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What we do

This privacy notice applies to the support and services the Council and its partners will be providing in response to Covid-19 and emergency planning services.

The Royal Borough of Greenwich is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.

Under Data Protection law, the Royal Borough of Greenwich is the Data Controller and we are responsible for collecting and processing your personal information in order to provide a public service and meet our statutory obligation.

If you have any questions about this privacy notice or any concerns about how we process your data, please contact the Council.

This privacy notice covers contact with the Council and its officers directly (face to face), through email, telephone and the website. The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.

Why we need your information and how we use it

Why we need your information (purposes of processing)

We may use new or existing information held by the Council in order to:

  1. Exercise our statutory public health functions, such as:
  • Manage risks to public health
  • Control of infection
  • Provide support and health protection
  • Preventing illness
  • Monitoring safety
  • Research and emergency planning
  • Analyse patterns and trends to help us create strategies and decision making.
  • Future epidemiological analysis
  1. When you register as a volunteer.

The Council will check the information you provide to direct you to a suitable voluntary organisation. Your details will be passed to a suitable voluntary organisation who may contact you and request further details.

What is our power to obtain and use personal data?

Our Lawful basis for processing your information

  1. Our lawful basis under the General Data Protection Regulations 2018 (GDPR)  when using your information to exercise our public health functions are:
  • performance of a task carried out in the public interest - Article 6(1)(e)
  • reasons of public interest in the area of public health - Article 9(2)(i) of GDPR
  • protect vital interests of a person – Article 6(1)(d) and 9(2)(c) of GDPR
  • legal obligation – Article 6(1)(c) of GDPR

If there is a significant threat to health of the public, for instance an outbreak of an infectious disease, the Council has the legal right to use identifiable data under: 

Section 42(4) of the Statistics and Registration Service Act (2007) as amended by section 287 of the Health and Social Care Act (2012) and Regulation 3 of the Health Service (Control of Patient Information) Regulations 2002.

  1. Our lawful basis under GDPR when you register to volunteer are:
  • explicit consent – Article 6(1)(a) and 9(2)(a)

You can revoke your consent at any time by contacting the Council.

What type of information we collect

Personal data, personal information, means any information about an individual from which that person can be identified

When you contact us by phone, email or through the Council’s website we may need to collect personal information about you or your family so that the appropriate support and services can be provided. The information we require from you may include personal data and special categories of personal data, such as:

  • Contact details – title, full name, address, email address, telephone number etc
  • Date of Birth / Age
  • Proof of identity – this will only be collected where required
  • Next of Kin details
  • NHS number or other identification numbers
  • Date of travel / last visit to high risk countries
  • Health details relating to your physical and/or mental health
  • Financial details for purposes of receiving and/or making payments
  • Housing information relating to your Council tenancy
  • Details regarding whether you hold a Drivers’ License
  • Vehicle registration number
  • Details regarding whether you have a current DBS
  • IP Address (if using our website)

It will only be necessary to collect this type of information where it is of relevance to the support and services you require.

We use your personal data within the rules set under Data Protection law and we will only collect data that is absolutely necessary. Any information we collect about you will be strictly in accordance with the Data Protection law.

The information we receive about you can be given to us directly by you, a family member or in some cases can be shared with us by another organisation due to the Council having a role in a service they are providing. This includes organisations such as national and local NHS bodies, the Office for National Statistics, NHS Digital, other local authorities and schools.

Who do we hold information about?

We hold information about people we directly provide a service to and about people we have a responsibility for. This includes

  • Residents of the Royal Borough of Greenwich
  • Visitors to the Royal Borough of Greenwich
  • People receiving health and care services in Greenwich
  • People who work for or attend school in Greenwich
  • People who register to volunteer
Who we may share your information with

Who your information may be shared with (internally and externally)

If we are required to, we will only share your information with internal departments and other service providers, contractors and/or partner bodies, but only where it is necessary and as described above. Such as:

  • Public Health England
  • NHS
  • GP practices
  • Other Local Authorities
  • Local Voluntary Partners
  • Emergency Services
  • Care providers
  • Contracted suppliers who have been procured to provide support and services to our residents.

We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party that they ensure to do the same.

We will not use your personal data for third party marketing purposes without your prior express consent.

Profiling and automated decision-making

Business Intelligence, Profiling and Analysis

We may analyse your information to improve services and for the following purposes;

  • undertake statutory functions efficiently and effectively
  • service planning by understanding your needs to provide the services that you request
  • understanding what we can do for you and inform you of other relevant services and benefits
  • help us to build up a picture of how we are performing at delivering services to you and what services the people of Greenwich need
  • analysis of costs and spend of services we provide so that we can to ensure better and efficient use of public funds
  • Emergency planning.

The Council is committed to using pseudonymised or anonymised information where practical and in many cases, this will be the default position.

Transfers to third countries

All the information you provide us is held within the European Economic Area (EEA).

How long we keep your information

How long we keep your information

We are legally required to hold some of your information to fulfil our statutory obligations. We will only retain your data for no longer than necessary for the purposes outlined above.

Your rights

Information Security

We recognise that the information you provide may be sensitive and we will respect your confidentiality. We keep information about you confidential. This means we store it securely and control who has access to it. We will not store any information where we are not legally required to do so.

Click here to find out more on Information Security. On this page you will also find details regarding our website and use of cookies.

Your data protection rights

For information about your data protection rights and how to make a request, please see 'Your Rights'.

Your right to make a complaint

The Council tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

If you want to make a complaint you can contact us on:

The Woolwich Centre
35 Wellington Street
SE18 6HQ

Data Protection Officer

The Council’s Data Protection Officer can be contacted on:

The Woolwich Centre
35 Wellington Street
SE18 6HQ

Information Commissioner’s Office

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect, visit the Information Commissioner’s website:

If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire

Telephone: 0303 123 1113

Version date
April 2020