This privacy policy is for this website;
[www.withinreach-services.co.uk]
Privacy Notice
Within Reach Services Limited
Effective Date: 05/08/2026
Review Date: 05/08/2028 or earlier if required
Privacy Notice
Within Reach Services Limited is committed to protecting your privacy and ensuring that your personal information is handled fairly, lawfully and transparently.
This Privacy Notice explains how we collect, use, store and protect your personal information when you:
- Visit our website
- Contact us with an enquiry
- Receive care or support from us
- Apply for employment
- Work with us as an employee, contractor or volunteer
- Engage with us in any other capacity.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) where applicable, and other relevant legislation.
This Privacy Notice may be updated from time to time. The latest version will always be available on our website.
Who We Are
Within Reach Services Limited
28 Westgate Street
Gloucester
GL1 2NG
Telephone: 01242 801201
Email: info@withinreach-services.co.uk
Website: www.withinreach-services.co.uk
Within Reach Services Limited is registered with the Information Commissioner’s Office (ICO) as a Data Controller.
If you have any questions about how we use your information, please contact our Data Protection Officer using the details above.
Our Responsibilities
As the Data Controller, we are responsible for ensuring your personal information is:
- Processed lawfully, fairly and transparently.
- Collected for specified, explicit and legitimate purposes.
- Adequate, relevant and limited to what is necessary.
- Accurate and kept up to date.
- Retained only for as long as necessary.
- Protected using appropriate technical and organisational security measures.
What Information We Collect
The information we collect depends upon how you interact with us.
General Enquiries
If you contact us we may collect:
- Name
- Address
- Telephone number
- Email address
- Details of your enquiry
- Any other information you choose to provide
People Using Our Services
To provide safe and effective care we may collect:
- Name
- Date of birth
- Contact details
- NHS number (where applicable)
- Emergency contact details
- Support needs
- Health information
- Medication information
- Risk assessments
- Care plans
- Mental capacity information
- Safeguarding information
- Communication preferences
- Religious or cultural requirements where relevant to care
- Financial information where required
- Records relating to the care we provide
Many of these are classed as Special Category Personal Data because they relate to health and social care.
Family Members, Representatives and Professionals
Where appropriate we may collect:
- Names
- Contact details
- Relationship to the individual
- Power of Attorney details
- Deputyship information
- Professional contact details
Job Applicants
If you apply for employment we may collect:
- Personal details
- Employment history
- Qualifications
- References
- Right to work documentation
- DBS information
- Occupational health information where required
- Equality monitoring information
- Interview notes
Employees
During employment we may collect information relating to:
- Payroll
- Pensions
- Training
- Supervision
- Performance
- Disciplinary matters
- Health and wellbeing
- Professional registrations
- Mandatory training
- Accident and incident records
How We Use Your Information
We use personal information to:
- Respond to enquiries.
- Provide health and social care services.
- Develop and review care plans.
- Protect the safety and wellbeing of individuals.
- Communicate with service users and their representatives.
- Recruit staff.
- Manage employment.
- Meet contractual obligations.
- Improve our services.
- Manage complaints and compliments.
- Comply with legal and regulatory requirements.
- Safeguard children and adults at risk.
- Prevent fraud.
- Maintain business records.
- Protect our legal rights.
Our Lawful Bases for Processing
Under UK GDPR we must have a lawful basis for processing personal information.
Depending on the circumstances we rely upon one or more of the following:
- Consent
- Performance of a contract
- Compliance with a legal obligation
- Protection of vital interests
- Performance of a task carried out in the public interest
- Legitimate interests
Where we process health or other Special Category Personal Data we also rely upon the relevant conditions under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018, including where processing is necessary for the provision and management of health or social care services.
Sharing Your Information
We only share personal information where it is lawful and necessary.
Depending on your circumstances we may share information with:
- Local Authorities
- NHS organisations
- General Practitioners
- Hospitals
- Community healthcare professionals
- Pharmacies
- Care Quality Commission (CQC)
- Safeguarding teams
- Emergency services
- Police where required by law
- Professional advisers
- Insurance providers
- IT service providers acting on our behalf
- Software providers supporting our services
All organisations processing information on our behalf are required to maintain appropriate security measures and comply with UK data protection legislation.
We never sell your personal information.
International Transfers
We do not routinely transfer personal information outside the United Kingdom.
Where this becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR.
Keeping Your Information Secure
We take the security of your personal information seriously.
We have implemented appropriate technical and organisational measures to protect information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures include:
- Secure electronic systems
- Access controls
- Password protection
- Encryption where appropriate
- Staff confidentiality agreements
- Staff training
- Secure disposal of confidential records
- Regular monitoring and review of our information security arrangements
We also maintain procedures for identifying, investigating and responding to personal data breaches.
Where required by law, we will notify the Information Commissioner’s Office and affected individuals.
How Long We Keep Your Information
We only retain personal information for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, contractual and regulatory requirements.
Retention periods are managed in accordance with our Data Retention Policy and applicable legislation.
Your Rights
Under UK GDPR you have the right to:
- Be informed about how your information is used.
- Request access to your personal information.
- Request correction of inaccurate information.
- Request erasure in certain circumstances.
- Request restriction of processing.
- Object to certain processing.
- Withdraw consent where consent is the lawful basis.
- Not be subject to decisions based solely on automated processing where applicable.
To exercise any of these rights, please contact us.
We may ask you to verify your identity before responding to your request.
Subject Access Requests
You have the right to request a copy of the personal information we hold about you.
Requests may be made verbally or in writing.
We will normally respond within one calendar month, although this may be extended where permitted under UK GDPR.
Further information can be found in our Subject Access Request Procedure.
Data Breaches
Within Reach Services has procedures in place for identifying, reporting, investigating and managing personal data breaches.
Where required by law, breaches will be reported to the Information Commissioner’s Office within the required timescales and where appropriate, affected individuals will also be informed.
How to Contact Us
If you have any questions about this Privacy Notice or wish to exercise your rights, please contact:
Data Protection Officer
Within Reach Services Limited
28 Westgate Street
Gloucester
GL1 2NG
Email: info@withinreach-services.co.uk
Telephone: 01242 801201
Your Right to Complain
If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we can try to resolve your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk
Changes to This Privacy Notice
We review this Privacy Notice regularly to ensure it remains accurate and reflects changes in legislation, guidance and our services.
Any updates will be published on our website, and the revised version will take effect from the date of publication.
Resources & Further Information: