COVID-19 privacy notice

Who do you keep information about?

We keep information about those who are:

  • those who are clinically extremely vulnerable to COVID-19 and their representatives;
  • volunteers and members of volunteer’s households;
  • residents of Darlington;
  • visitors to our services (NHS Test and Trace); and
  • non shielding individuals who need to secure access to food.

Why do you keep information about me?

We keep information about you to enable the Council to deliver its Public Health functions and discharge our duties as a Category One responder in accordance with the Civil Contingencies Act 2004.

This includes providing services to those who are clinically extremely vulnerable to COVID-19 and to co-ordinating volunteers as part of The Hub, communicating important public health messages, making and maintaining plans, warning and informing, business continuity during an emergency, supporting NHS Test and Trace and contributing to the Department for Environment, Food & Rural Affairs (DEFRA) initiative to helping non shielding individuals secure access to food.

The lawful basis we are relying on to process the personal data is processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 

In relation to special categories of personal data the condition for processing we are relying on is processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of healthcare and of medicinal products or medical devices.

Who can see my information?

Darlington Borough Council may share your information internally, with members of the Local Resilience Forum (LRF) including the NHS, emergency services, with food industry partners (TESCO), DEFRA and the voluntary and community sector (VCS).

How do you store the information you keep about me?

We hold the information securely in a system called Lagan, on the Council’s network and on SnapSurvey’s [external link] UK based servers which are ISO27001 certified. We do not store your bank details, these are processed in accordance with the Payment Card Industry (PCI) Standards. We hold information on the Council systems and our network which is ISO27001 certified and all paper based records are stored in a lockable draw or lockable filing cabinet.

How long do you keep information about me?

The information which we already held will be kept in line with our retention schedules. Where we collect/process information directly as a result of COVID-19 we will only keep it as long as is necessary to respond to the current pandemic. This is likely to be at least a year after the situation is less critical.

We will keep information gathered to support NHS Test and Trace for 21 days.

We will keep information we collect as part of the DEFRA initiative to help non shielding individuals secure access to food for a maximum of 18 months from the commencement of the scheme due to the uncertainty surrounding the duration of the pandemic. This retention period will be subject to review.

How did the Council get my personal data?

With regard to volunteers who do not have a current Disclosure and Barring Service (DBS) check we obtained your personal data regarding any criminal convictions and offences from the Police. 

In relation to residents of Darlington we obtained your contact details from other Council services.

We receive information regarding individuals who have been tested for COVID-19 from Public Health England.

Information gathered to support NHS Test and Trace is provided by the individual on a voluntary basis. While we encourage all visitors to our establishments to provide this information if you opt out, we will not share your information used for booking purposes with NHS Test and Trace. Please inform the member of staff making your booking/requesting your details if you would like to opt out.

Information collected as part of the DEFRA initiative to help non shielding individuals secure access to food is provided by those individuals wanting to access the scheme.

In cases where your personal data was obtained from a source other than yourself or your representative, we will inform you of the origin of the information within 1 month, unless that information is being used to contact you, in which case, that information should be provided to you at the latest, upon first communication with you. However, it is not necessary to provide that information in cases where you already possess the information, where recording or disclosure is expressly laid down in law or where provision of the information proves impossible or would involve disproportionate effort. 

What sort of information do you keep?

We may use the following information about you to make sure that we provide you with the right service, advice or support. We will only use the minimum amount of information necessary to do so and will take every reasonable step to ensure the information is accurate.

Individuals who are clinically extremely vulnerable to COVID-19 and their representatives:

Personal data:

  • Name
  • Identification number
  • Location data
  • One or more factors specific to the physical identity of a natural person
  • One or more factors specific to the economic identity of a person
  • One or more factors specific to the cultural identity of a person
  • One or more factors specific to the social identity of a person

Special categories of personal data:

  • Racial or ethnic origins
  • Religious or philosophical beliefs
  • Data concerning health

Volunteers:

Personal data:

  • Name
  • D.O.B.
  • Identification number
  • Location data inc. place of birth
  • One or more factors specific to the economic identity of a person
  • One or more factors specific to the cultural identity of a person
  • One or more factors specific to the social identity of a person

Special categories of personal data:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Data concerning health
  • Criminal convictions and offence

Residents of Darlington

Personal data:

  • Name
  • Location
  • Email address

People who have been tested for COVID-19

Personal data:

  • Unique record identifier
  • Patient sex
  • Patient age in years
  • Patient place of residence postcode
  • Patient occupational group
  • Patient key worker status

Special categories of personal data:

  • Patient ethnic group (not initially included, pending a quality / completion review?)
  • Date of Covid-19 test or specimen test
  • Covid-19 test location type (laboratory, mobile testing station, home test)

Visitors to our services (NHS Test and Trace)

  • the name of the customer or visitor. If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group
  • a contact phone number for each customer or visitor, or for the lead member of a group of people
  • date of visit, arrival time and, where possible, departure time
  • if a customer will interact with only one member of staff (e.g. a hairdresser), the name of the assigned staff member should be recorded alongside the name of the customer

Participants in the (DEFRA) initiative to helping non shielding individuals secure access to food

  • Forename
  • Surname
  • Addresses and post codes
  • Mobile and landline telephone numbers(optional)
  • Email addresses
  • Unique Property Reference Number (optional)