Privacy Notice - COVID-19 Community Response

South Hams District Council takes your privacy seriously.

In order to best respond and help coordinate the community response for COVID-19, it is necessary to collect information about you. This notice sets out what we will do with your personal information and who we may share it with in respect of the COVID-19 Response.

How we use your information

We will use the information you provide to:

  • Connect you to support in the community as part of COVID-19 response.

For individuals that have been contacted by the NHS due to having serious medical conditions, we will receive information about them from the NHS. This will be used solely for delivery of critical food supplies and potentially undertaking welfare check calls. This information will not be processed for any other purpose.

The personal information you provide will not be used for any other purpose unless required by law, to prevent or detect crime or to protect public funds.

Information that we use may include:

  • your name
  • your address
  • your medical history
  • Any vulnerabilities you may have
  • notes about any relevant circumstances that you have told us about.

How the law allows us to use your information

The legal basis for processing your personal data is that it is in the public interest for us to deal with the outbreak of COVID-19.

Length of time we keep your information

We will retain your data for the duration of the COVID-19 response. When the Government has declared the pandemic over, your personal data will be securely destroyed and not used for any other purpose.

Sharing your information

So that the Council can provide an effective support, we may need to share your information with partner organisations where it is required to ensure that you receive the required support. This may include 

  • Devon County Council
  • Emergency Services (Ambulance, Police, Fire etc.)
  • Voluntary organisations (note that we will ensure suitable protections in place where we do this) 
  • Organisations contracted by the Council to deliver our services (such as FCC for our Waste Services)

Where information is shared, the Council has written agreements and protocols in place to ensure that your data is secure and protected to the same levels that the Council requires.

Retention and Transferring of data outside the EU

We will at all times hold your information securely, in hard copy format, electronically or both. Your personal data will be kept secure by the Council and will be kept within the European Economic Union (EEU).

Where the Council uses a third party to store your personal data and it is stored outside the UK/EEU, the Council will ensure that appropriate safeguards are in place to keep your personal data secure.

Individual rights

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website.

If you would like to exercise any of these rights, please Email the data protection officer.

The Data Controller for your information

South Hams District Council

Follaton House

Plymouth Road



The Data Processors for your information

Your information may be provided to other organisations for processing in relation to this service. The Council has strict agreements in place with all Data Processors to ensure your information is protected. 

South Hams District Council

Follaton House

Plymouth Road



Data Protection Officer

The Councils have a duty to appoint a Data Protection Officer. The Council's Data Protection Officer is Drew Powell.

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by Email, telephoning 01803 861234 or writing to them at Data Protection Officer, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner's Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:

  • Telephone them on 0303 123 1113
  • Visit their website at
  • Write to them at:

    Information Commissioner's Office

    Wycliffe House

    Water Lane



    SK9 5AF