Website Privacy Policy
This privacy policy sets out how StanleySmith Case Management Ltd uses and protects any information that you give StanleySmith Case Management Ltd when you use this website.
StanleySmith Case Management Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.
StanleySmith Case Management Ltd reserves the right, at its discretion, to make changes to any part of the website, the information or these terms. StanleySmith Case Management Ltd may change this policy from time to time by updating this page. It is important you check this page from time to time to ensure that you are happy with any changes.
This policy is effective from April 2018. By continuing to use the website you agree to be bound by these terms as amended.
What we collect
We may require basic information which identifies you as an individual (“Personal Information”), such as your name, email address and phone number, in order to enable you to take advantage of particular services that we offer, for example when you send us a question / request from our “Contact Us” page, request one of our newsletters or further information on a specific department. We will only use such personal information for the purposes of providing information which you have requested, or for other purposes set out in these terms.
We may collect the following information:
- Name;
- Telephone / mobile number;
- Email address;
- Information pertinent to fulfilling our services on an individual’s or organisation’s behalf.
Data protection principles
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- processing is fair, lawful and transparent
- data is collected for specific, explicit, and legitimate purposes
- data collected is adequate, relevant and limited to what is necessary for the purposes of processing
- data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
- data is not kept for longer than is necessary for its given purpose
- data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
- we comply with the relevant GDPR procedures for international transferring of personal data.
What we do with the information we gather
We require this information for the purpose of:
- Internal record keeping;
- Contacting you for market research purposes. We may contact you by email, telephone or post. If you do not wish us to make use of your personal information in this way, please email admin@sscasemanagement.co.uk. We will also give you the opportunity to opt out of future marketing whenever we send you marketing material. You can also opt out at any time by contacting us.
- Data collected in relation to new enquiries is only kept for the time needed to deal with the enquiry and is then deleted.
Lawful basis for processing
The law on data protection allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement or in order to effectively manage the employment contract we have with you, including ensuring you are paid correctly.
The information below categorises the types of data processing, appropriate to your status, we undertake and the lawful basis we rely on.
| Activity requiring your data | Lawful basis |
| Carry out the employment contract that we have entered into with you e.g. using your name, contact details, education history, information on any disciplinary, grievance procedures involving you | Performance of the contract |
| Ensuring you are paid | Performance of the contract |
| Ensuring tax and National Insurance is paid | Legal obligation |
| Carrying out checks in relation to your right to work in the UK | Legal obligation |
| Making reasonable adjustments for disabled employees | Legal obligation |
| Making recruitment decisions in relation to both initial and subsequent employment e.g. promotion | Our legitimate interests which are Employment, social security and social protection law obligations, and or Equality monitoring purposes. |
| Making decisions about salary and other benefits | Our legitimate interests which are (for discretionary pay reviews, bonus schemes, and benefits administration where appropriate). |
| Ensuring efficient administration of contractual benefits to you | Our legitimate interests which are performance of contract. |
| Enrolling you in our pension scheme and administering the scheme | Legal obligation |
| Effectively monitoring both your conduct, including timekeeping and attendance, and your performance and to undertake procedures where necessary | Our legitimate interests which are to ensure safe, effective, quality care for our clients. |
| Maintaining comprehensive up to date personnel records about you to ensure, amongst other things, effective correspondence can be achieved and appropriate contact points in the event of an emergency are maintained | Our legitimate interests which are to maintain employment records and effective workforce management and communication. |
| Implementing grievance procedures | Our legitimate interests which are in line with our policies and procedures. |
| Assessing training needs | Our legitimate interests which are employment law contract and to ensure safety for our clients. |
| Implementing an effective sickness absence management system including monitoring the amount of leave and subsequent actions to be taken including the making of reasonable adjustments | Our legitimate interests which are to hold clear employment records and follow employment policies. |
| Gaining expert medical opinion when making decisions about your fitness for work | Our legitimate interests which are in line with the equality act 2010 and fitness to practice for the safety of the employee and clients. |
| Managing statutory leave and pay systems such as maternity leave and pay etc | Our legitimate interests which are in line with employment law and our policies and procedures. |
| Business planning and restructuring exercises | Our legitimate interests which are in line with company strategy. |
| Dealing with legal claims made against us | Our legitimate interests which are complying with legal procedures. |
| Preventing fraud | Our legitimate interests which are antifraud measures. |
| Ensuring our administrative and IT systems are secure and robust against unauthorised access | Our legitimate interests which are to mitigate against fraud, data breaches and protect employees and clients. |
| Providing employment references to prospective employers, when our name has been put forward by the employee/ex-employee, to assist with their effective recruitment decisions | Legitimate interest of the prospective employer |
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place highly secure electronic systems and managerial procedures to safeguard and secure the information we collect online.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site or page. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. StanleySmith Case Management Ltd use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. StanleySmith Case Management Ltd does not use cookie technology to collect Personal Information. You may also wish to refer to www.allaboutcookies.org.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
The Internet is a global environment and using the Internet to collect and process data can involve the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge our processing of data in this way. However, we will endeavour to protect all personal information collected through our website in accordance with our data protection standards.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
We will not sell, distribute or lease your personal information to third parties unless we have your explicit permission or are required by law to do so. Employees, associates and agents of StanleySmith Case Management Ltd may be given access to any personal information which we collect, but their use shall be limited to the performance of their duties and in line with the reason for processing. Our employees, associates and agents who have access to your personal information are required to keep that information confidential and are not permitted to use it for any purposes other than to enable you to use the website or to deal with requests which you submit to us.
