The UK Information Commissioner (ICO) has released information that details what organisations need to consider when collecting personal data for people entering their premises. This guidance is on the back of lockdown restrictions easing and organisations needing to comply with contact tracing schemes.
5 clear steps have been identified to help organisations comply with this requirement and help prevent them from encountering data protection issues;
- Review what information the Government need. Do not ask for more information than is necessary. Unless it is standard practice to request documents from stakeholders to prove their identity, this measure should not be introduced.
- Have set guidance in place that clearly explains what the data will be used for. Make sure stakeholders know why you need their data and what will happen to it once it has been provided. This can be achieved through; telling people verbally or notices on organisations premises and website.
- Continue to correctly store the data securely whether it is electronic or hard copy.
- Only use the data collected for its intended purpose.
- Review how long this data should be retained for, and ensure that you comply with these measures. Organisations should not be keeping data for longer than necessary.
Paul Arnold, Deputy Chief Executive, ICO said; “For the public health benefits to be realised from these new measures it is important people feel able to share their personal data with confidence. So people can have this trust and confidence in the way their personal data will be kept safe and used properly as they prepare to return to their favourite pubs, restaurants and local businesses, we want to help businesses to get things right first time as they adapt to new ways of working.”
Organisations need to remember that the ICO will look to support organisations where possible. However, if data is inappropriately handled they will take action where necessary.
Speak to your DPO so you can prepare for this requirement. If you don’t have a DPO in place or need data protection support, please do get in touch and we will be more than happy to talk you through our DPO service and what we can do to help you. Call 01924 827869 or contact us.
We are trying to keep information up-to-date but as guidance is constantly changing, please check our latest blogs and also refer to our COVID FAQ questions which you can access here.
