Coventry City Council complies with the Data Protection Act and the 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 collect and hold personal information relating to births, deaths (accessed from the Primary Care Mortality Database), ‘vital statistics’ derived from births and deaths data, and episodes of hospital care (Hospital Episode Statistics data accessed using the NHS Digital ‘Data Access Environment’ (DAE)).  This includes births to, deaths of and hospital episodes of Coventry residents as well as those occurring in Coventry (not residents).

We use this information to undertake statistical analysis for the purposes of:

  • Helping us to develop and improve our services
  • Monitoring of population health
  • Understanding demographic change in the area
  • Planning and commissioning of health services

We process personal data because it is necessary to comply with our legal obligations under the:

  • Health and Social Care Act (2012) and
  • Health Service (Control of Patient Information) Regulations 2002.

The legal basis for processing this data is ‘Public Task’; the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear Lawful Basis.
Analysts from the Insight team will receive and process the data.  There will not be any instances of automated decision-making in the processing of the data.

What information do we collect about you?

Births data

  • Address of Mother
  • Birth in Marriage Indicator
  • Birth Weight
  • Birthplace, Postcode
  • Birthplace
  • Country of Birth of Father
  • Country of Birth of Mother
  • Date of Birth
  • Date of registration of birth
  • Establishment Type of Birthplace
  • Gestation period
  • Mother’s Age YY/MM
  • Multiple Birth Type
  • NHS Number
  • Occupation Class of Father
  • Occupation Class of Mother
  • Postcode of residence of Mother
  • Sex of Child
  • Stillbirth
  • Stillbirth Cause

Deaths data

  • Age at death
  • Causes of Death
  • CCG of Registration Code
  • Certifying Doctor Name
  • Coroner Inquest Area
  • Coroner Name
  • Date of Birth
  • Date of Death
  • Date of Registration
  • Deceased Usual Address, Postcode
  • Deceased Usual Address
  • GP Practice Code
  • Inquest Date Text
  • Nature of Injury Code
  • NHS Establishment Ind
  • NHS Number
  • Occupation of Deceased
  • Occupation of Husband of Father of Deceased
  • Occupation of Mother of Deceased
  • Place of Birth of Deceased
  • Place of Birth, Country
  • Place of Death
  • Place of Death, Establishment Type
  • Place of Death, Postcode
  • Sex
  • Underlying Cause of Death

Hospital Episode Statistics datasets

A large amount of pseudo/anonymised data is processed for each hospital episode from the following areas:

  • Accident and Emergency
  • Admitted Patient Care
  • Critical Care
  • Outpatients

The data collected and processed includes the following:

  • Age of patient
  • Date of Birth of patient
  • Diagnoses
  • Duration of episode
  • Ethnic group of patient
  • GP practice of patient
  • Hospital name
  • Patient identifier - HES generated
  • Postcode of usual address of patient
  • Procedures / treatments undertaken
  • Sex of patient
  • Source of referral

This is only a sample of the data fields, the full lengthy list of data collected and processed can be read on the NHS Digital website.

Who we share your personal Data with

This data will not be shared with anyone outside of the organisation. It may be shared securely with colleagues in other departments of the Council.

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons.

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
  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


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.

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,

Date of last review: March 2020