GDPR Privacy Notice

Privacy Notice

Fairlawn Residential Home

327 Queens road



ME16 0ET

01622 751620


                                                                Privacy Notice

Who We Are

Fairlawn Residential Home gathers and processes your personal information in accordance with this privacy notice and in compliance with the relevant Data Protection Regulation and Laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Fairlawn Residential Homes registered office is at 327 Queens Road, Maidstone. Kent. ME16 0ET We are registered on the Information Commissioner’s Office Register; registration number ZA335349, and act as the data controller when processing your data. Our designated Responsible Person is Nicole Kelly who can be contacted at Fairlawn Residential Home, 327 Queens Road, Maidstone, Kent. Me16 0ET. 

Information That We Collect

Fairlawn Residential Home processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is: –

  • Name
  • Date of Birth
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • Special Category Data (e. health/medical information, details about religion, sexuality etc)

We collect information in the below ways: – Forms, hard copy data, and electronic data on: face to face discussion, care planning assessments, contractual agreements, and data shared from multidisciplinary and medical practices, i.e. GP surgery, NHS hospital discharge forms, Nursing Team, Dieticians, Podiatrist etc. Employment application forms, References, CV’s, Third Party Outside Company Resources and Service Agreements.

How We Use Your Personal Data (Legal Basis for Processing)

The company takes your privacy very seriously and will never disclose or share your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below: 

  • We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
  • We will occasionally send you marketing information (such as upcoming event information and calendars) where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Fairlawn Residential Home processes about you and to request information about: –

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

 If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. The company uses third-party organisations to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us, the data protection laws and any other appropriate confidentiality and security measures.

NatWest Mentor – Employment law and HR Company

A Third party Organisation which handles our companies Employment Law and HR, by processing our internal Employee data, and governing our principles relating to equality and diversity and the Humans Right Act.  Follow this link to NatWest’s own online Privacy Notice:

Henry Reeve and Co.

A Third Party Organisation which handles Payroll data and Fairlawn Residential Home bookkeeping and tax returns, and they act in the capacity of processor on our behalf. The only information we provide them with is your name and address to meet business and legal requirements.

For more information about Henry Reeves and Co. please visit their company website at

Safeguarding Measures

The company takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

measures such as encryptions, pseudonymisation, restricted access, IT authentication, firewalls, and anti-virus/malware etc

 Transfers Outside the EU (if applicable)

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Fairlawn Residential Home does not transfer or store any personal data outside the EU.

Consequences of Not Providing Your Data [if relying on statutory/contractual requirement basis]

You are not obligated to provide your personal information to the company. However, as this information is required for us to provide you with our services or process legitimate interests, we will not be able to offer some/all our services without it.

Legitimate Interests [if applicable]

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing information relating to the health, welfare and care of those using our service, and for processing information relating to those in employment with the company and we have identified that our interests are in accordance with our governing bodies, i.e. CQC, Health and Social Care Regulations, and NatWest Mentor, HR and legal advisors.

How Long We Keep Your Data

The Company only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. However, all details corresponding to health records and service user care data will be held for 7 years according to our own company policy and archiving procedures.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data [if applicable]

Owing to the products, services or treatments that we offer, Fairlawn Residential Home sometimes needs to process sensitive personal information (known as special category data) about you, to provide an effective service relating to the health and welfare of those in requirement of healthcare. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.


Where we rely on your consent for processing special category data, we will obtain your explicit consent through [a signature/explicit mechanism]. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so. 

If you consent to us collecting and using your health/medical/sensitive personal information for the purposes stated above, please sign below and print your name: –

Signature _________________________   Print Name: ________________________



Occasionally, Fairlawn Residential Home would like to contact you with the services and events that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting Fairlawn Residential Home directly.

If you consent to us contacting you with the above-mentioned marketing and offers, please tick to say how you would like to be contacted: –

Post ☐    Email ☐    Telephone ☐    Text Message (SMS) ☐    Automated Call ☐


The Company will occasionally send you calendars, details of upcoming activities, upcoming events and details of services by email or post that have been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.

If you would prefer not to receive above-mentioned marketing and offers, please tick below: –

I wish to opt-out of marketing ☐

Lodging A Complaint

The company only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Fairlawn Residential Home

Nicole Kelly

327 Queens Road, Maidstone, Kent. ME16 0ET

01622 751620

ICO Information Commissioning Office

Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number


The company takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice. If you consent to us collecting and processing your personal data, please sign below: –

Signature:       ______________________                Print Name:    ________________________

Time:               ___________                                      Date:               ___________

I confirm that I have been provided with a copy of Fairlawn Residential Home’s Privacy Notice & Terms & Conditions prior to giving consent ☐ 

Fairlawn Residential Home takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice. If you consent to us collecting and processing your personal data, please complete tick below: –

I [insert data subject name] consent to you processing my personal data as detailed in your Privacy Notice:  ☐