Privacy: Covid-19 vaccines for Essex County Council staff

Privacy notice for Covid-19 vaccinations for ECC staff

This privacy notice is designed to help Essex County Council's staff understand how we use their personal information in the Covid-19 vaccination programme.

Part of the national response to the Covid-19 pandemic is recording the details of who has been vaccinated against Covid-19 and when.

Our staff information will be used in the following ways:

  • personal information will be shared with lead vaccination providers on behalf of local health and care organisations to offer a Covid-19 vaccination to our frontline workers.
  • to assess the progress of the roll-out of the Covid-19 vaccine across the entire workforce and to help us plan for the future.

If frontline workers choose to get a vaccine, we need to be able to share staff details with the lead providers to ensure all staff are given the chance to receive their vaccination as part of the early cohort. We must record the details of the vaccination and share that to your GP, so your health records are kept up to date.

To help us understand the take up of the vaccine across our entire workforce, information will be gathered via survey which will ask you for your email address this is to allow us to approximately measure vaccination take up in particular teams and/or locations. You do not have to provide this information and the survey can be completed anonymously. Collection of this information will help to understand who within Essex County Council has been vaccinated and plan the support needed to protect and keep our workforce safe.

These are voluntary programmes and it remains the choice of the individual whether to have the vaccine or to share whether they have been vaccinated.

What personal information will be shared?

We only collect and share the minimum personal information required to deliver this programme.

We may use some or all of the following information:

  • full name
  • date of birth
  • home address
  • GP's name and address
  • contact number
  • email address

The only information required understand the progress of the roll-out of the Covid-19 vaccine across the entire workforce is your email address.

Who will we share this information with?

Frontline workers information will be shared with health service providers such as GPs and lead vaccination providers working on behalf of local health and care organisations.

Personal information collected to the understand the progress of the roll-out of the Covid-19 vaccine will not shared with any third party unless this has been anonymised or we ask for your consent.

How long will we keep this information for?

The personal information collected would be stored for a maximum of 12 months.

The information may continue to be used in a summarised and anonymised form in any research reports or papers that may be published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

What is the legal basis for our use of your personal information?

Under GDPR, the lawful basis for processing this information is:

Frontline Worker vaccinations

6(1)(c) Processing is necessary for compliance with a legal obligation to which the controller is subject,

6(1)(e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller,


9(2)(h) Processing is necessary for the purposes of the provision of health or social care or treatment.

Covid-19 vaccine roll-out across Essex County Council staff

9(2)(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes.

Your rights

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

Where your information is processed using the legal basis of consent, individuals have the right to withdraw their consent at any time and upon request we will stop processing your personal information. If you wish to withdraw your consent please contact

You can obtain further information about these rights from the Information Commissioner’s Office.

You also have the right to lodge a complaint in relation to this summary notice, the full privacy notice or our processing activities with the Information Commissioner’s Office.

Information Commissioner's Office

Telephone: 0303 123 1113 (local rate) or 01625 545745 (national rate)



Information Commissioner's Office
Wycliffe House
Water Lane

Contact us

If you wish to exercise any of these rights, you can contact our Data Protection Officer.

Data Protection Officer

Telephone: 0345 743 0430 (ask to speak to the Information Governance Team)