COVID-19 booster vaccine volunteer Privacy Notice

We keep the volunteers of the COVID-19 booster programme Privacy Notice under review. It was last reviewed and updated in December 2021.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council (CYC).


Personal data

Personal data will be collected to support the COVID-19 booster vaccination programme and supports the NHS COVID-19 vaccine team.

The information we'll ask for includes:

  • name
  • email address
  • contact telephone number
  • if you are working currently, what organisation you work for
    • if you work at City of York Council, we'll also ask you for the Directorate you work in, the name of your line manager and the approval of your line manager
  • the skills you have
  • your availability and the locations you can help at

See further details about how we define personal data and non-personal data.


Collecting personal data

We will:

  • only ask you for the information that is necessary
  • protect it and make sure nobody has access to it who shouldn't
  • ensure you know if you have a choice about giving us information
  • make sure we don't keep it for longer than is necessary

Using personal data

We'll use your information to process your application to be a volunteer for this programme. If you don't provide the information we have asked for, we may not be able to consider your involvement in this programme.

The information we collect may be included in reports and returns to central government where required. Any information for publication or use outside of the council staff who need to use it for this project, will be anonymised and will not identify any individuals.


Our legal basis for using personal data

We're asking for volunteers to support this programme and when you do this, we'll need to use your information to comply with our legal obligations or to carry out tasks in the public interest.


Sharing personal data

We'll share your personal information with other council services as appropriate and with NHS vaccine clinic coordinators.

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent. For example, if we have a legal obligation to do so, such as law enforcement, fraud investigations, regulation and licensing, criminal prosecutions and court proceedings.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

We'll only keep your information for as long as is necessary to support this programme and then we'll securely and confidentially delete and destroy it.

Where required or appropriate to, at the end of the retention period, we'll pass onto the City Archives any relevant information.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.


Further processing of personal data

If we wish to use your personal information for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we'll seek your prior consent to the new processing, if we start to use your personal data for a purpose not mentioned in either this Privacy Notice.

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.


Your rights relating to personal data

To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO)

You can also find information about your rights in our privacy notice.

If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us at information.governance@york.gov.uk or on telephone: 01904 554145 or write to;

Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA

When we collect your personal data we'll tell you how we're going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.


Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145