Digital Security and Data Protection Audit - Care Homes
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- Q1: Is there an up-to-date data protection and digital security policy aligned with GDPR and the Data Protection Act 2018?
- Q2: Is there a named Data Protection Officer or responsible person overseeing compliance and incident response?
- Q3: Are staff trained on data protection, confidentiality, and secure record handling during induction and at regular intervals?
- Q4: Are digital devices (e.g., laptops, tablets, smartphones) encrypted, password-protected, and only accessible by authorised users?
- Q5: Are care records, both digital and paper, stored securely with access restricted based on role and need?
- Q6: Are digital systems (e.g., care planning software, medication systems) updated regularly with security patches and monitored for threats?
- Q7: Are passwords changed routinely and strong password policies enforced across all platforms?
- Q8: Are staff prohibited from using personal devices to access or record confidential information?
- Q9: Are records of staff access to digital systems (e.g., log-ins, amendments) auditable and retained securely?
- Q10: Is data backed up regularly and stored securely, with disaster recovery procedures in place?
- Q11: Are any data processing agreements in place with third-party IT or software providers, ensuring GDPR compliance?
- Q12: Are emails containing personal information sent via secure channels or encrypted services?
- Q13: Is there a clear protocol for the use of digital communication tools (e.g., email, apps, shared drives) within the home?
- Q14: Are CCTV systems, if in use, registered, compliant with ICO requirements, and clearly signed in public spaces?
- Q15: Are any staff photos, resident images, or videos stored and shared only with written consent?
- Q16: Is personal data collected only when necessary and for lawful, transparent purposes?
- Q17: Are residents informed of their data rights and how their personal information is used, stored, and shared?
- Q18: Are consent forms for data sharing (e.g., with relatives, professionals, digital platforms) up to date and signed?
- Q19: Are data breaches logged, investigated, reported (where required to the ICO), and used for learning?
- Q20: Are printed records (e.g., handover sheets, MAR charts, visitor logs) shredded or disposed of securely?
- Q21: Are agency staff and contractors informed of data protection expectations while on site?
- Q22: Is Wi-Fi access separated between resident, staff, and guest usage to protect sensitive data?
- Q23: Is the use of USBs or portable storage devices controlled and monitored?
- Q24: Are physical devices (e.g., tablets, care plan folders) stored securely when not in use?
- Q25: Is remote access to systems (e.g., for managers) protected by VPN, two-factor authentication, or similar safeguards?
- Q26: Are data protection audits carried out regularly and findings discussed in governance meetings?
- Q27: Are paper-based emergency backups for key records (e.g., medication, emergency contacts) kept securely?
- Q28: Is consent for third-party platforms (e.g., care monitoring apps, family portals) clearly documented and reviewed regularly?
- Q29: Are residents supported to understand digital risks if they access Wi-Fi or use devices independently?