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To run the application process for Shared Lives, Shared Lives Plus will need to collect, use and store personal data relating to members of the public who apply to become and members of the public who are accepted as, Shared Lives Carers. Under UK data protection law, Shared Lives Plus will be the joint controller of such personal data in partnership with our member schemes. This means that Shared Lives Plus is required to explain to such members of the public how their personal data will be processed and what data protection rights they have.
Please read over this privacy notice carefully, because it contains important information about who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint. In addition, it explains the role of and our and your relationship with Shared Lives Plus and the schemes.
The privacy notice only applies for the information you share on the application portal, as set out in this notice, and you may also need to read the privacy notice of your shared lives schemes.
In this privacy notice, for convenience, we use the following defined terms:
| Shared Lives Plus | Shared Lives Plus (a company incorporated in England and Wales with registered number 4511426, and a registered charity with number England and Wales 1095562 and in Scotland SCO42743 ) whose registered office is at G04, The Cotton Exchange, Old Hall Street, Liverpool, L3 9JR |
| Shared Lives Plus Website | the website owned and run by Shared Lives Plus and found at www.sharedlivesplus.org.uk which includes the recruitment and training portal |
| Our data protection officer | Name: Phoebe Rowell Address: Shared Lives Plus, Eleanor Rathbone House, Connect Business Village, 24 Derby Road, Liverpool, L5 9PR Email address: phoebe@sharedlivesplus.org.uk Telephone: |
| personal data | any information relating to an identified or identifiable living individual |
| Scheme | the local Shared Lives provider |
| Shared Data | has the meaning set out in the section ‘Your relationship with Shared Lives Plus and the Shared Lives schemes’ |
| We, us, our | Shared Lives Plus (a company incorporated in England and Wales with registered number 4511426, and a registered charity with number England and Wales 1095562 and in Scotland SCO42743 ) whose registered office is at G04, The Cotton Exchange, Old Hall Street, Liverpool, L3 9JR |
| You, your | a member of the public who applies to become a Shared Lives carer or a member of the public who is accepted as a Shared Lives Carer, and at whom this privacy notice is directed |
When you apply to become a Shared Lives Carer we will need to collect/obtain the information listed below from you:
As your application for a Shared Lives Carer progresses, we will ask you to provide the following personal data
We will also obtain certain technical data, and aggregated data about you if you use our Shared Lives Plus website and portak for example, your IP address and cookie data). This will help us understand use of and interaction with the application process, including if applicants regularly drop out at a certain stage of the process, and how broad participation in the application process is.
Under UK data protection law, we can only use your personal data if we have a lawful basis for doing so. For example:
To gather information for the contract you are entering to be a Shared Lives Carer, to comply with our legal and regulatory obligations; for our legitimate interests or those of a third party; to protect your or someone else’s vital interests, or where you have given consent.
A legitimate interest is when we have a reasonable need to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use your personal data for and our lawful basis for doing so under UK data protection law:
In relation to your personal data, Shared Lives Plus will act as a controller and will share your personal data with the Shared Lives scheme where they will also act as controller.
Where the individual schemes process your personal data they will be subject to contractual obligations to us only to process your personal data in accordance with agreed terms and conditions, not to use your personal data for other purposes and to keep your personal data safe and secure. You can request a copy of the Data Sharing Agreement by contacting info@sharedlivesplus.org.uk
Shared Lives Plus and your local scheme will then become joint controllers of the Shared Data. This means that both Shared Lives Plus and your local scheme will have certain rights to use the Shared Data but must also comply with the obligations and restrictions set out in UK data protection law. At this point the schemes privacy notice will then apply.
Sharing of your personal data with other third parties
As well as with our member schemes we will also need to share your personal data with certain other trusted organisations who are providing essential services to us in relation to the recruitment process. All of these companies are UK based and the information is stored in the UK This includes:
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.
We, and our partner schemes, may also disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
As stated below (see ‘How and why we use your personal data summary’), we will use information we obtain about your application journey to create anonymous statistics about recruitment. For example, statistics about how many people have applied as a Shared Lives Carer. We will include such statistics in reports we share with National Lottery who have funded the scheme who may, in turn, share those reports more widely. We will also use to continually improve and develop our recruitment processes. No personal data about you will be included in any such reports.
