NHS Track and Trace privacy notice

The information that you provide will be processed in accordance with the General Data Protection Regulation and Data Protection Act 2018. The data controller for this information is Crawley Borough Council who are registered as a 'Data Controller' with the Information Commissioner’s Office, Registration Number Z5327706.

This privacy notice explains what personally identifiable is collected by Crawley Borough Council (CBC).  It also explains how this information is used, how it is protected, how long it is kept, who it is shared with, who shares it with us, what your rights are, and how you can find out more.

Read Public Health England's privacy notice on how they are handling your information for Test and Trace.

What is Track and Trace?

COVID-19 is an infectious disease affecting the whole of the country. The virus that causes COVID-19 is a coronavirus. Infectious diseases present a serious and ongoing threat to public health. If not controlled, they can infect large numbers of people and, depending on the disease and other factors, can result in ill-effects ranging from relatively minor symptoms to early death.

Contact tracing is an important way of controlling the spread of infectious diseases. It involves identifying and tracing all the people who have been in contact with a person who has been infected. Depending on the nature and duration of the contact, these contacts may require advice or treatment to prevent the disease spreading further.

Personal information will we require

Each individual entering the Town Hall will be asked to provide their full name, address and contact information including telephone numbers and email addresses. 

We will also need to record the date and time of your visit as well as where possible your departure time. 

Why we need to process your personal data

The UK is currently experiencing a public health emergency as a result of the coronavirus (COVID-19) pandemic. It is therefore critical that organisations take a range of measures to keep everyone safe.

The easing of social and economic lockdown measures following the COVID-19 outbreak is being supported by NHS Test and Trace. The Department of Health and Social Care has asked organisations including CBC to support this service by keeping a temporary record of our visitors for 21 days.  In the event of a local outbreak of the virus this data may be used to assist NHS Test and Trace as needed. This could help contain clusters or outbreaks.

How we use your personal information

This information is used to provide advice on self-isolation and how to protect themselves and others from COVID-19. It will also help identify outbreaks which require support and will be shared for the following reasons:

  • Enable contact tracers to call people who have tested positive with COVID-19 to offer advice and gather information about the people they may have come into close contact with and who may have been infected with the coronavirus
  • Enable contact tracers to manage the process of tracing these contacts to find out if they have any COVID-19 symptoms and if so, to provide advice on how to seek help
  • Enable the necessary sharing of personal information to third party organisations using minimum data
  • Enable the planning, management and containment of local outbreaks
  • Enable the Districts and Boroughs to assist with tracking deliver their statutory Environmental Health/Food Safety obligations

Information sharing

In the event of a local outbreak of the corona virus names and contact details of visitors to our sites may be provided to the NHS to support Test and Trace work.

NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed Council premises as a place they visited recently, or because our premises have been identified as the location of a potential local outbreak of COVID-19.

NHS Test and Trace will work with you, if contacted, to ensure that information is shared in a safe and secure way. You can find further information on how NHS Test and Trace works on the government website.

NHS Test and Trace will handle all data according to the highest ethical and security standards and ensure it is used only for the purposes of protecting public health, including minimising the transmission of COVID-19.

NHS Test and Trace will handle all data according to the highest ethical and security standards and ensure it is used only for the purposes of protecting public health, including minimising the transmission of COVID-19.

If you are contacted by NHS Test and Trace:

Contact tracers will

  • Call you from 0300 013 5000
  • Send you text messages from ‘NHStracing’
  • Ask you to sign into the NHS Test and Trace contact-tracing website

Contact tracers will never

  • Ask you to dial a premium rate number to speak to them (for example, those starting 09 or 087)
  • Ask you to make any form of payment or purchase a product or any kind
  • Ask for any details about your bank account
  • Ask for your social media identities or login details, or those of your contacts
  • Ask you for any passwords or PINs, or ask you to set up any passwords or PINs over the phone
  • Disclose any of your personal or medical information to your contacts
  • Ask about protected characteristics that are irrelevant to the needs of test and trace
  • Provide medical advice on the treatment of any potential coronavirus symptoms
  • Ask you to download any software to your PC or ask you to hand over control of your PC, smartphone or tablet to anyone else
  • Ask you to access any website that does not belong to the government or NHS

How long will we keep your personal information

Information which is collected and stored solely for NHS Test and Trace will be retained for 21 days.

This reflects the incubation period for COVID-19 (which can be up to 14 days) and an additional 7 days to allow time for testing and tracing. After 21 days, this information will be securely disposed of or deleted.

Read GOV.UK's Coronavirus COVID-19 Notice for more information.

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information. Generally the legal basis for processing by CBC as a public authority will be:

  • To perform a function or provide a Service required by Statue (Article 6(1) (e) of the GDPR) 
  • To comply with a legal obligation (Article 6(1) (c) of the GDPR) 
  • Where the processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract (Article 6(1) (b) of the GDPR) 
  • Where disclosure is in the vital interests of yourself or another person (Article 6(1) (d) of the GDPR 
  • With your explicit consent (Articles 6(1) (a) and 9(2) (a) of the GDPR

If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, email the Data Protection Officer and tell us which service you are using so we can deal with your request.

Your rights

You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for the information held to be corrected (where the law permits) and to ask us to restrict the processing of your personal information. In certain circumstances you have the right to object to the processing of your personal information. This information will not be subject to any automated decision making.

Where can you can get advice

If you have any questions or concerns about the collection, use or disclosure of your personal information contact:

  • The Data Protection Officer, Crawley Borough Council, Town Hall, The Boulevard, Crawley RH10 1UZ
  • DPO@crawley.gov.uk 

You also have the right to complain to the regulator:

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire DK9 5AF
  • Tel:  0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
  • Online enquiries