This notice provides details of what information we collect from you, what we do with it, and who it might be shared with in delivering our Support for People work during the Coronavirus (COVID-19) pandemic.
Identity and contact details of the controller and the data protection officer
Falkirk Council is the data controller. You can contact the data protection officer at:
Frequently asked questions
Why do we collect this information?
The information is being collected for the following purposes:
- To offer you support if you are someone who has received a shielding letter from the NHS
- To offer you support if you are over 70 and may need support whilst you are social distancing
- To offer you support if we consider you may be vulnerable or at risk
- To offer you support if you and/or your household are isolating
- To provide you with support if needed, including but not limited to financial payments such as the low income pandemic payment, fuel payment, transport payment (to support children and young people to be able to participate in summer activities)
- To enable us to monitor, assess and understand how many people we are reaching with our Support for People service.
The legal basis for each purpose is set out below:
| Legal basis |
Purpose |
| Consent |
|
| Performance of a contract |
|
| Legal obligation |
1, 2, 3, 4, 5, 6 |
| Vital interests |
3, 5 |
| Task carried out in the public interest |
1, 2, 3, 4, 5, 6 |
| Legitimate interests |
|
The Council is under statutory duties in relation to the protection of public health and to the response to emergencies under the Civil Contingencies Act 2004. The 2004 Act establishes a clear set of roles and responsibilities for those involved in emergency preparation and response at a local level.
What information do we collect about you?
We may collect the following information (but only where relevant to your particular circumstances):
- Forename
- Surname
- Date of Birth
- Home address
- Home telephone number
- Mobile number
- Email address
- Carer or requestors' (if not applicant) name
- Carer or requestors' (if not applicant) telephone number
- Confirmation as to whether or not you have received a Shielding Letter from the NHS
- Details of your support request
- Details of your prescribed medication (if requesting medicine delivery)
- Details of whether you or your household are isolating, including start and end dates
- Confirmation that a person is self isolating or not
- Confirmation that a person is experiencing symptoms of coronavirus at time of request or not
- Medical conditions
- Dietary requirements
- Next of kin details
- Community health index (CHI) number
- Gender
- Disability
- Bank account details (if we need to make a payment to you)
We also keep copies of your communications with us and our responses.
Where do we collect information from?
If you are someone who has received a shielding letter from the NHS, we receive your name and address from them, so that we are able to contact you to offer you support. We also receive your community health index (CHI) number from them.
If you are over 70, we will collect information from within the Council to identify that you are in that age group, so that we are able to contact you to offer you support.
If you are vulnerable or at risk, we will collect information from within the Council to identify that you are in that category, so that we are able to contact you to offer you support.
The NHS will share information with us where you or your household have been advised to isolate (due to a positive coronavirus test or close contact with a positive coronavirus case).
If you request support, we will collect information from you.
Where we share information with third parties, such as voluntary groups, to deliver support, we may collect information from them about the support that has been delivered. We may also collect information from a third party, or referring organisation, if they make a referral to us on your behalf, with your permission.
Who might we share your information with?
We may need to share information with third parties, such as voluntary groups, which help us to deliver support to you.
We may need to share information with pharmacy staff to collect prescribed medicine, if you request this.
We may need to share information with other Council services to check your eligibility for a payment (for example, to check your household is in receipt of Council Tax Reduction). We may also need to share your information with public health bodies such as NHS Forth Valley or the Health and Social Care Partnership.
The Council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.
Will we send your information outwith the UK?
We do not transfer your information outwith the UK.
How long do we keep hold of your information?
We will hold details of the shielding list for one year from when it is last provided to us from the NHS. We will keep individual case records for 2 years, and we will review the need to keep these after this time. Records may need to be kept longer depending on the level of support required and the duration of the pandemic.
Records of any payments are kept for 6 years.
What are my rights in relation to the information held about me?
You have the following rights:
- To see any information held about you by making a subject access request.
- To withdraw consent at any time, where the legal basis for processing is consent.
- To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
- To request rectification or erasure of your information, where data protection legislation allows this.
Do I have a right to complain about the way information has been used?
If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:
Do I have to provide my personal data to you?
You do not have to provide information to us, but we may then not be able to provide you with a service.
Do you use any automated processes to make decisions about me?
We do not use automated decision making processes.
This notice was last updated in January 2022.