Covid-19 Privacy Notice
This privacy notice explains how your personal information may be used to protect you and other residents during the Covid-19 pandemic and how the council will protect your privacy when you access our services.
The council will continue to provide its core statutory services, however there may be some changes to the way we deliver these.
What we are doing
• Is ensuring its business continuity plans are up to date;
• Is enabling employees to work flexibly and from home as a company precaution;
• Established an internal Incident Management Team, which feeds into the local resilience forum’s Strategic Coordinating Group;
• Is working with other local authorities across the county and organisations such as Public Health England and Ministry for Housing, Communities and Local Government on community resilience;
• Is following and applying advice and guidance from central government and other bodies such as Public Health England;
• Has supplied hand sanitiser and antibacterial wipes to all its buildings;
• Is operating on an appointment only basis; and
• Is sharing messages with its employees and residents on how they can help minimise the spread of germs.
Why we are allowed to process your personal and/or sensitive data for the purpose of Covid-19
We are allowed to process your personal data during this pandemic through our obligations under existing law and this privacy notice, which allows confidential information to be used and shared appropriately and lawfully where there is a public health emergency.
Under these laws the Secretary of State has required NHS Digital; NHS England and Improvement; Public Health England; local authorities; health organisations and GPs to share confidential patient information to respond to the Covid-19 pandemic.
Applicable laws include:
• Local Government Act 1972 s139
• The Health Service (Control of Patient Information) Regulations 2002 r3(4)
• Civil Contingencies Act 2004
• Data Protection Act 2018 and The General data Protection Regulation -Public health protection under GDPR Article 9(2) (i).
How your information will be processed (including but is not limited to the following):
• Understanding Covid-19 and risks to public health;
• Putting measures in place to help prevent the spread of Covid-19 and reduce the impact on you, our residents and employees;
• Understanding information about vulnerable groups as a direct or indirect result of Covid-19 and sharing that information with other organisations to allow them to help those in need;
• Monitoring and managing the response to Covid-19 to make decisions about resourcing and services planning within the council;
• To record details of those volunteers who are helping us in assisting vulnerable residents;
• To share information with other organisations who are allowed through powers of the secretary of state to process confidential patient information in relation to Covid-19 purposes; and
• To process information for the purpose of the NHS track and trace service - For further information please see the section on Maintaining records of visitors to support NHS Test and Trace service.
The council will process this information where necessary and lawfully so that it can prioritise its services and keep its residents and employees safe.
Types of information that we may collect:
In addition to the information that the council already holds on its residents, we may need to ask for personal or sensitive data that you haven’t already given. Please note that additional safeguards are in place for dealing with special category data.
Examples of information include:
• Contact details (e.g. phone number, email address)
• Date of birth
• Your age;
• If you are currently displaying any symptoms of Covid-19
• If you have been tested positive for Covid-19
• If you are volunteering to provide support services we may need your contact information, and details of your current health status to protect you, and our residents.
• If you have any underlying health conditions or are vulnerable and require further assistance for medication, food and wellbeing;
• Payment information (e.g. bank account details for payment of business grants etc.); and
• Dates and times that you visited the council premises.
Access to data
The council may at very short notice be required to share your personal information with public health organisations for the purposes of research, protecting public health, providing healthcare services to the public and monitoring incidents of exposure and managing the Covid-19 pandemic.
Data is stored on the council's secure ICT systems.
The council has strict policies and procedures in place to share your information.
Access to information is limited to only those who need it and is stored securely. Our privacy notices can be found here and detail how we keep your information safe at a corporate and service area level.
Where appropriate and necessary (under law) we will only share the minimum required data for no longer than is absolutely necessary for the purpose of Covid-19, unless there is another legal basis to use the data.
GDPR gives individuals exercisable rights. Please see the below link for further information on your rights.
Please note that during the Covid-19 pandemic where there is a public interest in sharing information opt-outs will not generally apply to the data used and some rights such as your right to have personal data erased may not apply.
If you have any queries please contact the Information Officer at firstname.lastname@example.org
If you are unhappy or wish to complain about how your information is used, you should contact a member of staff in the first instance to resolve your issue.
If you are still not satisfied, you can complain to the Information Commissioner’s Office. Their website address is ico.org.uk.
We keep our privacy notice under regular review, and we will make new versions available on our privacy notice page. This privacy notice was last updated on 23 September 2020.