This notice explains how Braemar Care Home uses personal information about our residents, and about the family, friends and representatives who support them. It goes with your Resident Contract or Respite Agreement.
Braemar RCH Limited (company number 06116140) is the data controller for this information. We are registered with the Information Commissioner’s Office, registration number ZA510334. Please ask us if you would like a printed or large print copy.
We only keep the information we need to care for each resident safely and to run the home.
Name, date of birth, contact details, NHS number, GP, next of kin, photo for identification, life history, likes and preferences (from This is Me).
Care plans, assessments, medicines, daily notes, health appointments, hospital letters, and records of any accidents, incidents or concerns.
Names, contact details, relationship to the resident, Lasting Power of Attorney or deputyship details, and notes of our conversations with you.
Funding arrangements, invoices, payments and signed contracts and forms.
We use personal information for the reasons below. Because care records include health information, we also rely on the provision of health and social care (UK GDPR Article 9(2)(h)).
To plan and give safe, person-centred care and support, and to give medicines safely. Lawful basis: our contract with the resident, or with the person or council paying for their care.
To meet our duties to the CQC, keep the records the law requires, report safeguarding concerns and act quickly in an emergency. Lawful basis: legal obligation and, in an emergency, vital interests.
To manage fees and funding, check the quality of our care and train our staff. Lawful basis: our contract and our legitimate interests.
For things such as photos of activities or sharing news with family, we ask first using our Consent to Care form. You can change your mind at any time.
We share only what is needed, with people involved in a resident’s care or where the law requires it. We never sell personal information.
GPs, district nurses, hospitals, paramedics, specialist teams, dentists, opticians and chiropodists.
Goldchem Pharmacy, which supplies residents' medicines and keeps pharmacy records.
The local authority or NHS body that funds or reviews a resident's care, and safeguarding teams.
The Care Quality Commission, the coroner and the police, when the law requires it.
The people a resident has agreed we can talk to, and anyone with legal authority to act for them, such as an attorney.
Companies that provide our care records (CareVision), medicines records (Camascope), email and documents (Microsoft 365) and electronic signatures (signNow), under contracts that protect your data.
We use a small number of approved AI (artificial intelligence) tools to help our team with paperwork, so they can spend more time with residents.
A member of our team checks everything AI produces before it is used. AI never makes decisions about anyone’s care, medicines, safety or wellbeing. Our team only uses AI on Braemar devices and work accounts.
Made by Anthropic, Claude helps our managers check records and write reports, audits and letters. It can read our care, medicines and email systems through secure connections. Your information is not used to train it. It is processed in the US, with safeguards approved under UK law.
Plaud helps our managers take notes in meetings, including meetings with relatives or professionals. We only record if everyone present agrees. If anyone says no, we don't record. Recordings are stored in the EU and deleted within 30 days of the notes being filed.
Copilot helps our senior carers word care notes and emails. It stays within our secure Microsoft 365 account. They identify residents by room number and initials, and only use full details when needed for care, such as an email to a GP.
If you have any questions, or want to use your data rights, please contact our Data Protection Lead, Kelly Sampson, Director.
Records are kept securely and only for as long as needed.
Kept for 8 years after a resident's care with us ends, in line with the Records Management Code of Practice for Health and Social Care, then securely destroyed.
Kept for 6 years after the end of the financial year they relate to, as the law requires.
Password-protected systems, access limited by role, locked storage for paper records, and data protection training for all staff.
We use residents' information for their care and to run the home. If we were ever asked to share it for research or planning, we would respect the national data opt-out.
Residents, and anyone with legal authority to act for them, can contact us at any time to use these rights. We will reply within one month, and there is usually no charge.
Ask for a copy of the personal information we hold.
Ask us to put right anything that is wrong or incomplete.
Object to how we use information, or ask us to limit it. Some records must be kept by law.
Where we rely on consent, such as for photos, you can withdraw it at any time.
Please speak to the Registered Manager first. You can also read our website Privacy Notice.
We review this notice regularly. Last updated: October 2026.
Ask to speak to the Registered Manager, or email hello@braemarcarehome.co.uk.
023 9281 1399, Monday to Friday, 9am to 5pm.
Data Protection, Braemar Care Home, 24–26 Wimbledon Park Road, Southsea, PO5 2PU.
If you are still unhappy, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.