Unsuccessful and incomplete applications
In the event that we are unable to accept, or you inform us that you wish to withdraw, your application to become a Shared Lives Carer, we will delete your application form from our system as soon as reasonably practicable but within fourteen days of any decision/notification regarding your application. This will include any copy documentation you have provided to us i.e. photographs, gas safety certificates or landlord agreements. We will, however, retain your name and email address for seven years. This is necessary for our general record keeping and audit purposes and so that we can compile statistics relating to the total number of applications received.
If you are in the process of application and do not instruct us that you wish to withdraw, we will keep the information for a period of 12 months after you have last entered information, should you wish to recommence the application. We will send you an email prior to your information being deleted to remind you of the application.
Successful applications
If you are accepted as a Shared Lives Carer, our general retention policy will be to retain your personal data on the portal until your application has been approved. The data will then be removed from the portal and passed to the scheme and your information will be stored under their data protection and data retention policy.
Our general retention policy (of retaining name and email address) is initially for two years, after which we will ask you again for consent. However deleting the application information within 14 days of any decision regarding your application referred to above is subject to the following exceptions:
Deletion of personal data
Once it is no longer necessary for us to retain your personal data, we will ensure that it is permanently and securely deleted or anonymised. Once your application and assessment for the role of carer has been approved we will transfer the information to your scheme and delete the information from the portal within fourteen days (subject to the exceptions above). As a general principle, we will aim to review the data we hold annually to assess whether it still meets the exception requirements outlined above.
There is also a function which allows applicants who decide to withdraw to delete their information themselves. For more information on how to do this please see our how to guide or contact info@sharedlivesplus.org.uk
Our retention Schedule
Further details about our retention policy can be found in our retention schedule. Please contact us if you would like to be provided with a copy of this.
Shared Lives Plus is committed to protecting personal data and respecting the rights of our data subjects; the people whose personal data we collect and use.
The protection and security of the data that we hold and use, including personal information, is paramount to Shared Lives Plus and we have developed data specific controls and protocols to protect personal information and data that is subject to the GDPR and data protection laws.
We value the personal information entrusted to us and we respect that trust, by complying with all relevant laws, and adopting good practice.
Shared Lives Plus have taken the following precautions to ensure the safety of your personal information
Some information from the psychometric assessment will be stored by Profiles for Care and you can find out more about their policies here Your personal information will not be transferred by us or any of our partners outside the UK and/or EEA.
Once your application is complete the scheme you will be working with will remove the information from the portal and store according to their own policies. Shared Lives Plus has signed data sharing agreements with all the schemes participating in the portal and outlines the procedures we expect them to adhere to. For information on how your scheme protects your data please contact your scheme worker.
Under data protection law, you have a number of different rights which you can exercise free of charge. These are described in the table below. Some of the rights only apply in certain circumstances and not all of the rights will be relevant in relation to our use of your personal data:
Any decisions we will make from information you share on the portal will be made by your scheme worker through their assessment process. At no point will any decision be made through an automated process.
| Access | The right to be provided with a copy of your personal data (the right of access) |
| Rectification | The right to require any mistakes in your personal data to be corrected |
| To be forgotten | The right, in certain circumstances, to require that your personal data is deleted |
| Restriction of processing | The right, in certain circumstances, to require use of your personal data to be restricted (for example, if you contest the accuracy of the data) |
| Data portability | The right, in certain circumstances, to receive your personal data in a structured, commonly used and machine-readable format and/or transmit that data to a third party |
| To object | The right to object to your personal data being processed for direct marketing (including profiling) and the right, in certain circumstances, to object to the continued processing of your personal data on the basis of legitimate interests |
For further information on each of these rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of your rights, please email, call or write to our Data Protection Officer (see below: ‘How to contact us’). Please note that we will ask you to:
Keeping your personal information secure
If you are accepted as a carer by your scheme, the personal data you provide to us in your application form will be stored in a secure database made available to us for the purpose of the application and assessment process. For more details see previous information on where your data is stored. Your personal data will be kept separate from other personal data stored by Shared Lives Plus.
In addition, we have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information at both Shared Lives Plus and the shared lives schemes will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If, at the time you apply to become a shared lives carer, we are not recruiting in your area or are not using the recruitment platform to progress applications, you will be given the option to register your interest in finding out more of the process in your area. We will then automatically email you and will pass on your contact details to your local scheme.
If you decide to register your interest with us, please note the following information:
To improve your browsing experience, we use services provided by third parties such as Facebook, Google and other social media bodies. Shared Lives Plus uses cookies and some content from third parties such as Google, Facebook and Twitter. Shared Lives Plus is registered in the UK and subject to its legislation regarding data protection.
