WeBsite Privacy Notice

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 Forever Unique Care Limited is responsible for the personal information described in this notice. Under data-protection law, we are the data controller because we decide why and how that information is used.

Company name: Forever Unique Care Limited
Company number: 14100165
Registered office: 116 Auriel Avenue, Dagenham, England, RM10 8BU
Email: manager@foreveruniquecare.co.uk
Telephone: 07789 004 518

The registered office is not a public drop-in service. Visits to Auriel House are by prior arrangement only.

Questions about privacy, information rights or the use of personal information should be addressed to the Data Protection Lead using the contact details above.

This notice explains how we collect and use personal information when you:

• visit the Forever Unique Care website; 
• use our Contact or Referrals forms; 
• request our Statement of Purpose or other information; 
• make a professional, placement, partnership or community enquiry; 
• provide a complaint, compliment or other feedback; 
• contact us by email or telephone after visiting the website; or 
• interact with links, security features or cookie settings on the website. 

Recruitment information is covered by our separate Recruitment Privacy Notice.

Children living at Auriel House, their families and people involved directly in their care will receive separate and appropriately detailed privacy information about care records, safeguarding information and the operation of the home.

Depending on how you contact us, we may collect:

• your name; 
• organisation, local authority or professional role; 
• email address and telephone number; 
• the type or subject of your enquiry; 
• the information included in your message; 
• your preferred way of being contacted; 
• correspondence and notes of our response; 
• information connected with a complaint, compliment or feedback; and 
• information needed to arrange a professional discussion or provide requested documents. 

Our public forms are not intended for sending a child’s name, date of birth, address, care records, risk information or other confidential case information. Where sensitive documents are genuinely required, we will provide an appropriate secure route.

When you use the website, our website and security providers may collect limited technical information such as:

• internet protocol address; 
• browser and device type; 
• operating system; 
• date and time of access; 
• pages or functions used; 
• security, diagnostic and error information; 
• cookie or tracking preferences; and 
• information used by reCAPTCHA to distinguish genuine visitors from automated or abusive traffic. 

We do not intentionally ask for health, safeguarding or other sensitive information through the general Contact or Referrals forms.

A message may nevertheless contain:

• health or disability information; 
• information about race, ethnicity, religion, sexual orientation or gender identity; 
• safeguarding information; 
• allegations or information about criminal conduct; or 
• information concerning a child or another vulnerable person. 

Where this happens, we will use only the information that is necessary, restrict access and decide whether it should be transferred to an appropriate secure record or deleted.

We use contact information and messages to:

• understand and respond to your enquiry; 
• provide information you have requested; 
• direct the enquiry to the appropriate person; 
• arrange a professional discussion; 
• maintain a record of important communications; and 
• follow up where further action is required. 

Our usual lawful basis is our legitimate interests in communicating with professionals, applicants, neighbours and members of the public and in managing Forever Unique Care responsibly.

Where you personally ask us to take steps before entering into a contract with you, the lawful basis may also be that the processing is necessary for steps before entering into a contract.

We use professional contact information to:

• discuss the broad nature of a potential referral; 
• provide the Statement of Purpose; 
• explain the home’s proposed registration, cohort and matching process; 
• arrange a secure route for referral documents; 
• maintain an appropriate record of professional discussions; and 
• meet relevant safeguarding, regulatory and service-planning responsibilities. 

The lawful bases may include:

• our legitimate interests in managing professional enquiries and assessing whether Auriel House may be able to respond; 
• compliance with a legal or regulatory obligation; and 
• steps connected with entering into or administering a placement arrangement, where applicable. 

The public form must not be used to send child-identifying case information.

We use information to:

• acknowledge and respond to concerns; 
• investigate and record complaints; 
• provide appropriate updates and outcomes; 
• identify safeguarding or regulatory action; 
• learn from feedback; and 
• demonstrate that concerns have been handled properly. 

The lawful bases are compliance with legal and regulatory obligations and our legitimate interests in maintaining quality, accountability and safe services.

A service complaint will be handled under our Complaints Policy. A complaint about how we have used personal information will also be handled through the data-protection complaints process in section 12 of this notice.

