and preventing fraud or misuse of our services.
• Improving the quality of care and our services through training and supervision of staff.
• Archiving and historical record-keeping for continuity of care.
5. Consent
Where appropriate, we will ask for your consent to process information for specific purposes. For example:
• Marketing communications or newsletters (if you have elected to receive these).
• Sharing information with family members or other third parties where consent is required and no other lawful basis applies.
• Taking and using photographs or video recordings of residents, their families, volunteers, visitors, and individuals appearing in connection with activities, events, outings (including trips outside the care home), celebrations, fundraising activities, and community engagement for newsletters, our website and social media pages.
You may withdraw consent at any time by contacting us using the details in the “Your Rights and How to Contact Us” section of this notice.
Change of Purpose
We use your personal information primarily for the purposes set out above. If we intend to use your information for a purpose materially different from those listed, we will provide you with information about the new purpose and explain the lawful basis for the new use before we proceed.
We will ask for your consent where the new purpose requires it.
Where we need to process your information for an unforeseen purpose in an emergency (such as a threat to your health or safety), we may do so without notice, but we will inform you as soon as reasonably practicable afterwards.
Data Sharing
We share your personal data with carefully selected third-party organisations that support us in delivering care services, managing our operations, and meeting our legal and regulatory obligations.
Where these organisations process personal data on our behalf, they act as our data processors and are contractually required to process your personal data only on our instructions, maintain appropriate security measures, and comply with applicable data protection legislation.
Some organisations may process personal data independently as separate controllers rather than as our processors. Further information about website and social media platforms is provided below.
The following table sets out the main processors we work with:
Processor: Coolcare
Description of processing Care management and operational system used to maintain basic resident records, support administrative processes, and assist with the management of care services. Coolcare also provides a biometric access system used for secure employee access control.
PCS Software
Resident care management system used to maintain care records, record resident information, manage care plans, and support the delivery of safe and effective care.
London Zurich
Payment processing platform used to manage direct debit payments, billing arrangements, and collection of care fees.
Bestwick Russell
Payroll and bookkeeping provider supporting payroll processing, financial administration, and statutory reporting requirements.
Veerleft
IT support provider assisting with the maintenance, security, and management of IT systems, devices, and technical infrastructure.
PropelFwd
Data protection compliance support provider assisting with privacy documentation, data protection advice, compliance
reviews, and related governance activities.
Dropbox Inc
Cloud storage and file-sharing platform used for secure document storage, collaboration, and backup of business records where
required.
Microsoft 365 (Outlook)
Email, calendar, contact management, and collaboration services used for business communications and the secure exchange of
information containing personal data.
Policy, Regulatory and oversight bodies
As a registered care provider, we are required to share relevant information with regulatory and oversight bodies to meet our legal and regulatory obligations. This may include sharing relevant information with the Jersey Care Commission for the purposes of registration, inspection, monitoring compliance, safeguarding, quality assurance, and responding to regulatory enquiries.
We may also share personal data with healthcare professionals, hospitals, GPs, pharmacies, local authorities, emergency services, the police, the courts, insurers, family members, representatives, attorneys, deputies, or other individuals involved in your care where this is appropriate and where we have a lawful basis to do so. This may be necessary to provide your care, protect individuals from harm, comply with legal or regulatory obligations, or establish, exercise, or defend legal claims.
Website and Social Media
With your consent, where required, we may publish photographs and video recordings on our website and social media pages, including Facebook, to promote Les Houmets Care Home and share news, events, outings (including trips outside the care home), celebrations, fundraising activities and community engagement.
Please be aware that social media platforms, such as Facebook (operated by Meta Platforms Ireland Limited), process personal data in accordance with their own privacy policies. Meta Platforms Ireland Limited acts as an independent data controller and determines its own purposes and methods of processing. Once photographs or videos are published online, they may be viewed, shared, copied, or downloaded by other users.
International Transfers
Some of our service providers, including cloud-based technology providers used for email, document storage, and business systems, may store or process personal data outside Jersey, the UK, or the European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place in accordance with applicable data protection law, such as approved contractual clauses or other recognised transfer mechanisms.
Where applicable, some of our service providers, including cloud-based technology providers used for email, document storage, and business systems, may store or process personal data outside Jersey, the UK, or the European Economic Area (EEA).
Data Security
We take the security of your personal data very seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction.
Our security measures include:
• Restricted access to personal data on a need-to-know basis;
• Secure password protection and user authentication;
• Encrypted data storage and transmission where appropriate;
• Regular review and testing of our security procedures;
• Staff training on data protection and information security;
• Secure disposal of personal data through digital erasure, internal shredding, or third-party shredding services.However, no method of transmission over the internet or electronic storage is entirely secure. We cannot guarantee absolute security, but we are committed to protecting your data to the best of our ability.
