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Answer:

Guidance on maintaining records of staff, customers and visitors to support NHS Test and Trace is available on the government website.

NHS QR Codes and App 

Venues in certain sectors should continue to ask customers, visitors and staff to 'check in', to help stop the spread of coronavirus (COVID-19). Those venues must:

  • Ask every customer or visitor (over the age of 16) to provide their name and contact details
  • Keep a record of all personnel working on their premises and shift times on a given day and their contact details
  • Keep these records of customers, visitors and staff for 21 days and provide data to NHS Test and Trace if requested
  • Display an official NHS QR code poster so that customers and visitors can ‘check in’ using the NHS COVID-19 app as an alternative to providing their contact details
  • Adhere to General Data Protection Regulations (GDPR)
  1. The full list of settings that need to display a QR code is available here. The general principle is that events, venues and facilities that are open to the public should use a code; regular office settings do not need to do .

  2. Customised QR codes must be created via the official government website.  Your QR code should be displayed clearly at the access points to your venue. Visitors can use the NHS Covid-19 app on their smartphones to ‘check in’ to your premises (this data stays on their phone and is not shared).

  3. NOTE:  The rules on what you need to do when a group enters your venue have changed. You must now ask every customer and visitor to scan the NHS QR code using their NHS COVID-19 app, or provide their name and contact details, not just a lead member of the group. 

  4. If you are currently using your own QR code to collect contact details you must change to the official NHS code. 
  5. Further help on QR codes and posters is available on the NHS website.
  6. You do not have to ask people who choose to ‘check in’ using the official NHS QR code to provide their contact details. If there is an outbreak associated with a venue, a message will be sent to the relevant app users with the necessary public health advice.

Collecting information

  1. If visitors are not using the NHS app to check in to your venue or event, you should collect the following information from them:
    1. the name of the customer or visitor
    2. a contact phone number for each customer or visitor. If a phone number is not available, you should ask for their email address instead, or if neither are available, then postal address the dates and times that people are at work
    3. Date of visit, arrival time and, where possible, departure time If a visitor is likely to interact with only one member of staff (e.g. for advice appointments) the name of the staff member should be recorded alongside the name of the visitor
  2. All designated venues must also keep a record of all staff working on the premises on a given day, the time of their shift, and their contact details. This covers anyone providing a service or activity including volunteers. Venues must keep these records of staff, but staff can choose to check in using the NHS QR code poster in addition, if they wish.

  3. No additional data should be collected for Test and Trace
  4. You should collect the information in a way that is manageable for your organisation. If not collected in advance, information should be collected at the point that visitors enter the premises or at the point of service.

    How records should be maintained
  1. You should hold records for 21 days. This reflects the incubation period for COVID-19, which can be up to 14 day, plus an additional 7 days to allow time for testing and tracing.

  2. After 21 days, visitor information collected for Test and Trace purposes should be securely disposed of or deleted.

  3. Records which are made and kept for other business purposes do not need to be disposed of after 21 days. The requirement to dispose of the data relates to a record that is created solely for the purpose of NHS Test and Trace. All collected data, however, must comply with the General Data Protection Regulations and should not be kept for longer than is necessary.

Promoting Test and Trace

  1. Visitors may have concerns about how their data will be used, so you may want to provide online information explaining the key points:
    1. Information will be kept for 21 days and will only be used if there are confirmed cases of Covid-19 involving people who have visited
    2. Where there is a confirmed case of Covid-19, NHS contact tracers will contact facilities where visitors have been to provide as much information as possible
  2. You can check the detailed guidance about information sharing and download a template privacy notice from on the government’s coronavirus pages.

  3.  

    Leaflets and posters on Test and Trace, including some in community languages, are available from Public Health England.

Failure to comply

Collecting contact details and maintaining records for NHS Test and Trace is a legal requirement and failure to comply is punishable by a fine:

  • first fixed penalty: £1,000
  • second fixed penalty: £2,000
  • third fixed penalty: £4,000
  • any further penalty notice: £10,000

The person responsible for the organisation is liable. This could be the owner, proprietor, or manager with overall responsibility of the organisation, business or service.

Answer:

Data Controller and Purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Arts, Parks and Events Service, to process your event paperwork. Other council departments and statutory bodies will also receive your paperwork and data submitted with the application. The service is provided under the GDPR and UK Data Protection Legislation and Tower Hamlets Council is the Data Controller. Each service will have a detailed privacy notice, to tell you more about your data and how it is processed.

We have received your contact data in addition to data relating to your suppliers, contractors, external authorities and key event staff from you and will use this for processing your event paperwork, necessary licences and permissions, payment and contract.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR for compliance with a legal obligation.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 6 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include Parks, Finance, Licensing, Building Control, Health and Safety, Environmental Protection, Transportation and Highways, Transport services such as London Buses and TFL, external delivery partners and statutory bodies such as the emergency services as required.

Your Rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Answer:

Data Controller and purpose

This privacy notice applies to you ("the service user") and the London Borough of Tower Hamlets (“the council”).  The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service.  It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets’ Early Help Service, to process your Personal data and Special category data. London Borough of Tower Hamlets will provide services internally, except in the instances where organisations provide services (such as schools/Health and voluntary sector) where this will be a joint service.

