Digital Security and Data Protection Audit - Care Homes

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