COVID-19 Response Activity privacy notice

Coventry City Council complies with the Data Protection Act and UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

We will collect and hold personal information about so that we can operate the Council’s response to the Coronavirus (COVID-19) pandemic. We use this information to fulfil the local authority’s role as part of the NHS Test and Trace service.

Your personal data will also be combined with other data to undertake statistical analysis for the purposes of:

  • Controlling the spread of infectious diseases
  • Monitoring of population health
  • Reducing health inequalities
  • Understanding demographic change in the area
  • Planning and commissioning of health and care services

Our lawful basis for processing the data is that it is part of our Public Task and official authority under the Health and Social Care Act (2012), Care Act 2014, Children Act 1989 and the notices issued under the Health Service (Control of Patient Information) Regulations 2002 for the duration of the pandemic and the reset and recovery phase.  This is a task in the Substantial Public Interest in the area of public health and in line with government requirements.

What information do we collect about you?

  • Full name
  • Date of birth
  • Gender
  • Race
  • Ethnicity
  • Your home address and postcode
  • Your email address(es)
  • Your phone number(s)
  • Personal reference numbers – NHS Number
  • Vehicle registration number (if booking a drive-in testing appointment)
  • Passenger journey details
  • Health and care data (test results, genetic data, or information relevant to your needs during the outbreak or your support needs if you are a carer / in receipt of services)
  • Your job title(s) and Your employer(s) contact details
  • Name and contact details of people you have been in close contact with
  • Name and details of places you have visited
  • Whether you are clinically vulnerable or require additional support.

Who we share your personal data with

 Where necessary and proportionate, your personal data may be shared with other public bodies, including:

  • other local authorities
  • Department for Health and Social Care;
  • the National Health Service(clinical commissioning groups, hospital trusts, GP practices, NHS England, NHS Digital) ;
  • Public Health England;
  • Companies providing services on behalf of the Council;
  • Your employer

We will only share relevant information where necessary to respond to the Covid-19 outbreak. All sharing will be in line with the requirements of the Health Service (Control of Patient Information) Regulations 2002 (COPI) and Data Protection Act 2018.

We also have information about you shared with us by:

  • Public Health England
  • Department for Health and Social Care
  • Joint Biosecurity Centre
  • National Health Service

How long will we keep your information?

We will only keep your information for the purposes of this privacy notice so we can give you the service you need, unless we must keep it for legal reasons. Personal data pertaining to contact information held by Test and Trace is kept for five years. Other retention period is set out in the Records Management Code of Practice for Health and Social Care 2016.

Your Rights

You have the right to:

  1. Ask to see the personal information we hold about you
  2. Ask us to change information we hold about you if it is wrong
  3. Ask us to delete the information we hold about you, if there is no longer a justification for it to be processed
  4. Ask us to limit the way we use your personal Information
  5. Ask for human intervention regarding decisions made about you by a computer
  6. Data portability (have your data transferred to another Authority)
  7. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact [email protected].


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision. [email protected]

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
SK9 5AF.

Date of last review: March 2021

Is there anything wrong with this page?