We will store your personal and special category data from the Local Authority’s Early Help Assessment system (eEHA) for planning and decision making in line with the Supporting Stronger Families (SSF) programme, to provide you with appropriate Early Help support.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to lawfully process your personal data such as name, address, contact details, under GDPR Article 6: 

  1. 6(1)(a) consent
  2. 6(1)(b)performance of a contract
  3. 6(1)(c) compliance with a legal obligation
  4. 6(1)(e) task in the public interest or official authority vested in the controller.

 And more personal data such as health, personal and household circumstances and Special Category Data under GDPR Article 9:

  1. 9(2)(b) employment, social security or social protection law, collective agreement.
  2. 9(2)(j) archiving in the public interest, or scientific and historical research purposes or statistical purposes.

Additional legislation that apply:

  1. Children Act 1989
  2. Section 17 of the Children Act 1989.
  3. Section 11.1, Pre-birth ‘Good Practice Steps’
  4. Section 47 of the Children Act 1989
  5. Section 20 of the Children Act 1989
  6. Digital Economy Act 2017
  7. The Education Act 1996
  8. The Education Act 2002

A delay in you providing the information requested may result in a delay in providing appropriate services. 

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. The information will be stored until the data subject reaches the age of 19 years or 25 years if Special Education Needs and / or Disability are identified. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services. 

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above; this will include Ofsted, the Ministry of Housing, Communities and Local Government, external education settings such as schools, Health organisations and services provided by the Voluntary Sector.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Automated decision making and profiling

The service will process some of the data electronically and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ link below. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our data protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.  

Answer:
  • If you’ve tested positive for Covid-19, you need to wait four weeks (28 days) from the day of your positive test to have your booster
  • This gap will help to separate any side effects of the vaccine from effects of your illness
  • If you’ve already booked your booster appointment and then test positive, make sure to log on to the NHS website, call NHS 119, or the Council helpline on 020 7364 3030 and reschedule your booking
Answer:

Data controller and purpose

This privacy notice applies to you (“the service user”) and the London Borough of Tower Hamlets (“the council”).  The council takes the privacy of your information very seriously. This privacy notice applies to the council’s use of any and all of the data provided by you or collected by the council in relation to your use of this service.

It is important that you understand that sometimes we will need to share your data with other agencies where necessary or appropriate and by engaging with our service you understand that that your data may be shared.

The information you provide will be used by the London Borough of Tower Hamlets’ Revenue Services, to process your liability to council tax, business rates or other income to the council together with establishing eligibility to discounts, exemptions or reliefs available in connection with these.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details, financial information and other personal details relating to discounts, exemptions and reliefs), under:

  • 6(1)(c) compliance with a legal obligation

For business rates the Local Government Finance Act 1988 and for Council Tax the Local Government Finance Act 1992.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our retention schedule retention policy

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include:

  • HMRC
  • Valuation Office Agency
  • planning
  • street naming & numbering
  • building control
  • electoral registration
  • parking services
  • housing benefits
  • community infrastructure levy
  • asset management
  • registrar
  • other local authorities

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your rights

You can find out more about your rights on our data protection and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner. 

Answer:

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets Property and Major Programme service, to process your personal data. Tower Hamlets Council is the Data Controller.

We have received personal data from the attached form and will use this for the purpose of processing your feedback regarding the projects we deliver.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the Council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR for the purposes of participant engagement.  Stakeholder support is critical to the success of this project and we will only use your information to contact you in relation to this project alone.  We will use your personal data to keep you informed on progress and provide you with ongoing organisational updates.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our retention schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf. As stated above this will include data (name, address, contact details).

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Your Rights

You can find out more about your rights on our data protection and this includes details of your rights and how to complain to the Information Commissioner. 

Answer:

Data Controller and Purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Environmental Health and Trading Standards Service, to process your complaint/objection/application.

Tower Hamlets Council is the Data Controller.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), as a task carried out in the public interest, and more personal data such as health, personal and household circumstances as necessary for substantial public interest reasons, to assess and prioritise in compliance with a legal obligation or social protection law.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for six years after the case is closed. For further details you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police.

This activity is carried out under Article 9(2)(b) of the GDPR, under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

We will not transfer your data to non EEA territory and there are no automated decisions made with your data.

Your Rights

You can find out more about your rights on our Data Protection page and how to complain to the Information Commissioner.

Answer:

Data controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets’ Complaints and Information Service, to process your name and address. Tower Hamlets Council is the Data Controller

We have received [your name and address data from you and will use this for processing your request for Freedom of Information.

We process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Condition for processing personal data

It is necessary for us to process your personal data (name, address, contact details), under the GDPR as a task carried out in the public interest.

A delay in you providing the information requested may result in a delay in providing appropriate services.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for seven years after the case is closed. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law.

We have a duty to improve the health of the population we serve. To help with this, we use data and information from a range of sources including hospitals to understand more about the nature and causes of disease and ill-health in the area. This data would normally be anonymised and never used to make decisions on a specific individual or family.

