COVID-19 Supermarket Referrals

What we do with the information you give us when you use the supermarket referral scheme.

Data Controllers

Mendip District Council - ICO Registration Z7552163

Data Protection Officer contacts

Purpose for processing

Mendip District Council will collect data from individuals in order that they can be referred for a priority home delivery slot with a participating supermarket.  Referrals will be available for

  • people who are not shielding
  • people who are able to order online and pay for food
  • people who cannot access food due to the current COVID-19 pandemic

The processing of data is necessary to facilitate provision of a delivery slot by the participating supermarket of the individuals choice.

Categories of personal data

The following data will be collected where a customer qualifies for a referral and wishes to apply for one:

  • First and surname
  • Full address and postcode
  • Email address
  • Phone number
  • Unique property identifier if available.

Additionally, customers will share information necessary to determine their eligibility for referral - this may include circumstances relating to health and disability.

Legal basis for processing

General personal data:

Article 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.

Special category data:

Article 9(2)(g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Data sharing

Data collected from individuals wanting a referral will be shared by the Council with the Department for Environment, Food and Rural Affairs (DEFRA) via a secure portal adminsitrated by Somerset County Council.  Participating supermarkets will be able to access information from that portal for individuals that have requested a referral according to the specific supermarket choice made by the individual, in order that they can make contact and offer a delivery slot. 

Details of the individuals shopping and payment methods will not be processed by Mendip District Council, Somerset County Council or DEFRA as the shopping will take place in the usual manner through the chosen supermarket's online store.

Transfers abroad 

Your data will not be transferred abroad.

Data retention

Recorded telephone calls will be retained for a period of 3 years.  Data may be used during this period for training, quality control and analytics.

The current retention period for the data input in to the DEFRA portal is 18 months from the date of first transfer.  However, as this initiative is designed to meet needs arising from an emergency, a definite retention period cannot currently be designed.  All parties undertake not to retain data longer than is necessary for the defined purpose.

Your rights

You have a number of rights in relation your personal data, including the right to ask for a copy of your data. More information

You also have the right to complain to the regulator.