Where an enquiry raises concern about the safety or welfare of a child or another person, we may use and share relevant information to:

• protect someone from harm; 
• obtain emergency assistance; 
• make a safeguarding referral; 
• report an allegation concerning an adult who works with children; 
• contact the police, social care or another safeguarding body; and 
• meet notification or regulatory requirements. 

The lawful bases may include a legal obligation, protection of someone’s vital interests and our legitimate interests in protecting children and others from harm.

We use technical information to:

• operate and maintain the website; 
• deliver and secure online forms; 
• prevent spam, fraud and abuse; 
• diagnose faults; 
• maintain system and access security; and 
• establish, exercise or defend legal claims. 

Our usual lawful basis is our legitimate interests in maintaining a safe, reliable and secure website.

Technologies that are necessary to operate or secure the website may be used where data-protection and electronic-communications law permits this.

We will use non-essential analytics, advertising or marketing technologies only where the required information and choices have been provided and a valid consent or other applicable legal exception is in place.

You can manage available preferences through the website’s Cookie Settings.

We may use information to:

• comply with a legal requirement; 
• respond to Ofsted, the Information Commissioner’s Office or another regulator; 
• respond to a lawful request from a public authority; 
• support legal advice, insurance or claims; 
• prevent or investigate unlawful conduct; and 
• preserve evidence where a dispute or investigation is reasonably anticipated.

We use contact information and messages to:

• understand and respond to your enquiry; 
• provide information you have requested; 
• direct the enquiry to the appropriate person; 
• arrange a professional discussion; 
• maintain a record of important communications; and 
• follow up where further action is required. 

Our usual lawful basis is our legitimate interests in communicating with professionals, applicants, neighbours and members of the public and in managing Forever Unique Care responsibly.

Where you personally ask us to take steps before entering into a contract with you, the lawful basis may also be that the processing is necessary for steps before entering into a contract.

We use professional contact information to:

• discuss the broad nature of a potential referral; 
• provide the Statement of Purpose; 
• explain the home’s proposed registration, cohort and matching process; 
• arrange a secure route for referral documents; 
• maintain an appropriate record of professional discussions; and 
• meet relevant safeguarding, regulatory and service-planning responsibilities. 

The lawful bases may include:

• our legitimate interests in managing professional enquiries and assessing whether Auriel House may be able to respond; 
• compliance with a legal or regulatory obligation; and 
• steps connected with entering into or administering a placement arrangement, where applicable. 

The public form must not be used to send child-identifying case information.

We use information to:

• acknowledge and respond to concerns; 
• investigate and record complaints; 
• provide appropriate updates and outcomes; 
• identify safeguarding or regulatory action; 
• learn from feedback; and 
• demonstrate that concerns have been handled properly. 

The lawful bases are compliance with legal and regulatory obligations and our legitimate interests in maintaining quality, accountability and safe services.

A service complaint will be handled under our Complaints Policy. A complaint about how we have used personal information will also be handled through the data-protection complaints process in section 12 of this notice.

Where an enquiry raises concern about the safety or welfare of a child or another person, we may use and share relevant information to:

• protect someone from harm; 
• obtain emergency assistance; 
• make a safeguarding referral; 
• report an allegation concerning an adult who works with children; 
• contact the police, social care or another safeguarding body; and 
• meet notification or regulatory requirements. 

The lawful bases may include a legal obligation, protection of someone’s vital interests and our legitimate interests in protecting children and others from harm.

We use technical information to:

• operate and maintain the website; 
• deliver and secure online forms; 
• prevent spam, fraud and abuse; 
• diagnose faults; 
• maintain system and access security; and 
• establish, exercise or defend legal claims. 

Our usual lawful basis is our legitimate interests in maintaining a safe, reliable and secure website.

Technologies that are necessary to operate or secure the website may be used where data-protection and electronic-communications law permits this.

We will use non-essential analytics, advertising or marketing technologies only where the required information and choices have been provided and a valid consent or other applicable legal exception is in place.

You can manage available preferences through the website’s Cookie Settings.

We may use information to:

• comply with a legal requirement; 
• respond to Ofsted, the Information Commissioner’s Office or another regulator; 
• respond to a lawful request from a public authority; 
• support legal advice, insurance or claims; 
• prevent or investigate unlawful conduct; and 
• preserve evidence where a dispute or investigation is reasonably anticipated.