Whilst every reasonable effort is taken to protect your data and ensure your privacy is respected, please bear in mind that we have no direct control over these services or any information shared with them. Please be aware that it is not always possible for us to guarantee that they adhere to the same standards Shared Lives Plus does, so please check their privacy notices for more information on their standards and practices. If you have any concerns that you would like further clarification on, then please contact us and we would be delighted to discuss this further.
Shared Lives Plus provides this website as a public service and cannot guarantee your connection is always secure. Please be aware that this is your responsibility. Shared Lives Plus values you and your data and will take every reasonable step to ensure a safe and secure browsing experience but it cannot be held liable for data loss or issue whilst accessing our services. By browsing our site and using our digital services you agree to our privacy policy and the limitations outlined therein. Shared Lives Plus is a UK registered charity and subject to all UK legislation regarding data protection.
Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in our Cookie Policy.
| The information you input into our online application and assessment | To register you as an applicant and shared lives carer and keep a record of your details | Our legitimate interest in administering the recruitment process effectively Pursuant to a contract with you after recruitment |
| Your full name, telephone number email address and/or postal address | So that we can communicate/correspond with you about Shared Lives and your application | Our legitimate and your interest in ensuring that the recruitment process is run effectively and queries dealt with appropriately Pursuant to a contract with you after recruitment |
| The information you input into our online application and assessment form and the DBS information | To appropriately match volunteers to Individuals referred to the shared lives programme | Our contractual interest in ensuring that Individuals are protected and kept safe To protect the vital interests of a third party For our legal and regulatory responsibilities |
| Information we obtain about you if you telephone or email our head office or initial email with a query or as a result of your application process | To enable us to manage your role as a Shared Lives carer deal with your queries and respond appropriately to information provided to us by Individuals or other third parties | Our legitimate interest in ensuring that the Scheme is run effectively The legitimate interests of Individuals and other third parties (e.g. such as their interests in ensuring that complaints are dealt with promptly and appropriately) |
| Data we collect automatically if you use our website | To enable us to run the website effectively | Our legitimate interests and, in relation to our use of certain cookies, your consent. You can find more information about the legal bases we rely upon when we collect personal data and the tools we use via here |
| Your full name, telephone number, email address and/or postal address | To contact you for the purposes described in the section ‘Promotional Communications’ | Your express consent |
We will only use your personal data (i.e. your name, telephone number, email address and/or postal address) to communicate with you about the benefits of the Shared Lives Plus membership programme.
As a general rule, we will not share your personal data with other organisations for promotional or marketing purposes or contact you with promotional information about other organisations.
We mainly collect information from our members or subscribers for us to process your membership or subscription and ensure you are aware of all the benefits of your membership or subscription.
One of the standard Shared Lives carer membership benefits is benefit advice and access to ‘ask the legal expert’. To assist your access to this we may pass your details to Jackson Canter Solicitors. As public liability insurance is included in the full Shared Lives carer membership we will pass your details onto Towergate Underwriting Insurance Group Ltd. We will only do that if you need to access this insurance.
If you would like to take advantage of our free will writing service we will pass your name and email address on to Ashbrook Legal Services, so that they can contact you to arrange an appointment. We will only do this if you ask us to.
This information we pass on may include your name, postal address, email address, telephone or mobile number.
We collect information from our Homeshare members to help us to process your memberships and to provide us with the information we need to ensure that your service is listed correctly on the Homeshare UK website.
Information about potential Householder and Homesharers is collected via the Homeshare UK website to enable us to ensure that Homeshare meets your needs and to put you in contact with your local scheme. We only pass on information you have provided to schemes operating in your area
We will use your information for the following:
Will you/the membership partners send me direct marketing?
If you give us your consent, then we will pass your details on to Towergate Insurance Ltd so that they can contact you regarding offers on household, travel and motor insurance tailored for Shared Lives carers. Occasionally we may include information in our newsletters and magazines from partner organisations. We do our best to make it easy for you to tell us how you’d like us to communicate with you. Our communications all have opt-out statements in them, and the opportunity to indicate your preferences. If you don’t want us to contact you, then we’re fine with that too. You can do so by using the unsubscribe button at the bottom of our emails or by ringing us on 0151 227 3499 or by emailing us at info@sharedlivesplus.org.uk.
Do we sell your membership details on?
Absolutely not. We will never sell or share the information belonging to our members or subscribers. Sometimes we run an event in partnership with a third party and to administer the event we will need to share the information with them but only if you have expressed an interest and we will always make this clear to you who your information will be shared with before we do anything with it and will respect your wishes if you decide not to participate.
