Corporate flu programme privacy notice

We want to make sure that as many staff as possible are protected from the seasonal flu this year. This will not only keep you safe but will also help protect service users, colleagues, family, and friends. The Public Health Team works with HR, Health and Safety, Social Care teams, and our new partner Fairview Health Ltd.

For the 2021 flu season, the main change will be how your data will be captured and processed. In previous years bookings were recorded internally and the details were passed to the pharmacist on the day of the on-site clinic. This was to ensure the right person turned up, and to remind staff of their appointments. Our new partner Fairview Health will be controlling the booking form and will be providing the Council with some information. We will then be able to analyse bookings and uptake of vaccines by age, directorate, and team.

If you have questions regarding this service or our privacy practices, you can contact us by e-mail at the address below:

Public Health in the Families Directorate by emailing Public.Health@walthamforest.gov.uk

Health and Safety, Corporate Development Directorate by emailing healthandsafety@walthamforest.gov.uk

Where relevant to do so and appropriate we, or our partner Fairview Health Ltd, may process the following information about you:

• Name
• Telephone
• Email Address
• Date of Birth
• Registered GP Address /NHS Number (if known)
• Team within the Council
• Directorate within the Council

We consider your privacy of great importance and will only use your personal information to:

• Confirm an appointment for the flu jab and ensure that we know who is turning up for which timed appointment. Confirmation of appointment will be sent to either the telephone number or email provided. We may need to contact you if there is an issue with the clinics such as cancellations. We will ask for your name, Telephone, and email. 
• Confirm that we are vaccinating the correct person by asking to check your date of birth and confirming with records. We also need to know this to ensure the correct vaccine is administered.
• Provide your GP practice with your vaccination information to be updated on your health records. This also supports national uptake data for flu vaccination.
• Understand which areas of the organisation are booking their vaccine from. This will help us to distinguish which parts of the business need more communication about the offer.

You will only be asked for personal information that is appropriate and proportionate to enable us to deliver the services effectively. 

The lawful basis for processing and sharing your data is based on your consent. You can withdraw your consent at any point by emailing the above contact details.

This information will be held by Fairview Health, and only shared or processed between pharmacists delivering the service. This refers to whoever is delivering the flu vaccine clinic from their organisation on the day, and your registered GP practice (to record type/batch/date of vaccination for your health records).

Names of those arriving at appointments at certain times may be shared with an LBWF staff member supporting the running of the clinic. However, any personal information is not processed or taken away by the staff member. This will be handed back to the pharmacist to dispose of sensitively i.e. shredded following clinic.

Only in some cases, like in case of emergency, your information may be required to be shared by a Fairview Health employee with your GP or with a hospital. This would be the case if, for example, a health issue occurred during your vaccination. This is very rare and information sharing would be required as a duty of care.

Information will be deleted as soon as the analysis is done. This is usually 12 months from the first clinic. Information could include a number of bookings, uptake from departments, and the booking system shut down immediately following the last clinic (November 2020).

Our Data Protection Officer

Our Data Protection Officer is Mark Hynes. You can contact him by email at data.protectionofficer@walthamforest.gov.uk

Protecting your information

Please see the relevant section of the Corporate Privacy Notice.

Your information choice and rights

Please see the relevant section of the Corporate Privacy Notice.

Complaints and contact details

These are included in the relevant section of the Corporate Privacy Notice.

Information Commissioner’s Office

If we’re unable to resolve your complaint to your satisfaction, you can complain to the Information Commissioner's Office (ICO)