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COVID-19 - Attending Council Establishments Privacy Notice

How we use your personal information for COVID-19 Contact Tracing purposes when you attend a Council building or establishment

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 Contact Tracing purposes when you attend/visit a Council building or establishment.

This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do

You will be aware from the media and in particular from Welsh Government and Public Health Wales of the Test Trace Protect scheme which is key in the on-going fight against COVID-19 (Corona virus) and helping to find a way for people in Wales to live and work alongside the virus whilst containing its spread.

Contact tracing is a known method of controlling the spread of an infectious disease, it is not about surveillance or enforcement but about protecting people’s health. 

As lockdown restrictions are eased and more and more Council premises reopen, there is a requirement for the Council to keep a register of people who attended its premises for Contact Tracing purposes.

2. What and whose personal information we hold?

We will keep a record of any person who attends or visits a Council premise or establishment. This may include but is not limited to:

  •   Member of the public
  •   Visitor
  •   Volunteer
  •   Staff member
  •   Elected Member

 We will keep a record of the following information;

  •   Your name
  •   Contact details – email/telephone number
  •   Date and time of your visit.
  •   Premises you visited

If you are visiting a Council building as a ‘household/extended household’ we will only record one persons details. This person will be classed as a ‘lead member’ for the household.

3. Where does the service get my information from?

We will obtain the above information from you, when you attend one of our premises and are asked to sign in upon entry.

We will also obtain your information from our systems if you have made an advanced booking to attend one of our premises - for example a Leisure Centre, the Lido, Theatres or the One 4 All Centres. 

4. What will we do with your personal information?

If someone tests positive for Coronavirus and informs the Contact Tracing Team that they have recently attended a Council building or establishment, the Contact Tracing Team will contact the Manager of that establishment to request the information of all attendees for the relevant period.

The manager of that establishment will provide your information to the Contact Tracing Team who, may contact you to provide advice and guidance on self-isolation etc.  

Depending on the type of Council building you are visiting and in line with Welsh Government regulations, we will be required to check that you have a valid Covid pass.  This will either be a visual check your letter (confirming you are vaccinated), proof of a negative LFT test or your digital Covid pass.  If we carry out a digital check, by scanning your QR code, no data will be stored by the Council.

5. What is the legal basis for the use of this information?

The legal basis for processing your personal data for contract tracing purposes under the General Data Protection Regulation (GDPR) is:

  •   Article 6(1)(e) – Task carried out in the public interest or in the exercise of official authority vested in the controller

 This is supported by the following legislation: 

  • Regulation 12 of the Health Protection (Coronavirus Restrictions) (No. 2) (Wales) Regulations 2020.

6. Does the service share my personal information with any other organisation?

As explained above, if required the Council will share your information with the relevant Contact Tracing Team.

Contact Tracing Teams operate across the whole of Wales and are jointly delivered by Local Authorities, Health Boards, NHS Wales and Public Health Wales.

 Your information may be shared with Contact Tracing Teams from any of these organisations, depending on the area in which the confirmed case originated and the organisation leading the case.

Your information may also be shared with such organisations in England, Scotland etc. if required.

7. How long will my information be kept?

The Council will keep your information, for the above purposes for 21 days from the date of your visit.

Please note other visitor logs, booking information etc. may be keep for a longer period of time for other purposes.

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. 

9. Contact us

If you have any concerns or would like to know more about how your personal information is being used for Contact Tracing purposes please contact us at:

Rhondda Cynon Taf Borough Council

Public Health Team

Ty Elai,

Dinas Isaf East,




CF40 1NY

By email :