Privacy Notice

1. Introduction

About Us

In this Privacy Notice references to "we" or "us" or "our" or “Spectrum” are to: Spectrum Care Ltd, a private limited company with registration number 04563540, registered address is Hoppingwood Farm, Robin Hood, London SW20 0AB. We act as data controller in respect of the personal information that we process. If you have any questions about how we collect, store or use your information, or you would like to update the information we hold about you, you may contact us through the following email address jackie@spectrumcareltd.co.uk.

About this Privacy Notice

This Privacy Notice tells you what personal information we collect, and why we need it, how we use it and what protections are in place to keep your personal information secure. This Privacy Notice applies to

• when you visit our website, www.spectrumcareltd.co.uk (website);

• when you post, telephone, email, fill in any forms, join and/or create an account with Spectrum;

• when you contact us by any means with queries, complaints, etc.

• when you ask one of our suppliers to email you information about our service;

• when you book any kind or appointment with us or book to attend an event, for example seminars, exhibitions, etc.;

• when you complete any surveys, we send you;

• when you comment or review any of our services and if your comment or review includes information about our supplier who provided that service, it may be passed to them if requested;

• when you’ve given third party permission to share with us the information they hold about you;

• when our suppliers share information with us about the products and services you have purchased; 

• staff members, contractors and subcontractors of Spectrum; and

• staff members, contractors and subcontractors of suppliers appointed to framework agreements available to Spectrum members.

A list of Spectrum suppliers is available www.spectrumcareltd.co.uk/suppliers. The type of personal information we collect about you – and the personal information we obtain from third parties - depends to some extent on your circumstances, your role within a member or a supplier (if applicable) and our legal obligations. This Privacy Notice was last updated on 15 Aug 2022. Any changes to this Privacy Notice will be highlighted to you in an updated Privacy Notice.

What is 'personal information'?

Your 'personal information' means information about you, and any information from which you can be identified - either by reference to an identifier (for example your name, location data or online identifier (IP address)) or from factors specific to your physical, cultural or social identity.

2. Who do we collect personal information from?

We may collect personal information:

• from you, where you visit our Website, complete one of our online forms or contact us;

• from Spectrum members;

• when you attend a Spectrum or National Care Providers Association (NCPA); and

• from suppliers appointed to Framework Agreements available to Spectrum members.

3. How do we collect personal information

Information provided to us by you

Personal information is provided to us by you:

• when you enter information into our website or online forms; 

• when you fill in any forms, for example seminars, events, exhibitions, surveys, membership, etc. 

• when you contact us by email, by telephone or by post.

• when you contact us by any means with queries, complaints, etc.

• when you ask one of our suppliers to email you information about our service;

• when you comment or review any of our services and if your comment or review includes information about our supplier who provided that service;

• when you’ve given third party permission to share with us the information they hold about you; and

• when our suppliers share information with us about the products and services you have purchased.

Information collected automatically by us

Personal information is collected by us automatically, when you visit our website, showcase events, conferences, training session & webinars.

Information provided to us by third parties

Personal information provided to us by third parties such as Spectrum members and suppliers may include:

• your name and contact details; and

• your business details.

4. What do we use your personal information for?

What your personal information is used for

We use your personal information for the following purposes:

Information you give to us

We will use this information:

• to provide you with any information or assistance requested by you.

• to send you emails regarding Spectrum events, training and other membership benefits. We may pass your details on to framework suppliers so that they may contact you about their products and services.

In these circumstances, the legal basis for processing the data is your consent. Please note that you have the right to withdraw your consent to this processing at any time by contacting us using the details set out in the Introduction section above or Any Questions section below. If you choose to withdraw your consent, this will not affect the lawfulness of the processing that occurred prior to the withdrawal.

Information collected automatically by us

We will use this information:

• to administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

• to improve our Website to ensure that content is presented in the most effective manner for you and for your computer;

• to allow you to participate in interactive features of our Website, when you choose to do so; and

• as part of our efforts to keep our website safe and secure.

In these circumstances, the legal basis for processing the data is our legitimate interest in administering and improving our Website and its features and keeping our Website secure.