How we keep your membership data safe and who has access to it
Your information is held on systems that we maintain and manage securely by Shared Lives Plus. We ensure that there are technical controls in place to protect your personal details.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.
We may need to disclose your details, if required, to the police, regulatory bodies or legal advisors.
How long will Shared Lives Plus keep your personal data relating to your membership?
We will hold your personal information on our systems for as long as is necessary for the relevant activity.
Keeping your membership information up to date
It’s important to us to be able to keep your information up to date and as accurate as possible. This is part of our obligation to comply with data protection law.
If you would like to tell us of any changes to your information or change the way we contact you, then please contact us as follows:
Email us at info@sharedlivesplus.org.uk
Write to us at Shared Lives Plus, Room G04, The Cotton Exchange, Liverpool, L3 9JR
Telephone us on 0151 227 3499
Ask us to stop using your membership data and finding out about the information we hold on you
You have a right to ask us to stop processing your personal data, and if it’s not essential for the purpose you provided it for (e.g. processing your membership/subscription or registering you for an event), we will do so. Get in touch with us on 0151 227 3499 or info@sharedlivesplus.org.uk if you have any concerns.
You have a right to ask for a copy of the information we hold about you.
If you would like to access your information, then please send a letter to us at Shared Lives Plus, Room G04, Cotton Exchange, Old Hall Street, Liverpool, L3 9JR, detailing the information you’d like to see. We can only accept requests like this via post, so we can verify the identity of the person who has contacted us.
Changes to this policy
This privacy policy may be updated from time to time, so you may wish to check it each time you submit information to Shared Lives Plus. The date of the most recent revisions will appear on this page. If you do not agree to these changes, you have the option to opt out at any time. We will notify members or subscribers of any major changes by placing a notice on the website or by contacting you directly.
If you have any questions about our privacy policy or any concerns regarding your visit to our site please do not hesitate to contact us by email: info@sharedlivesplus.org.uk or phone: 0151 227 3499. Entering our site implies agreement to our privacy policy.
We hope that our Data Protection Officer can resolve any query or concern you may raise about our use of your personal data.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at ico.org.uk/concerns or telephone: 0303 123 1113.
This privacy notice was first published on 1st January 2021.
This version of the privacy notice was published on 1st January 2021.
We will make updated versions of our privacy notice available on our Shared Lives Plus website.
How to contact us
Please contact us/our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the personal data we hold about you.
Our contact details are shown below:
| Our data protection officer | Phoebe Rowell |
| Our postal address | Shared Lives Plus registered office is at G04, The Cotton Exchange, Old Hall Street, Liverpool, L3 9JR |
| Our email address | info@sharedliveplus.org.uk |
| Our telephone number | 0151 227 3499 |
By using the websites provided and managed by Shared Lives Plus (www.sharedlivesplus.org.uk) you are agreeing to our terms and conditions. Please read them carefully. If you do not agree with the terms and conditions, please do not use the websites.
Shared Lives Plus reserves the right to amend the terms and conditions at any time by making them available through our website and your continued use of the websites will be taken as your agreement.
If you do not abide by the terms and conditions outlined below, Shared Lives Plus reserves the right to terminate your access and use of the websites without notice.
By agreeing to these terms and conditions, you agree to use the websites for purposes that are legal and which do not infringe the rights of others to use and enjoy the websites. This includes but is not limited to harassing or violating the legal rights (such as rights of privacy and publicity) of others, post any material that is inappropriate, defamatory, infringing, obscene, that infringes any proprietary right of any party (unless you have the legal right to do so), any files that may damage the operation of another’s computer or use the site for any commercial purpose, other than in areas of the websites intended for such use. You may not impersonate another person or entity or falsify or delete any material that is contained on Shared Lives Plus websites.
While Shared Lives Plus will endeavour to remove any offensive or harmful content from the websites as soon as it comes to our attention, third party materials may include offensive, inappropriate, harmful, or deceptive information.
Your use of Shared Lives Plus websites is at your own risk. If you are dissatisfied with any of the contents of the websites or with these terms and conditions, our privacy policy or any other policies, your sole remedy is to discontinue use of the websites. In no event will Shared Lives Plus be liable to any user or other third party for any, without limitation, direct, indirect, or exemplary damages or lost profits or any damages whatsoever resulting from the use, inability to or in connection with the use of the websites or the materials contained therein. Shared Lives Plus does not take any responsibility for materials posted by registered members and has no obligation to monitor postings.
