Burnham-on-Sea & Highbridge Town Council aims to comply with the Data Protection Act 2018 and the General Data Protection Regulation (the Regulation).
NHS Test and Trace, recording visitor details: how we use your information
To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.
As a customer/visitor of Burnham-on-Sea and Highbridge Town Council you will be asked to provide some basic information and contact details. The following information will be collected:
- the names of all customers or visitors, or if it is a group of people, the name of one member of the group
- a contact phone number for each customer or visitor, or for the lead member of a group of people
- date of visit and arrival time and departure time
The venue/establishment as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.
The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
In addition, if you only interact with one member of staff during your visit, the name of the assigned staff member will be recorded alongside your information.
NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.
For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or time-band, or over a 2-day period).
We will require you to pre-book appointments for visits, scan the QR Code for the NHS app or to complete a form on arrival.
Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.
However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name, date of birth and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
Your information will always be stored and used in compliance with the relevant data protection legislation.
The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as a venue/establishment are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of corona virus.
We will not transfer your personal data outside the UK or the EU.
By law, you have a number of rights as a data subject, such as the right to be informed, the right to access information held about you and the right to rectification of any inaccurate data that we hold about you.
You have the right to request that we erase personal data about you that we hold (although this is not an absolute right).
You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances.
You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute).
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 www.ico.org.uk.
If you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints, please contact:
The Town Clerk, Burnham-on-Sea & Highbridge Town Council, The Old Courthouse, Jaycroft Road, Burnham-on-Sea, TA8 1LE
tel: 01278 788088
We keep our privacy notice under regular review, and we will make new versions available on our privacy notice page on www.burnham-highbridge-tc.gov.uk This privacy notice was last updated on 23 September 2020.
What do we collect?
The personal details collected are dependent on the service you want. In some areas it may just mean entering your name and email address; however other online forms may need more details to ensure all the right elements of your service request can be dealt with.
There are various reasons why we need to collect personal data. For example, we may need to ask for your contact details for correspondence purposes. Similarly, we may need information in order to fulfil our statutory obligations and regulatory responsibilities.
This website uses Google Analytics to monitor website usage and performance. However, this data is logged anonymously, and IP Addresses are not recorded.
How do we use your information?
We aim only to collect the information necessary for what we do. We aim to comply with the principles of The Data Protection Act 2018.
- We collect and process personal data about you in order to:
- Deliver support services
- Manage the services we provide
- Train and manage the employment of our staff who deliver those services
- Help investigate any enquiries or complaints you make about our services
- Keep track of spending on services
- Check the quality of services
- For research and planning of new services
How does the law allow us to use your information?
There are a number of legal reasons why we need to collect and use your personal data. Generally, we collect and use personal information where:
- It is required by law
- You, or your legal representative, have given consent
- You have entered into a contract with us
- It is necessary to perform our statutory duties
- It is necessary to protect someone in an emergency
- It is necessary for employment purposes
- You have made your information publicly available
- It is necessary for legal cases
- It is to the benefit of society as a whole
- It is necessary to protect public health
- It is necessary for archiving, research, or statistical purposes
How long will we keep your information?
Information from you will be retained until it is no longer needed and/or until the retention period has been reached. The Retention Schedule is available at: Records Retention Schedule.pdf
Access to your information
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us at [email protected]
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We ask that you give us accurate information, and that you tell us as soon as possible if there are any changes, such as a new address.
We do not disclose your personal information to third parties for their marketing and advertising purposes without your explicit consent.
How safe is your information?
We protect your information using technical and organisational security measures to reduce the risks of loss, misuse, unauthorised access, disclosure and alteration.
How to contact us
How to make a complaint regarding Data Protection?
If you have completed the internal complaints process and are still not satisfied you may complain to the Information Commissioner at www.ico.org.uk