How we use your information

This supplementary Privacy Notice describes how Surrey Heartlands may use your information to protect you and others during the Covid-19 outbreak.

Privacy notice: Covid-19 and your information

Surrey Vaccination Team (SVOC) to provide administration support for vaccination of practice patients

Two final clinics will be held across Surrey Heartlands in the Winter of 2024/25. These clinics will offer the vaccine to eligible children, aged 6 months to 4 years old and are registered at their local GP Practice, before the end of the Winter Covid-19 vaccination programme. 

NHS Surrey Heartlands ICB are working on behalf of Surrey Heartlands GP Practices for the purpose of booking in Covid-19 vaccinations.

The transparency information below tells you what to expect us to do with your personal information when you contact us to use the child vaccination service.

• What information is collected: minimum personal data will be required to book in a vaccine appointment:
  • personal identifiers and contact details (name, telephone number, date of birth, NHS number and GP surgery details).
• Lawful basis for processing this data: The Health and Care Act 2022 gives the ICB duties to undertake activities such as commissioning arrangements and the duty as to improvement in quality of services. Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for using personal information is:
  • Personal data - 6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
  • Special category data - 9(2)(h) processing is necessary for the purposes of … medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.
• Who this data will be shared with: the data you provide us to book a Covid-19 vaccine will only be shared with The Crouch Oak Family Practice, who are administering the vaccine.
• How long this data will be held for: NHS Surrey Heartlands ICB will only use the personal data you provide temporarily to book in the vaccination appointment. Once complete, the data will be securely deleted.

Covid-19 vaccination programme – privacy information for health and care staff

The Covid-19 vaccination programme in Surrey Heartlands is for all health and social care workers who have frequent face-to-face contact with patients and who are directly involved in patient care in either secondary or primary care, mental health, urgent and emergency care and community settings. This includes those working in independent, voluntary and non-standard healthcare settings such as hospices, and community-based mental health or addiction services.

Surrey Heartlands, on behalf of the Local Resilience Forum, have worked with partners to establish a booking system for these individuals to receive vaccinations at various sites within Surrey Heartlands.

Your employer will provide you with information on how to sign up to receive the vaccine and will share relevant information about you with the provider of your local vaccination service to allow you to be invited for vaccination.

When it is the right time for you to receive your vaccination you will receive an invitation to come forward by email, SMS, or telephone.

We know lots of people will be keen to get protected from the virus but we are asking people not to share these vaccination booking details with friends of family as we have a limited number of vaccines to offer and need to ensure these are provided to those providing health and care services first. Other people within the community will be contacted directly for their own appointment.

Covid-19 vaccination privacy notice for health and social care staff

Information Governance

Information Governance provides a consistent way for employees to deal with the many different standards and legal rules that apply to information handling.

This includes the Data Protection Act (DPA) 2018 - a United Kingdom Act of Parliament that updates data protection laws in the UK. It is a national law which complements the European Union's General Data Protection Regulation (GDPR). Therefore GDPR and the Data Protection Act 2018 should be read side by side.

Subject Access Request

Individuals have the right to access information that Surrey Heartlands holds about them by making a Subject Access Request (SAR).

The GDPR has removed the fees that could previously be charged for SARs and reduced the amount of time that organisations have to respond. This right applies to all individuals including staff, employees of other organisations, service users, visitors to offices, and attendees at events.

Each NHS organisation holds their own records and we can only supply Surrey Heartlands records. If Surrey Heartlands holds the data requested and it is not legally exempt from disclosure, the information must be supplied within one month (though this can be extended by up to a further two months in some circumstances).

You can request access to information about you that we hold by contacting Surrey Heartlands Information Governance Team.

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Information about your health and care helps us to improve your individual care, speed up diagnosis, plan your local services and research new treatments.

In May 2018, the strict rules about how this data can and cannot be used were strengthened. The NHS is committed to keeping patient information safe and always being clear about how it is used.

You can choose whether your confidential patient information is used for research and planning.

• To find out more visit: Your NHS Data Matters (nhs.uk)
• Make your data choice online: Manage your data choice (nhs.uk)