Privacy Policy
What is this document?
This Data Protection Statement provides information about how Caseload Social Work Services Limited collects, stores, and uses personal data relating to individuals (data subjects). This Data Protection Statement relates to personal data received by Caseload Social Work Services Limited in carrying out their business.
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Why do we collect personal data?
Personal data means any information about a living person, where that person either is or could be identified. Personal data covers various types of information, such as name, date of birth, phone number, or address.
Caseload Social Work Services Limited collects and processes personal data to provide contracted services. Some examples:
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To complete the social work assessments
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To screen safeguarding concerns
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To develop safeguarding plans
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To identify and manage risks to the persons
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To contribute to the work of a multidisciplinary team
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To fulfil or to prepare a contract for services
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What is the legal basis for collecting and processing personal data?
Caseload Social Work Services Limited collects and processes personal data in the following situations:
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where the data subject has given consent
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where it is necessary for the performance or preparation of a contract
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where it is necessary for compliance with a legal obligation
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where it is necessary to protect the vital interests of a person
Those are some of the legal basis for collecting and processing personal data listed in Article 6 of the GDPR.
What is GDPR?
The GDPR is short for General Data Protection Regulation. It was introduced on 25 May 2018 and affects all countries within the European Union. It sets out a series of laws concerning how personal data can be processed by organisations within member states. The GDPR outlines the obligations and responsibilities of Caseload Social Work Services Limited in how it collects, uses, and protects personal data. We are committed to protecting the rights and privacy of individuals under GDPR and national data protection legislation (Data Protection Act 2018).
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Anything else to know about GDPR?
Article 5 of the GDPR sets out the key principles relating to the processing of personal data:
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Lawfulness, fairness and transparency
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Purpose limitation
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Data minimisation
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Accuracy
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Storage limitation
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Integrity and confidentiality
Caseload Social Work Services Limited processes personal data lawfully, fairly and in a transparent manner. We take every reasonable step to explain how and why we intend to process personal data. In the majority of cases, we obtain explicit consent from the data subject before the engagement.
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We collect personal data only for specified, explicit and legitimate purposes and we do not further process it in a manner that is incompatible with those purposes. We will not use personal data when the process is concluded. For instance, we would not send our clients promotional material if we collected their data to complete an assessment.
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Caseload Social Work Services Limited ensures that personal data is adequate, relevant, and limited to what is necessary for the purposes for which it is processed. We do not collect personal data that is not needed or just in case. For instance, we would not take photographs of our clients to complete a safeguarding plan.
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We take every reasonable step to ensure that inaccurate personal data are erased or rectified without delay. Personal data is accurate and kept up to date. If our client pointed out that their name is misspelled we would correct it immediately.
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Caseload Social Work Services Limited keeps the personal data in a form which permits the identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed. Once the relevant process is completed the personal data is erased or anonymised.
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We process personal data in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing, accidental loss, destruction or damage. We use appropriate technical or organisational measures to achieve this.
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What personal data do we process?
Personal data means any information about a living person, where that person either is or could be identified. Personal data covers various types of information, such as name, date of birth, phone number, or address. Some of the data we process:
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Basic personal information (e.g., name, surname, date of birth)
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Contact information (e.g., postal address, email address and phone numbers)
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Any other personal data that is provided to us during the performance of a contract or to fulfil the legal obligations (e.g., occupation, employment status)
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Anything else?
In rare cases, we may process special categories of personal data. Special categories of personal data include racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, data concerning health and data concerning sex life or sexual orientation.
Special categories of personal data may only be collected for specified, explicit and legitimate purposes and not further processed in an incompatible manner. For instance, a person's race may be relevant to the content of their safeguarding plan but we would not use it to conduct any research.
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How do we collect personal data?
The collection of personal data involves gathering and obtaining information about individuals. Caseload Social Work Services Limited collects personal data in the following ways:
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Face-to-face conversations and meetings
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Conversations via video link (Zoom, MS Teams, Skype)
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Phone calls
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Emails
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Post
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Social media
Caseload Social Work Services Limited does not record video or phone calls but may keep a record of attendees and meeting/conversation notes.
How do we store personal data?
At Caseload Social Work Services Limited, we prioritise the secure and responsible handling of personal data. In the majority of cases, personal data is stored electronically. Files are securely maintained on the hard drives of our company computers or within protected cloud storage platforms, such as Microsoft 365 SharePoint. For physical documents presented in paper format, we ensure their safety and confidentiality by storing them within our dedicated company office.
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Our social workers may keep some records, namely notes and copies of documents, in paper versions and they are legally responsible for keeping them safe. The Code of Professional Conduct and Ethics obliges them to store and use records according to data protection legislation, and other relevant legislation and protect information in records against loss, damage or access by anyone who is not allowed to access them.
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Will we share personal data with others?
In most situations, personal information will not be shared unless we have obtained explicit consent from the data subject. However, there are instances where sharing data is necessary to provide the data subjects with the services that have been contracted. This may involve sharing information with other health and social care professionals involved in their care.
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Additionally, we are obligated to fulfil certain legal requirements. Situations in which disclosure of confidential information in the absence of consent may be appropriate, justifiable or required by law include preventing harm to the service user, to a third party, or to the public at large.
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For example, if we have reasonable grounds to believe that a child or vulnerable adult may have been or is at risk of being abused, we are compelled by law to report such concerns to the relevant authorities. This commitment is part of our professional responsibility to safeguard individuals in vulnerable situations.
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Prior to the engagement with the service users, we explain the limits of confidentiality and the circumstances in which personal data may be shared with others with or without consent.
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How long do we keep personal data?
Personal data is kept in a form which permits the identification of data subjects for no longer than it is necessary for the purposes for which it is processed. Once the relevant process is completed the personal data is erased or anonymised.
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What are data subject rights?
Under GDPR individuals have certain rights. Subject to certain restrictions, data subjects can exercise these rights:
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The right to be informed about the processing of personal data
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The right to access personal data
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The right to rectification of personal data
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The right to the erasure of personal data
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The right to data portability
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The right to object to the processing
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The right to restrict the processing
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Rights concerning automated decision-making, including profiling
It is worth noting that Article 23 of the GDPR allows for data subject rights to be restricted in certain circumstances. In addition, the Data Protection Act 2018 contains certain provisions dealing with the restriction of the rights of data subjects.
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Questions?
We will answer all questions and deal with any concerns or complaints related to the data collection and processing, or anything else contained in this policy. Contact: info@caseload.ie or Caseload Social Work Services Limited, Celbridge, Co. Kildare, W23 C3WN or 0872548828
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What else?
The Data Protection Statement will be periodically reviewed and updated, ensuring that it remains aligned with any changes in data protection laws or practices in Caseload Social Work Services Limited.
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More information and support is available.
More specific details about data processing, GDPR, Irish legislation on data protection, or your rights as a data subject is available here:
https://www.dataprotection.ie/
https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX%3A02016R0679-20160504&qid=1532348683434
https://www.irishstatutebook.ie/eli/2018/act/7/enacted/en/html
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