 Special-category information includes information about health, race or ethnicity, religion or belief, sexual orientation, sex life, political opinions, trade-union membership, genetics or biometrics used for identification.

Where we need to use special-category information, we will identify both:

• an Article 6 lawful basis; and 
• an appropriate Article 9 condition. 

Depending on the circumstances, the additional condition may relate to:

• health or social care; 
• employment or social-protection obligations; 
• safeguarding children or people at risk; or 
• another substantial-public-interest condition under the Data Protection Act 2018. 

Criminal-offence information will be used only where an Article 6 lawful basis and an applicable condition under the Data Protection Act 2018 are in place.

We do not ask visitors to provide this information through a public website form unless we have specifically explained why it is needed and provided an appropriate route.

 Access within Forever Unique Care is restricted to people who need the information for their role. This may include authorised directors, the Responsible Individual, the Registered Manager, managers and authorised administrative or compliance workers.

Where necessary and lawful, information may also be shared with:

• the person or organisation that made or is connected with the enquiry; 
• placing and host local authorities; 
• social workers, Independent Reviewing Officers and safeguarding professionals; 
• Ofsted and other regulators; 
• the LADO, police or other law-enforcement bodies; 
• health, education or advocacy services; 
• professional advisers, insurers and auditors; 
• IT, email, cloud-storage and website providers; 
• GoDaddy, which hosts the website and processes online form information; 
• Google, through the reCAPTCHA security service; and 
• other organisations where sharing is required by law or necessary to protect someone from harm. 

We do not sell personal information.

We do not add people who use the Contact or Referrals forms to a marketing list unless they have separately and clearly chosen to subscribe.

Our website is hosted using GoDaddy services. Information entered into a website form is processed through GoDaddy’s systems and delivered to our authorised account or inbox.

GoDaddy may also process limited information for its own security, service and legal purposes. Further information is available in the GoDaddy Global Privacy Notice and GoDaddy European Supplemental Privacy Notice.

Our forms use Google reCAPTCHA to reduce spam and abuse. reCAPTCHA may process browser, device, interaction and network information and may set a security cookie for risk analysis. Google’s Privacy Policy and Terms of Service apply and are linked beneath the form.

The website may contain links to external websites or social-media pages. Those organisations are responsible for their own privacy practices once you leave our website.

Some website, email, cloud or security providers may process information outside the United Kingdom.

Where personal information is transferred to a country that does not have UK adequacy regulations, we will require an appropriate safeguard where the law requires one. This may include an approved UK international data-transfer agreement, a UK addendum to standard contractual clauses or another legally recognised safeguard.

You may contact the Data Protection Lead for further information about safeguards relevant to your information.

9. How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected and for any legal, safeguarding, regulatory or claims requirement.

Our current default periods are:

Normally retained for up to 12 months after the final response or closure of the enquiry.

Normally retained for up to 12 months after the last meaningful contact.

Where an enquiry progresses into a formal referral, matching assessment or placement, relevant information will be moved to an appropriate secure operational record and retained under the applicable regulatory and organisational retention schedule.

Retained according to the nature of the matter, the Complaints Policy, safeguarding requirements, children’s-home record requirements, our Retention Schedule and any relevant limitation period.

Information may be kept longer where:

• it forms part of a child’s regulated case record; 
• it concerns safeguarding or an allegation; 
• a complaint, investigation or legal claim remains open; 
• a regulator or public authority requires it; or 
• there is another lawful reason to preserve it. 

Retained for the shortest period reasonably necessary for website operation, security, troubleshooting and compliance, subject to the relevant service-provider settings and the information shown in Cookie Settings.

Recruitment information is retained as explained in our Recruitment Privacy Notice.

We keep personal information only for as long as it is needed for the purpose for which it was collected and for any legal, safeguarding, regulatory or claims requirement.

Our current default periods are:

Normally retained for up to 12 months after the final response or closure of the enquiry.

Normally retained for up to 12 months after the last meaningful contact.