Shared Lives Plus will endeavour to maintain high levels of accuracy among the content on its websites. However Shared Lives Plus does not make any warranties about the accuracy, completeness, reliability, or timeliness of the material and links presented on the websites. Shared Lives Plus websites host third party material, usually information provided by our schemes and partners. Shared Lives Plus does not guarantee the truthfulness, accuracy, or reliability of any information posted by third parties, or endorse any opinions expressed by them. We host this material purely as a service to you, our carers and our scheme members. You should acknowledge that any reliance on material so posted will be at your own risk.
To use our online community including the Shared Lives carer forum or Shared Lives scheme googlegroup, you must have current individual or organisational membership respectively, of Shared Lives Plus. Users can only have one account at any time and Shared Lives Plus reserves the right to remove any duplicate accounts. If you need to change any of your login details, you may do so by logging in to your carer members’ account or by contacting info@sharedlivesplus.org.uk to change any scheme worker member details.
By creating your account for the online community, you accept our terms and conditions, privacy policy and good conduct guidelines based around our values. Shared Lives Plus reserves the right to suspend or remove, at its sole discretion, any community account that has been in violation of this policy, the privacy policy or any good conduct guidelines or following a complaint or any threatened legal action. We will not reveal the identity of any account holder unless we need to do so to comply in due process following a formal complaint or threatened or real legal action.
Any comment or message posted on the online community only gives opinions of the commenter and does not necessarily reflect the opinions of Shared Lives Plus or any other person or entity associated with Shared Lives Plus or the online community. You agree by using the online community that Shared Lives Plus or any person or entity associated with Shared Lives Plus, will not be held responsible for any part of the posts made to the online community.
By registering to use the online community, you agree that you will not post any material, or links to any material, which is knowingly false, defamatory, libellous, inaccurate, discriminatory, abusive, extremist, hateful, harassing, pornographic, obscene, profane, sexually orientated, offensive, racist, homophobic, ageist, threatening, invasive of a person’s privacy, in contravention of confidentiality, or otherwise in violation of any law including those relating to copyright and intellectual property. Shared Lives Plus does not take any responsibility for any losses incurred for violation of copyright or intellectual property law.
You agree that you use the online community at your own risk and Shared Lives Plus cannot be held responsible or liable for any posts, links or any other content within the online community or for the results of any posts, links or other content within the online community.
Any posts that are considered to be “spam” are not allowed and will be removed without prior contact.
Shared Lives Plus reserves the right to remove any posts that are objectionable, or which violate these terms and conditions, our privacy policy or our values and any other good conduct guidelines applying to the online community. By using our sites you agree that you have sole responsibility for any and all posts and materials that you contribute to the online community and to indemnify Shared Lives Plus in relation to any claims relating to this material. Users are encouraged to report any posts that they understand to be objectionable or in violation of these terms and conditions, our privacy policy or any good conduct guidelines to info@sharedlivesplus.org.uk
Shared Lives Plus will clearly state how users can report unacceptable content within community posts and agrees to review any such posts or materials reported to them within a reasonable period of time. However posts may not be removed or edited immediately as this is a manual process.
Please be aware that the majority of photographs of on www.sharedlivesplus.org.uk are people who are carers or people utilising shared lives or Homeshare. All photographs on this site are subject to copyright.
Any images uploaded to the online community by users remain the copyright of the user. By posting an image to the online community or as part of your assessment, you state that you hold or have permission to use the image and indemnify Shared Lives Plus for any claim relating to the image.
Shared Lives Plus websites contain links to third party websites that are maintained by others. These links are provided solely as a convenience to our users which you access at your own risk. The links are not an endorsement by Shared Lives Plus nor are we liable for any content on such third party websites.
Shared Lives Plus takes no responsibility for any links or the content thereof posted to the online community.
Except third party material, copyright is held by Shared Lives Plus for all material on its websites. This includes images, information, logos, photographs and overall look of the site. Use of Shared Lives Plus websites is permitted for personal, non-commercial purposes. You cannot use or reproduce any of the copyright material on the websites for commercial purposes without the written permission of Shared Lives Plus. If you feel that material displayed on Shared Lives Plus websites violates your copyright, please contact us in writing by telephone, post or email. Our contact details are available here
We reserve the right to use any material directly posted to the online community without prior contact to the author.
If you have any comments or questions please contact us at info@sharedlivesplus.org.uk
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