Recording visitor details: how we use your information

To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, places of worship are encouraged to collect and keep a limited record of staff, volunteers and visitors who come onto our premises for the purpose of contact tracing.

By maintaining records of staff, volunteers, and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.

As a visitor to the Shrewsbury Quaker Meeting House, you will be asked to provide some basic information and contact details. The following information will be collected:

· the names of all visitors

· a contact phone number for each visitor

· date of visit and arrival time and departure time

Shrewsbury Quaker Meeting, as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.

The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational, and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration, and destruction.

NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.

For example, if another visitor to the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all visitors who visited on a particular day or time-band, or over a 2-day period).

We may require you to pre-book appointments for visits or to complete a form on arrival.

Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.

However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name, date of birth and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.

Your information will always be stored and used in compliance with the relevant data protection legislation.

The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as a venue are subject to. The government’s set of new regulations encourage places of worship to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

Shrewsbury Quaker Meeting will not transfer personal data outside the UK.

By law, you have a number of rights as a data subject, such as the right to be informed, the right to access information held about you

and the right to rectification of any inaccurate data that we hold about you.

You have the right to request that we erase personal data about you that we hold (although this is not an absolute right).

You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances.

You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute).

If you are unhappy or wish to complain about how your information is used, you should contact Shrewsbury Quaker Meeting in the first instance to resolve your issue.

If you are still not satisfied, you can complain to the Information Commissioner’s Office. Their website address is www.ico.org.uk.

This privacy notice is based on the guidance of NHS Test & Trace, adapted by Thomas Bell, convenor of the premises committee.

We keep our privacy notice under regular review, and we will make new versions available on the home page and room hire page of www.shrewsbury.quakermeeting.org. This privacy notice was last updated on 03/05/2021.