Where an enquiry progresses into a formal referral, matching assessment or placement, relevant information will be moved to an appropriate secure operational record and retained under the applicable regulatory and organisational retention schedule.

Retained according to the nature of the matter, the Complaints Policy, safeguarding requirements, children’s-home record requirements, our Retention Schedule and any relevant limitation period.

Information may be kept longer where:

• it forms part of a child’s regulated case record; 
• it concerns safeguarding or an allegation; 
• a complaint, investigation or legal claim remains open; 
• a regulator or public authority requires it; or 
• there is another lawful reason to preserve it. 

Retained for the shortest period reasonably necessary for website operation, security, troubleshooting and compliance, subject to the relevant service-provider settings and the information shown in Cookie Settings.

Recruitment information is retained as explained in our Recruitment Privacy Notice.

Depending on the circumstances and lawful basis, you may have the right to:

• be informed about how your information is used; 
• request access to your personal information; 
• ask us to correct inaccurate or incomplete information; 
• ask for information to be erased where the right applies; 
• ask us to restrict its use; 
• object to processing based on legitimate interests; 
• receive certain information in a portable format; 
• withdraw consent where consent is the lawful basis; and 
• receive safeguards in relation to solely automated decisions. 

These rights are not absolute. A request may be limited where information must be retained or used for safeguarding, legal, regulatory or other lawful reasons.

To make a request, contact the Data Protection Lead at:

Email: manager@foreveruniquecare.co.uk
Telephone: 07789 004 518
Post: Forever Unique Care Limited, 116 Auriel Avenue, Dagenham, RM10 8BU

We may need to confirm your identity before providing information.

 You have the right to complain if you believe we have not handled personal information properly.Please contact the Data Protection Lead and clearly state that you are making a data-protection complaint. Tell us:

• what happened; 
• what information is involved; 
• when it happened; 
• why you are concerned; and 
• what you would like us to do. 

You may complain by email, telephone, post or through the general Contact form. Do not include unnecessary confidential information in the public form.We will:

• help you make the complaint where reasonable support is needed; 
• acknowledge it within 30 days; 
• investigate it appropriately; 
• keep you informed where the investigation takes time; and 
• communicate the outcome without undue delay. 

You may also complain to the Information Commissioner’s Office:Information Commissioner’s OfficeWycliffe House Water Lane Wilmslow Cheshire SK9 5AF  Telephone: 0303 123 1113The ICO provides an online data-protection complaint service. 

Forever Unique Care Limited is the data controller responsible for personal information used during recruitment.

Company name: Forever Unique Care Limited
Company number: 14100165
Registered office: 116 Auriel Avenue, Dagenham, England, RM10 8BU
Email: manager@foreveruniquecare.co.uk
Telephone: 07789 004 518

Questions about recruitment privacy, information rights or data-protection complaints should be directed to the Data Protection Lead using the contact details above.

This notice applies to:

• people who submit a CV through our website; 
• people who complete our full application form; 
• candidates who take part in formal shortlisting, interviews or assessments; 
• people considered for employed, bank, temporary or agency roles; 
• preferred candidates who undergo safer-recruitment checks; 
• former applicants whose records remain within the stated retention period; and 
• people named as referees. 

It covers recruitment from the initial CV review through formal application, interview, vetting, appointment or closure of the application.

The website Apply form collects:

• the role applied for; 
• full name; 
• telephone number; 
• email address; 
• current CV; and 
• limited technical and security information connected with the form submission. 

CVs are used for an initial review.

Applicants selected to progress will be contacted and asked to complete Forever Unique Care’s full application form before formal shortlisting and interview.

Please do not upload passports, driving licences, DBS certificates, right-to-work documents or other identity documents through the initial CV form.

At later stages, we may collect:

• full employment and education history; 
• explanations for employment or education gaps; 
• qualifications, skills and professional registrations; 
• application-form answers; 
• referee names and contact details; 
• references and information obtained from former employers; 
• interview notes, panel scores and assessment results; 
• information about availability, notice period and working patterns; 
• evidence of identity and right to work; 
• driving-licence, vehicle or insurance information where relevant; 
• information required for an enhanced DBS and children’s barred-list check; 
• criminal-conviction, caution or barring information where it is lawful and relevant; 
• information from proportionate searches of publicly available online sources; 
• health or disability information needed to arrange a reasonable adjustment or assess fitness for a role; 
• emergency or safeguarding information where relevant; 
• correspondence about the recruitment process; 
• complaints, appeals or queries connected with the application; and 
• voluntary equality-monitoring information, where this is requested. 