We may use your personal information to send you promotional information about StanleySmith Case Management Ltd and other information related to our industry.
You may request details of personal information which we hold about you. If you would like a copy of the information held on you please write to StanleySmith Case Management Ltd, Highland House, Western Road, Ivybridge, Devon PL21 9AL.
If you believe that any information we are holding on you is incorrect or incomplete, or have any other data protection related issues or queries, please write to the Directors, who are Data Controllers, as soon as possible at the above address. We will promptly correct any information found to be incorrect.
If you are concerned that we have breached a privacy law or code binding on us, please send an email marked “Urgent” to the Directors at admin@sscasemanagement.co.uk. We aim to respond in a reasonable time (normally 72 hours). Our Data Controller will manage your complaint and will give you additional information about how it will be handled.
You have the right to complain to the Information Commissioner’s Office (ICO) if you believe we have not handled your request in an appropriate manner. For information on contacting the ICO please see their website www.ico.org.uk.
Cookie Management
To manage the cookies and similar technologies used (tracking pixels, web beacons, etc.) and related consents, we use the consent tool “Real Cookie Banner”. Details on how “Real Cookie Banner” works can be found at https://devowl.io/rcb/data-processing/.
The legal basis for the processing of personal data in this context are Art. 6 (1) lit. c GDPR and Art. 6 (1) lit. f GDPR. Our legitimate interest is the management of the cookies and similar technologies used and the related consents.
The provision of personal data is neither contractually required nor necessary for the conclusion of a contract. You are not obliged to provide the personal data. If you do not provide the personal data, we will not be able to manage your consents.
Special categories of data
Special categories of data are data relating to your:
- health
- sex life
- sexual orientation
- race
- ethnic origin
- political opinion
- religion
- trade union membership
- genetic and biometric data.
We carry out processing activities using special category data:
- for the purposes of equal opportunities monitoring
- in our sickness absence management procedures
- to determine reasonable adjustments
Most commonly, we will process special categories of data when the following applies:
- you have given explicit consent to the processing
- we must process the data in order to carry out our legal obligations
- we must process data for reasons of substantial public interest
- you have already made the data public.
Failure to provide data
Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of employment with you. This could include being unable to offer you employment, or administer contractual benefits.
Criminal Conviction Data
We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of (insert lawful basis – see above) to process this data.
Who we share your data with
Employees within our company who have responsibility for recruitment, administration of payment and contractual benefits and the carrying out of performance related procedures will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processed in line with GDPR.
Data is shared with third parties for the following reasons:
Qunote is used to hold client documentation and HR information.
We also use tresorit to securely store clinical documentation for our clients.
As an organisation we send secure data sensitive information using AMS emails.
We will share your data with third parties for the purposes of administering any pension and payroll arrangement you are participating in, such as the trustees or scheme managers of the arrangement.
Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
Protecting Your Data
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
Retention Periods
We only keep your data for as long as we need it for, which will be at least for the duration of your employment with us though in some cases we will keep your data for a period after your employment has ended. Some data retention periods are set by the law. Our retention periods are: Retention periods can vary depending on why we need your data, as set out below:
We hold records for 7 years for our clients. If the client is under the age of 18 years we hold records for 7 years from the date of their 18th birthday.
Automated Decision Making
Automated decision making means making decisions about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
Employee Rights
You have the following rights in relation to the personal data we hold on you:
the right to be informed about the data we hold on you and what we do with it;
the right of access to the data we hold on you. More information on this can be found in our separate policy on Subject Access Requests;
the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
the right to restrict the processing of the data;
the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
the right to object to the inclusion of any information;
the right to regulate any automated decision-making and profiling of personal data.
More information can be found on each of these rights in our separate policy on employee rights under GDPR.
Consent
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.
Making A Complaint
If you consider your data rights have been breached, you can make a complaint in writing to us at any time using any of the following methods:
Email: admin@sscasemanagement.co.uk
Post: StanleySmith Case Management, Highland House, Western Road, Ivybridge, Devon. PL21 9AL
You can also raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
Data Protection Compliance
Our Data Protection Officers are:
Heidi Stanley – Director
Nikki Smith – Director
© StanleySmith Case Management V4 June 2026