Privacy Notices - Shopping referral scheme Privacy Notice

As part of the Government's action plan during the COVID-19 pandemic there has been a focus on ensuring that individuals that have previously been shielding in the community are able to access food supplies.

This initiative is part of a series of activities aimed at helping previously shielding individuals secure access to food.  This includes individuals outside the shielded group but with pre-existing health conditions or circumstances which mean they are at increased risk of severe illness from COVID-19. This group includes disabled individuals and individuals with long-term health conditions (e.g. neurological conditions, mental health issues, physical disabilities, the blind and partially sighted etc.) who rely on food delivery via the Defra box initiative or support networks, which may have ceased due to lifting of COVID-19 restrictions.
This programme is only suitable for individuals who have an email account, have online access and can afford food but are unable to access it as a direct result of the Defra box delivery ceasing and who don’t have anyone (friends, family, neighbours or community support) to help them.

The purpose of the shopping referral scheme is to put previously shielded and/or vulnerable individuals in contact with Tesco plc and Iceland so they can secure an online delivery slot.
 

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared

Your data will be collected by Swindon Borough Council and entered into a secure system run by Defra. Defra will consolidate all the data received from Swindon Borough Council. Tesco plc or Iceland (depending on the delivery service chosen) will download this consolidated data to determine if you are an existing customer and to offer you a priority delivery slot if it is available.

Tesco plc  or Iceland, will contact you directly by email or telephone to explain the process for allocating you a priority delivery slot or to assist you with setting-up an account. Tesco plc will let you know directly if they cannot offer you a prioritised delivery slot for any reason.

Tesco plc and Iceland will inform Defra of the outcome of their matching activity. Tesco plc and Iceland will advise whether the individual concerned has been matched, and offered the option to place an order or not matched and offered the opportunity to register as a customer and then subsequently offered the opportunity to place an order via a priority slot having become a customer.

Tesco plc  and Iceland will advise where customers have been matched but they have been unable to offer a prioritised slot due to logistical constraints for example, slots not available.

Defra will begin to share these outcomes with your Swindon Borough Council for reporting and to improve the service in the future.

Defra, your Swindon Borough Council and Tesco plc and Iceland are independent data controllers for your personal data.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

Swindon Borough Council collects a range of data about you and this includes your first name, surname, address, postcode, email address and phone number. The data will be entered into the system by your Swindon Borough Council advisor.

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We have set up systems and processes to prevent unauthorised access or disclosure of your data - for example, we protect your data using varying levels of encryption, we limit the number of individuals who have access to your data when sharing with Tesco plc or Iceland and use the minimum amount of data necessary to conduct the scheme effectively.

We may need to use some information about you to:

• deliver services and support to you
• manage those services we provide to you

Legal bases for processing include:

Defra and Swindon Borough Council is relying on Public Interest Task (Article 6(1)(e) GDPR as a legal basis for processing.
This should cover all the processing anticipated. To the extent, if at all, that the relevant public interest task does not apply we rely in the alternative on Article 6(1)(f) legitimate interest to share the personal information with Swindon Borough Council, Tesco plc or Iceland.
 

Swindon Borough Council will share your personal data with Defra. Defra will only be able to use your data to facilitate you in obtaining a delivery slot they may share personal data where necessary to ensure the efficient functioning of the scheme.

We will not store your data anywhere as we are just submitting your data to Defra whilst taking your details over the telephone.

As above; we will not store your data, we will only add your data onto an online referral form to submit to Defra.

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk
 

You are under no statutory obligation to provide personal data to Swindon Borough Council, however if you do not provide the data, we will not be able to process your application to access priority delivery slots at all

Swindon Borough Council will discuss this situation with you and provide alternative assistance.
 

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

You are viewing the Privacy Notice for the shoppers referral scheme.

Read the main Privacy Notice