Data Retention
We retain your personal data for as long as necessary to provide you with our services, comply with our legal obligations, and pursue our legitimate interests.
We have implemented a data retention schedule to ensure that personal data is not kept longer than required. Data is disposed of securely through digital erasure or deletion, internal shredding, or a third-party shredding service.
Specific retention periods for different categories of data are set out in our retention schedule. If you would like more detailed information about how long we keep your data, please contact our Data Protection Officer at fabien@leshoumets.com.
Rights of Access, Correction, Erasure and Restriction
Under the Data Protection (Jersey) Law 2018, you have the following rights in relation to your personal data:
• Right of access: You have the right to request access to the personal data we hold about you and to receive a copy of it. You can also ask us what data we hold, why we are processing it, and who we share it with.
• Right to rectification: You have the right to ask us to correct any personal data that is inaccurate or incomplete.
• Right to erasure: You have the right to request that we delete your personal data in certain circumstances; for example, where the data is no longer necessary for the purpose we collected it, or where you withdraw your consent (if consent was the lawful basis).
• Right to restrict processing: You have the right to ask us to restrict or limit how we use your personal data in certain circumstances; for example, while we check whether data is accurate.
• Right to data portability: You have the right to request a copy of your personal data in a structured, commonly-used, machine-readable format and to transmit that data to another organisation.
• Right to object: You have the right to object to processing of your personal data on the grounds of our legitimate interests. If you object, we must stop processing unless we can demonstrate a compelling reason to continue.
• Rights relating to automated decision-making: You have the right not to be subject to a decision based solely on automated processing that produces a legal or similarly significant effect on you. Please see the Automated Decision-Making section for further information.
These rights are not absolute and do not apply in all circumstances. For example, we may continue to process your data where we are under a legal obligation to do so, or where processing is necessary for the performance of a contract with you.
How to Request Your Information
To exercise any of the rights listed above, please submit your request using our Data Rights Portal.
Alternatively, you can also email your request to our Data Protection Officer at
fabien@leshoumets.com.
You may also write to us at our registered address:
Les Houmets Care Home
Gorey Village Main Road
Gorey Village
Grouville JE3 9EP
Jersey
When you submit a request, please provide enough information to identify you and specify clearly what data you are requesting or what action you want us to take.
We will respond to your request within four weeks of receipt. If your request is complex or if you have made multiple requests, we may extend this period by a further eight weeks. If we do extend the deadline, we will inform you within the original four-week period and explain why the extension is necessary.
We may ask you to provide proof of your identity to verify that you are the person to whom the data relates. This is to ensure we do not disclose personal data to an unauthorised person.
Right to Withdraw Consent
Where we rely on your consent as the lawful basis for processing your personal data, you have the right to withdraw that consent at any time.
To withdraw your consent, please contact our Data Protection Officer at fabien@leshoumets.com or use our Data Rights Portal.
Where we rely on your consent to use photographs or video recordings, you may withdraw your consent at any time. We will stop using your images in future publications and, where reasonably practicable, remove them from our own website and social media pages. Please note that we cannot guarantee the removal of content that has already been copied, shared, or redistributed by third parties.
Withdrawal of consent will not affect the lawfulness of our processing before you withdraw consent.
We may continue to process your personal data on another lawful basis if one is available to us.
Automated Decision-Making
We do not use automated decision-making or profiling in relation to your personal information.
Changes to this Privacy Notice
We may update this privacy notice from time to time to reflect changes in our data processing
practices, changes in the law, or other relevant developments.
We recommend that you review this privacy notice regularly to stay informed about how we protect your personal data.
Complaints
If you have any concerns about how we process your personal data or if you believe we have breached your rights under the Data Protection (Jersey) Law 2018, we encourage you to contact us first so that we can try to resolve the matter.
Contact
Les Houmets Care Home:
Fabien Amy
Email: fabien@leshoumets.com
Telephone: +44 (0)7829 782 902
Postal address: Gorey Village Main Road, Gorey Village, Grouville JE3 9EP, Jersey
Website: https://leshoumets.com/
Registration number with JOIC: 103972
If you are not satisfied with our response or believe we have not adequately addressed your concerns, you have the right to lodge a complaint with the Jersey Office of the Information Commissioner (JOIC), who is the independent supervisory authority for data protection in Jersey.
Contact the Jersey Office of the Information Commissioner:
Jersey Office of the Information Commissioner
2nd Floor, 5 Castle Street
St Helier
Jersey JE2 3BT
Telephone: +44 (0) 1534 716530
Email: enquiries@jerseyoic.je
Website: jerseyoic.org