Data transfer to non EEA territory

We will not transfer your data to non EEA territory.

Automated decision making and profiling

The service will process some of the data by computer and may therefore make automated decisions on your case. You can ask for this to be explained to you, please see the ‘your rights’ section that follows. We may also to some degree use the data to build a profile for you regarding service provision and priority.

Your rights

You can find out more about your rights on our Data Protection page and this includes details of your rights about automated decisions, such as the ranking of Housing Applications, and how to complain to the Information Commissioner.

Answer:

Data Controller and purpose

The information you provide will be used by the London Borough of Tower Hamlets Outdoor Education Team to process your data in accordance with the General Data Protection Regulation (GDPR) and if you have any concerns the council’s Data Protection Officer can be contacted on DPO@towerhamlets.gov.uk.

Who we are

We are Tower Hamlets Outdoor Education Team, a council service based at the Urban Adventure Base (150 Burdett Road, Mile End Park, E3 4JT) which provides positive and adventurous activities and accredited programmes to local young people, adults and organisations. The team manage the operating licence for the Duke of Edinburgh’s Award in the borough.

Condition for processing personal data

It is necessary for us to process your personal data under the GDPR as a task carried out in the public interest with consent. For participants we collect contact and some statistical information to ensure we are fulfilling our community purpose as a local authority and obligations under the Equality Act 2010.

Data Protection Law recognises that some categories of personal information are more sensitive than others. The sensitive personal information we collect includes ethnicity, date of birth, health conditions, required medication and details of any safeguarding concerns that are reported to us. We collect this data to ensure that all participants are safe and protected whilst on our programmes, including health conditions and medication. Enable us to understand who we are working with.

We will share you data with other council departments and our partners as appropriate. However, we will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

Participant information, group consent and health conditions will be gained from attending organisations such as schools and voluntary organisations operating in partnership, delivering  activities as part of the Outdoor Education Team programmes, along with information such as name, age and post code for statistical and monitoring purposes.

When collecting information for people under the age of 18 we will always gain parental or legal guardian consent for participation in the team’s programmes.

We will disclose your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with proceedings or investigations.

We collect personal information concerning our own staff and volunteers as part of the administration, management and promotion of activities.

We have security measures in place at the Urban Adventure Base and Urban Gym including CCTV. There are signs showing CCTV is in operation. The images captured are securely stored and only accessed by approved staff (e.g. to review an incident). CCTV recordings are automatically overwritten after a short period of time unless an issue is identified that requires investigation.

How long do we keep your information?

We will only hold your information for as long as is required by law and to provide you with the necessary services. This is likely to be for 7 years after the case is closed. For further details, you can view our Retention Schedule.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this for statistical analysis of data to allow the Council to effectively target and plan the provision of services.

Information sharing

Your personal information may be shared with internal departments or with external partners and agencies involved in delivering services on our behalf.

With consent your information may be processed and shared with the Duke of Edinburgh’s Award (DofE) in order to take part in their programme. This is based on Tower Hamlets obligations as a Licensed Organisation with the DofE Charity and may include information related to staff, leaders and professionals who are delivering the programme within their organisations. Information related to staff delivering a DofE may be held for communication and risk management purposes with aspects of the programme such as the management of DofE Expeditions. Tower Hamlets Council do not manage or have responsibility for DofE’s online management system eDofE, following consent to take part in the programme your information on the system (eDofE) is the responsibility of the DofE Charity as a Data Controller.

View the Duke of Edinburgh’s Award Privacy Statement.

The council has a duty to protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, and ensure public money is targeted and spent in the most appropriate and cost-effective way. Information may be shared with internal services and external bodies like the Audit Commission, Department for Work and Pensions, other local authorities, HM Revenue and Customs, and the Police. This activity is carried out under social protection law. 

Your rights

You can find out more about your rights on our Data protection page which includes details of your rights to access, to be forgotten, and how to complain to the Data Protection Officer and Information Commissioner.

Answer:

The local authority has a statutory duty to ensure all pupils have access to a high quality school place, but falling school rolls and budget pressures could affect the sustainability of schools and their ability to maintain high standards.

Tower Hamlets has experienced a great deal of demographic change in recent years which has meant that primary school rolls have not grown as quickly as the population. Young families are increasingly moving out of the borough and birth rates are falling. This has resulted in a surplus of primary school places overall. In 2017/18, one in ten of the borough’s Reception places went unfilled.

However, there is a stark contrast between the situation in the West and the East of the borough. Whilst areas in the West have seen falls in the demand for primary school places, areas in the East have seen increases. Projections indicate that this situation will worsen over the coming decade.

At the same time, schools are experiencing pressure on their budgets because of changes to the National Funding Formula. This worsens when schools have unfilled places and schools with high levels of surplus face significant financial challenges.

The local authority is therefore undertaking a review of primary school places to maximise the potential of the borough’s high-quality primary schools and to ensure that:

  • schools are able to maintain and improve the quality of education
  • all children have access to the right school place at the right time
  • parents in all areas of the borough continue to be offered a choice of provision
  • schools are working together in collaboration, not competition and 
  • public resources are used efficiently and effectively.
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