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COVID19 Vaccination Process for Identifying Key Employees (Council and Agency).

How we use your personal information for Identifying key employees (Council and Agency) for the COVID19 vaccination process

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 responding to the COVID-19 pandemic. This information should be read in conjunction with the Council’s corporate privacy notice

1. Who we are, what we do.

As we continue to live with coronavirus and the daily challenges this brings, the Welsh Government, NHS Wales and Local Authorities have moved into the phase of Protect.

This means a number of things but one of them being the identification of key staff; employed by the Council, teaching staff and agency workers, supporting our most vulnerable service users/children, who are entitled to the Covid19 vaccination (as identified by Welsh Government).

2. What and whose personal information we hold?

The Council already holds information about you as an employee.  If you are an agency worker, we may have your details on our records or we are able to access this via your employer. 

Normally, we would not use your information in another way without informing you first. However, due to the rapidly changing circumstances and subsequent guidance from the Government, this is not always possible for us to do.

You can be assured that we will not use your information in any other way but to ensure we continue to provide you with the protection you are entitled to, in line with advice and guidance from the Welsh Government for the vaccination programme.

We will already have the following information about you such as;

  • Name
  • Address
  • Date of birth
  • NHS identification number (if previously given)
  • Employee number
  • Contact Details
  • Gender
  • Ethnic origin

3. Where does the service get my information from?

This information is available from your personnel record held by the Council, or your employer if you are an agency worker.

4. What will we do with your personal information and who we will share it with?

Once you have been identified as a key employee, your information will be shared with Cwm Taf Morgannwg Health Board who in turn will share it with NHS Wales Informatics Service.

This is so you will already be registered for a vaccine should you wish to receive it.

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

The Council has a statutory requirement to assist NHS Wales in identifying key employees

Under the General Data Protection Regulation (GDPR), the Council also has a legal duty to process personal information which is necessary;

  • Section 82 of the National Health Service Act 2006 places a duty on NHS bodies and local authorities to co-operate with one another in order to secure and advance the health and welfare of the people of England and Wales.

6. How long will my information be kept?

As this information has come from your employment record, your employment record will be kept in line with our HR policies and procedures. 

All information that has been created to identify you as a key employee will be kept for as long as is necessary for the purpose of which we are processing it for.

7. 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

8. Contact us

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