How we use your personal information for responding to the COVID-19 pandemic
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for responding to the COVID-19 pandemic. This information should be read in conjunction with the Council’s corporate privacy notice
1. Who we are, what we do.
During this challenging and unusual time of dealing with the Coronavirus pandemic, the Council has very quickly had to change the way we are working to continue to provide you with the support and services you need.
The Government has requested that the NHS and Local Authorities (Councils) work closely together to ensure that those most vulnerable to the COVID-19 virus, are provided with extra support such as social care support and essential food supplies.
2. What and whose personal information we hold?
The Council already holds information about you and your family as you may have provided it for a specific reason. Normally, we would not use your information in another way without informing you first. However, to due to the rapidly changing situation and changing guidance from the Government this is not always possible for us to do.
You can be assured that we will not use your information in any other way but to make sure we continue to provide you and your family with the support you need.
We will already have the following information about you and your family, such as;
- Date of birth
- NHS identification number (if previously given)
- Contact Details
- Health information
3. Where does the service get my information from?
If you are already receiving support from the Council we will already have you and your families’ information on our system.
As a result of the pandemic, the NHS has been asked to produce a ‘Shielded Patients List’. The list which will specify;
- Date of Birth
- Contact Details
- NHS Number
of extremely vulnerable patients living in Rhondda Cynon Taf. The list will be shared with the Council to enable us to contact individuals and families and offer extra support.
4. What will we do with your personal information?
We will use the details provided by the NHS to;
- identify you as the correct person who needs support
- Contact you offering extra support
Before we contact you, we will check the details provided to us by the NHS against our records to confirm we have the correct person. We will then contact you on the telephone number given/from our records to offer you any support you may require.
Depending on the support you have asked for, the Council will do all that we can to arrange this. Your support may be provided by the Council directly, or we will work closely with our key partners to refer you to a suitable organisation and/or agency that can provide support depending on your needs.
We may need to use our Community Resilience Volunteers to provide you with the support you've asked for. They will be asked to use our system so that we can communicate with them, which will assign them tasks. In order for the volunteers to help you with these tasks, the system will provide them with your name and address. The app will be used on the Volunteer's personal devices, such as a mobile phone. Please be assured that the app is secure, and appropriate security measures are in place for the use of this app. Access to the app will be controlled by officers in RCT and once a person is no longer a volunteer their access will be removed. All of our volunteers have signed a Volunteer Agreement which clearly explains to them their roles and responsibilities.
If you decide that you do not want any support we will make a note of this at that time. But we will contact you a week later to make sure your circumstances have not changed and you are continuing to get the help you need elsewhere.
5. What is the legal basis for the use of this information?
The Council has a statutory requirement to assist the NHS in providing support to its vulnerable residents and process patient information. This is explained in Regulation 3(1) of the Health Service Control of Patient Information Regulations 2002 (COPI) under the notice until 20th September 2020.
Under the General Data Protection Regulation (GDPR), the Council also has a legal duty to process personal information which is necessary;
- in the vital interests of yourself (see Article 6(1)(d) and 9(2)(c))
- for the performance of a task carried out in the Public Interest (see Article 6(1)(e) and Article 9(2)(g).
6. Does the service share my personal information with any other organisation?
Yes, the Council will share your information with other Council services so that we provide you with the support that you have asked for.
Depending on the support you need we may also share your information with our key partners/COVID-19 Steering Group. This includes but is not limited to;
- Emergency services
- RCT Core Steering group, such as but not limited not to;
- Registered Social Landlords (such as Trivallis, Cynon Taf Housing, Rhondda Housing Association, Newydd Housing).
- Interlink (representing Community groups)
- Age Connects Morgannwg
- Cwm Taf Morgannwg Health Board
- Citizens Advice Bureau
- Wales Probation Service
- Department for Works and Pensions
We are also required to share information back to the NHS so that they can keep their records up to date.
There is also a requirement to share information with Welsh Government.
7. How long will my information be kept?
We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example to help with the overall government response to coronavirus.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
Click here for further information on your information rights and how to exercise them.
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