Please avoid including unnecessary sensitive information in your CV.

Most information comes directly from you.

We may also receive relevant information from:

• referees; 
• former employers; 
• recruitment agencies or consultants; 
• the Disclosure and Barring Service; 
• right-to-work checking services; 
• qualification or professional-registration bodies; 
• occupational-health providers; 
• publicly accessible online sources; 
• safeguarding or regulatory bodies; and 
• other sources where checking is necessary and lawful for the role. 

Where you provide referee details, you should tell the referee that we may contact them and direct them to this notice.

We use recruitment information to:

• receive and review CVs; 
• communicate with applicants; 
• assess whether an applicant appears to meet the role requirements; 
• invite selected applicants to complete the full application form; 
• formally shortlist candidates; 
• arrange and conduct interviews and assessments; 
• make recruitment decisions; 
• arrange reasonable adjustments; 
• verify employment history, qualifications and information provided; 
• obtain and consider references; 
• complete right-to-work and safer-recruitment checks; 
• assess suitability to work with children; 
• make and manage a conditional offer; 
• protect children, workers and the organisation; 
• maintain appropriate evidence of a fair recruitment process; 
• comply with legal, employment, safeguarding and regulatory duties; 
• respond to complaints, disputes or legal claims; and 
• monitor and improve the fairness of our recruitment process. 

We do not use recruitment information for unrelated marketing.

Depending on the stage and purpose, we rely on one or more of the following Article 6 lawful bases.

We use information to take steps at your request before potentially entering into an employment contract with you. This includes reviewing your CV and application, interviewing you and considering an offer.

We use information where necessary to meet legal and regulatory requirements, including:

• right-to-work duties; 
• safeguarding and safer-recruitment requirements; 
• employment and equality law; 
• record-keeping duties; and 
• requirements applying to people working in a children’s home. 

We use information where necessary for our legitimate interests in:

• recruiting suitable and competent workers; 
• operating a fair, consistent and properly documented process; 
• checking the accuracy of information provided; 
• protecting children and others from harm; 
• maintaining the security and integrity of the organisation; and 
• establishing, exercising or defending legal claims. 

Where we rely on legitimate interests, we consider whether the processing is necessary and whether your interests, rights or freedoms outweigh our interests.

We do not ordinarily rely on consent for core recruitment activities.

Where we ask for consent for a genuinely optional purpose, such as keeping details for a separate future-vacancy talent pool, you may refuse or withdraw that consent without affecting the current recruitment decision.

Special-category information may include health, disability, race or ethnicity, religion or belief, sexual orientation, trade-union membership or other particularly sensitive information.

Where we process special-category information, we identify an Article 6 lawful basis and an applicable Article 9 condition.

Depending on the purpose, the Article 9 condition may include:

• employment, social-security and social-protection obligations and rights; 
• substantial public interest, including equality monitoring or safeguarding; or 
• health or occupational-health purposes where applicable. 

Information about reasonable adjustments will be restricted to people who need it and will not be used to assess whether you have the skills or values required for the role.

Voluntary equality-monitoring information will be separated from selection decisions as far as reasonably practicable and used in anonymised or aggregated form wherever possible.

Work at Auriel House may require an enhanced DBS check with children’s barred-list information.

We process criminal-offence information only where:

• an Article 6 lawful basis applies; and 
• the processing is authorised by an applicable condition in Schedule 1 to the Data Protection Act 2018. 

DBS and barred-list checks will normally be undertaken at the appropriate pre-employment stage for a preferred or conditionally selected candidate.

We will record the fact and outcome of the check, the date and relevant certificate details required for our recruitment and compliance records.

We do not normally keep a copy of a DBS certificate for longer than necessary. Where it is necessary to retain certificate information temporarily, it will generally be securely destroyed within six months, unless there is a lawful and documented reason to retain it for longer.

