A home care service holds some of the most sensitive information there is: health conditions, medication, addresses, key safe codes and family details. Protecting it is a legal duty and a matter of trust.
Know what you hold and why
List the personal data you keep, why you need it and how long you keep it. Health data is special category data and needs extra care.
Give people only the access they need
A care worker needs the care plans for the people on their round, not the whole client list. Office staff may need billing details that carers do not. Role-based permissions make this practical.
Keep an audit trail
You should be able to see who viewed or changed a record and when. It deters misuse and helps you investigate concerns.
Secure devices and passwords
- Use strong, unique passwords and two-step sign-in where available
- Lock phones with a PIN and allow remote wipe
- Remove access as soon as someone leaves
Have a plan for breaches
Know how to contain a breach, who decides whether to report it to the ICO and how to tell the people affected.
Train staff on everyday risks
Most data breaches in care are human mistakes: an email sent to the wrong person, a care plan left in a car, a password shared with a colleague. Short, regular training with real examples is the most effective protection you have.
Choose suppliers carefully
Any software supplier that holds your data should have a written data processing agreement, clear information on where data is stored and how it is protected, and a process for helping you respond to requests from individuals.
Respond to access requests on time
People can ask for a copy of the information you hold about them. You normally have one month to respond. Keep a log of requests and make sure staff know to pass them to the right person immediately.
Frequently asked questions
Do we need a Data Protection Officer?
Many care providers process health data on a large scale and should take advice on whether a DPO is required.
Is the Data Security and Protection Toolkit relevant?
Services with NHS contracts or access to NHS systems are usually expected to complete it. Check your contract requirements.
CEVERO Care has role-based access control, an audit log and a data protection area. See the features.