Information provided to us by third parties

We will use this information:

In these circumstances, the legal basis for processing the data may be the legitimate interest of Spectrum, its members and third-party suppliers to conduct business operations.

5. Who do share your personal information with?

Your personal information

We may share your personal information with the following third parties, where relevant:

• approved suppliers (only those on consortium framework agreements) to bring you relevant offers, updates, products and services, and discounts;

• other Members, only where relevant;

• and mailing fulfilment suppliers for distribution of materials.

 We may also share your information with third parties such as Member benefit providers (National Care Providers Association) and regulatory authorities, or where we are under a legal obligation to disclose your information (for example where we are required to share information in accordance with legislation, to prevent fraud and other criminal offences, or because of a court order). We may disclose your information in order to enforce our legal rights or to protect the legal rights of our members or others.

6.  How do we keep your personal information safe?

What we do

We have security measures in place to restrict access to personal information, to guard against unauthorised or unlawful processing of personal information and against damage to, accidental loss or destruction of, your personal information.

The security measures applied include:

• hard copy records and manual files are kept to a minimum but those kept are in locked filing cabinets; and

• electronic records are kept in an electronic filing system with access restricted to Spectrum staff.

Third parties

The terms of our contracts with third party contractors include obligations on them in relation to what personal information they can process and what they can do with that information. Our third-party contractors include:

• IT companies who support our website and other business systems (Pic PR: http://www.picpr.com/ ; Abacus Systems UK Ltd: www.abacuscloudservices.so.uk Microsoft Office: www.office.com and Imadz Ltd: www.imadz.com). 

• the right to access your personal information;

• the right to rectification of your personal information;

• the right to erasure of your personal data;

• the right to restrict or object to the processing of your personal data;

• the right to data portability; and

• the right to complain to the Information Commissioner's Office about the use of your personal information.

• the right to object to direct marketing

7.  How long do we keep your personal information for?

We keep your personal information only for as long as is reasonably necessary for the purposes for which we process your personal information. These purposes are listed at section 5 of this Privacy Notice What do we use your personal information for?

Your personal information is kept for as long as your business remains a member of Spectrum. In the case of suppliers, bidder information will be held in line with the requirements of the Public Procurement Regulations, whilst marketing contacts will be deleted completely at the end of the contract term.

8.  Automated decision-making and profiling

What we do

No automated decision making or profiling is carried out by Spectrum.

9.  International data transfer

We do not transfer your personal data outside of the EEA. Where our third-party contractors process your personal data outside of the EEA they are required to ensure the adequate protection of your personal data.

10.  Cookies

Certain data may be collected by “cookies”, which are temporary internet files placed on your computer’s hard drive by your web browser. This allows us to collect information such as time spent on our website and the pages visited. This information is held anonymously.

Third party cookies in embedded content on the website

When you visit some of our pages with content embedded from, for example, Google, YouTube, you may be presented with cookies from these websites. We do not control the dissemination of these cookies. You should check the third-party websites for more information about these.

Managing cookies

If you don’t want to receive cookies, you can modify your browser settings so that it notifies you when cookies are sent to it or you can refuse cookies altogether. You can also delete cookies that have already been set.

If you wish to restrict or block web browser cookies which are set on your device then you can do this through your browser settings; the Help function within your browser should tell you how. 

Alternatively, you may wish to visit www.aboutcookies.org, which contains comprehensive information on how to do this on a wide variety of desktop browsers.

Please be aware that restricting the use of Cookies may affect the features available to you accordingly you may not be able to take full advantage of all of the website’s features.

11.  Your rights

You have certain rights under data protection legislation in relation to the personal information that we hold about you. These rights apply only in particular circumstances and are subject to certain exemptions such as public interest (for example the prevention of crime). They include:

If you would like to contact us about your rights, please see the contact details in section 1 Introduction or any questions in section 11.

12.  Any questions?

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:

Email us on jackie@spectrumcareltd.co.uk

Or write to us at:

Data Protection
Spectrum Care Ltd
Hoppingwood Farm
Robin Hood Way
London
SW20 0AB

This notice was last updated on 15 August 2022.