Why GDPR Matters for Care Managers
Care managers are responsible for some of the most sensitive personal data in existence — service user health records, care plans, medication administration logs, mental capacity assessments, and safeguarding records. UK GDPR and the Data Protection Act 2018 place significant obligations on care service operators.
What Personal Data Do Care Services Process?
Special category data includes medical diagnoses, medication records, mental capacity assessments, mental health histories, care and support plans, safeguarding records, and end-of-life care documentation. Staff data — DBS records, employment records, training logs — must also be protected.
Lawful Basis
Local authority and NHS-commissioned services: public task and health/social care treatment. Private care providers: contract basis. All services processing staff health data: employment law obligations.
Data Retention
Adult care records: 8 years from last contact. Mental capacity and best interests records: 20 years. Children's records: until age 25. Staff records: 6 years after employment ends. DBS: retain only date and reference number.
Sharing Information
Share within the service on a need-to-know basis. Use secure channels for NHS and social care partners. Do not assume family members have automatic rights to service user information — adults with capacity control their own information sharing.
Data Breach Response
Report to ICO within 72 hours for breaches risking service user rights. Notify affected individuals for high-risk breaches. Maintain a breach register and review procedures after every incident.
How Custodia Can Help
Custodia automates GDPR compliance for care services — privacy policy generation, data subject request management, and ongoing regulatory monitoring.
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