Your data: Covid-19 Vaccine Support Centre

Aberdeen City Council works in partnership with NHS Grampian as part of the Aberdeen City Health & Social Care Partnership, and we are providing support to GPs and to NHS Grampian in the Aberdeen City area to help arrange and administer booking appointments for people who are eligible to receive their Covid-19 vaccination. 

If you phone our support line 

If you phone our Vaccine Support line, we will ask enough information about your circumstances to help us to help you. We may sign post you to other organisations and agencies who are better placed to help you with your specific need. If you are calling us about your Covid-19 vaccination appointment we will ask you for your name, address, contact number, date of birth, CHI number and name of usual GP practice. This is to check we are speaking to the right person and providing you with the right advice in relation to your appointment. If you are calling on behalf of someone else, then we will ask you for the same information for that person.  

The NHS will share a list with us of everyone who is eligible to be vaccinated. The information shared with us is your name, date of birth, address, contact details, CHI number and usual GP practice, and the date, time and location of your vaccination appointment.  We do not receive or have access to any of your medical records. 

We may get in touch with you to advise you of any upcoming appointments you may have for your Covid-19 vaccination. We may also get in touch with you if you have an appointment which you don’t attend, to check if we can rebook this for you on another date. 

Where the NHS hasn’t provided us with a contact telephone number for you, or if it is not up to date, we will check Council records to see if we have a telephone number for you, so we can contact you. If we update your contact details in this way, we will also share this information with the NHS because it is very important that they are also able to contact you easily at this time if they need to.  

We will share updated and amended information about Covid-19 vaccination appointments back with NHS Grampian. 

If you have called the National Vaccination Line they may pass your details to NHS Grampian if you have additional support needs to attend your appointment. We may call you to discuss how we can best support you attending your vaccination appointment. 

We are working with a range of partners to make sure people are able to be vaccinated so we may also make referrals on your behalf to other agencies and partners, including the Transport to Healthcare Information Centre (THInC) for the NHS Grampian area which provides advice on travelling to health or social care appointments, if you’re happy for us to do so. The person who speaks to you will explain this to you. If you are happy we will share your name, address and contact number, appointment details together with any information about your specific needs to ensure your needs can be met (for example if you have hearing issues, have poor mobility). Please note that a referral does not guarantee your transport need can be met and we may discuss alternative options/support with you.

How will we manage your data?  

Only a small number of Aberdeen City Council and NHS Grampian staff are involved in supporting vaccination appointments, and they are the only people who will be able to access any information about your appointment, which will be held securely on our systems. We will not use this information for any other reason. 

How long will we keep your data? 

We will keep records of the appointments you have until it has been confirmed you have attended. In any event, we will not keep any appointment data for longer than six months. 

Your Rights 

You have rights in relation to your data, including the right to ask for a copy of it.  See more information about the rights you have, as well as the contact details for the Council’s Data Protection Officer.  You also have the right to make a complaint to the Information Commissioner's Office if you think we haven’t handled your data properly. 

Our Legal Basis 

Aberdeen City Council is the Data Controller for this data. Wherever we process personal data we have to have a legal basis in data protection law and tell you what it is. The Council’s legal basis for this processing is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council. Where this processing includes special category data the Council’s legal basis is that the processing is necessary for the provision of health or social care treatment, and otherwise for reasons of substantial public interest. 



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