DBS information will be considered fairly and only in relation to the role, the law and our Recruitment of Ex-Offenders arrangements.

For candidates selected to progress to formal shortlisting, we may conduct a proportionate search of information that is publicly available online.

The purpose is to identify information that may be relevant to suitability to work with children or to verify information connected with the application.

We will not ask you to provide passwords or access to private social-media accounts.

We will:

• limit searches to what is necessary and proportionate; 
• avoid relying on clearly irrelevant personal information; 
• record relevant findings appropriately; 
• consider the context and reliability of information; and 
• provide an opportunity to respond where information may materially affect a decision. 

We may also verify qualifications, professional registration, employment history, right to work and references at the appropriate stage.

Recruitment information may be accessed by authorised people who need it for the recruitment or governance process, including:

• the Director; 
• the Responsible Individual; 
• the Registered Manager; 
• recruiting managers; 
• interview and shortlisting panel members; 
• authorised administrative, HR or compliance workers; and 
• people responsible for safer-recruitment checks. 

Where necessary and lawful, it may also be shared with:

• referees and former employers; 
• recruitment agencies or consultants; 
• DBS and identity-checking services; 
• right-to-work checking providers; 
• qualification and professional-registration bodies; 
• occupational-health providers; 
• IT, website, email and secure-storage providers; 
• GoDaddy, which processes the website CV form; 
• Google, through the reCAPTCHA security service; 
• Ofsted or another regulator; 
• local authorities, the LADO, police or safeguarding bodies where required; 
• legal advisers, insurers and auditors; and 
• other public authorities where disclosure is lawful and necessary. 

We do not sell applicant information.

The CV form is hosted through GoDaddy and protected by Google reCAPTCHA.

GoDaddy processes form and attachment information to provide the website service. It may also process limited information for its own security and service purposes under its own privacy notices.

reCAPTCHA may process browser, device, interaction and network information to distinguish genuine applicants from automated or abusive submissions. Google’s Privacy Policy and Terms of Service apply and are linked beneath the form.

Some website, cloud, email or checking providers may process information outside the United Kingdom.

Where a restricted international transfer takes place, we require an appropriate lawful safeguard where the law requires one. This may include UK adequacy regulations, an approved UK international data-transfer agreement, a UK addendum to standard contractual clauses or another legally recognised mechanism.

Further information about relevant safeguards is available from the Data Protection Lead.

CVs, applications, interview notes, scoring and other recruitment records relating to unsuccessful applicants will normally be retained for six months after the recruitment campaign ends.

They will then be securely deleted unless:

• a complaint, dispute or legal claim is open or reasonably anticipated; 
• a safeguarding or regulatory issue requires longer retention; 
• the law requires us to retain particular information; or 
• you have separately agreed that we may retain limited details for a stated future-vacancy period. 

Their CV and initial contact details will normally be retained for the same six-month period after the recruitment campaign ends.

Information needed for employment, safer recruitment and regulatory compliance will be transferred to the successful applicant’s personnel and recruitment-compliance records.

It will then be retained in accordance with our Staff Records Retention Schedule and applicable legal and children’s-home regulatory requirements.

Information that is not needed for employment will be securely deleted.

DBS certificate information will not normally be retained for longer than necessary and will generally be securely destroyed within six months where a temporary copy has been required.

The necessary check details and recruitment decision may continue to be recorded in the personnel or Recruitment Compliance Matrix.

Information collected solely to arrange an adjustment will be deleted when no longer required, unless the successful applicant needs an ongoing workplace adjustment and the relevant information is transferred securely to their staff record.

Identifiable equality-monitoring information will be deleted or anonymised when it is no longer required for the monitoring purpose.

You are not required to apply for a role.

However, we may be unable to consider or progress your application where you do not provide information reasonably required to:

• identify and contact you; 
• assess your experience and suitability; 
• verify information provided; 
• complete statutory or safer-recruitment checks; or 
• confirm that you are legally and practically able to perform the role. 

We will explain when information is optional and when it is required.

We do not make recruitment decisions based solely on automated processing or artificial intelligence.

Recruitment decisions are made by authorised people who consider the relevant CV, application, interview, assessment and safer-recruitment information.