Oxgangs Care Privacy Notice

Last updated: 18.06.26

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1. About this Privacy Notice

Oxgangs Care is committed to protecting your privacy and ensuring that your personal information is collected, used, stored and shared responsibly.

This Privacy Notice explains how we collect and use personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Oxgangs Care is the Data Controller responsible for the personal information we hold about you.

Our Data Controller is responsible for overseeing data protection compliance and can be contacted at:

Email: elaine.black@oxgangscare.org

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2. What information we collect

Depending on your relationship with Oxgangs Care, we may collect information including:

• Name and contact details

• Information needed to provide care, support and services

• Emergency contact information

• Information relating to staff, volunteers, supporters, donors or partners

• Records relating to our work with you

• Photographs, videos or other media where appropriate consent has been provided

Some information may be classed as special category data, such as health information, where this is necessary to provide safe and appropriate support.

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3. How we use your information

We use personal information to:

• Provide care, support and services

• Maintain safe and effective services

• Communicate with you

• Manage relationships with service users, volunteers, staff and supporters

• Meet legal and regulatory responsibilities

• Monitor and improve our services

• Respond to enquiries, concerns or complaints

We only collect information that is necessary, relevant and appropriate for the purpose it is being used for.

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4. Our lawful basis for using your information

We process personal information where we have a lawful basis to do so, including:

• Where you have given consent

• Where processing is necessary to provide services

• Where we must comply with a legal obligation

• Where processing protects someone’s vital interests

• Where processing is necessary for our legitimate interests

We will explain how your information is used and will not use it for unrelated purposes.

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5. Sharing your information

We keep your information confidential. We may share information where necessary and appropriate, for example with:

• Organisations involved in supporting your care

• Health or social care professionals

• Regulatory or statutory bodies

• Service providers who process information on our behalf

We only share information that is necessary and ensure appropriate safeguards are in place.

We may share information without consent where there is a legal requirement, a safeguarding concern, or where sharing is necessary to protect someone from harm.

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6. Keeping your information secure

We take appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access or disclosure.

Information may be stored in secure electronic systems or secure paper records and access is limited to those who need it for their role.

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7. How long we keep your information

We only keep personal information for as long as necessary to fulfil the purpose it was collected for, or where we are required to retain it by law or regulation.

When information is no longer required, it is securely deleted or destroyed.

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8. Your rights

Under UK data protection law, you have rights including:

• The right to access the personal information we hold about you

• The right to request correction of inaccurate information

• The right to request deletion of information where appropriate

• The right to object to certain processing

• The right to withdraw consent where we rely on consent

• The right to raise concerns about how your information is used

To exercise your rights, please contact our Data Protection Lead.

Requests for access to personal information can be made in writing and will be handled in accordance with data protection requirements.

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9. Website visitors

When you use our website, we may collect information you provide through contact forms, enquiries or other interactions.

We will only use this information for the purpose it was provided and will protect it in line with this Privacy Notice.

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10. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concern.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office – Scotland
45 Melville Street
Edinburgh
EH3 7HL

The ICO regulates data protection compliance in the UK.

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11. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements or how we process information.

The latest version will always be available on our website.

Oxgangs Care
Scottish Charity Number SC027609 | Company Reg. No. 219244
6-12 Firrhill Neuk, Oxgangs Care, EH13 9FF
admin@oxgangscare.org