Health and Safety Privacy
Privacy Notice – Health & Safety and Emergency Planning
Gedling Borough Council respects your privacy and is committed to protecting your personal data. This privacy notice explains how we will look after the personal data you may disclose to us in relation to providing Health & Safety and Emergency Planning.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
The Data Controller
Gedling Borough Council is the Data Controller for any personal data you give to us. Our full details are:
Gedling Borough Council
Civic Centre
Arnot Hill Park
Arnold
Nottingham
NG5 6LU
Telephone: 0115 901 3901
Email: enquiries@gedling.gov.uk
Data Protection Officer
The Council’s Data Protection Officer can be contacted at the address above or by email to dataprotectionofficer@gedling.gov.uk
What Personal Data We Collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes [first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender].
- Contact Data includes [billing address, delivery address, email address and telephone numbers].
- Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).
The data we collect depends on the purpose for which the data is collected.
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Purpose/Activity |
Type of data |
How long we keep your data |
Lawful basis for processing (GDPR Article) |
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Customers, Residents and Members of the Public |
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Accident and incident reporting. Accident/Injury involving Adults |
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3 years from closure |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data - Article 9(2)(f) processing is necessary for the establishment, exercise or defence of legal claims by or against the Council |
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Accident and incident reporting. Accident/Injury involving Children |
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25 years from closure |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data - Article 9(2)(f) processing is necessary for the establishment, exercise or defence of legal claims by or against the Council |
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Incidents involving violence and aggression towards Council employees |
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3 years after last assessment. *If the incident resulted in injury to an employee, records will be held for 85 years. |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data - Article 9(2)(f) processing is necessary for the establishment, exercise or defence of legal claims by or against the Council |
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Major community incidents E.g. Flood reporting. |
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Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Without it we will not be able to process [purpose]. Article 9(2)(g) processing is necessary for reasons of substantial public interest. |
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Employees, Contractors and Visitors |
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Accident and incident reporting.
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Retained until employee age 85 |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data – Article 9(2)(b) processing is necessary for the purpose of carrying out any obligations and exercising specific rights of the Council in relation to employment, social security and social protection. |
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Occupational health records of employees exposed to risk. (Noise, Hazardous substances, Vibration) |
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Retained until employee age 85 |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data – Article 9(2)(b) processing is necessary for the purpose of carrying out any obligations and exercising specific rights of the Council in relation to employment, social security and social protection. Article 9(2)(h) processing is necessary for the purpose of providing occupational health. |
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Asbestos Management and Incidents |
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40 years |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data – Article 9(2)(b) processing is necessary for the purpose of carrying out any obligations and exercising specific rights of the Council in relation to employment, social security and social protection. Article 9(2)(h) processing is necessary for the purpose of providing occupational health. |
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Training Records |
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50 years after completion |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. |
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What We Do With Your Personal Data
We will use your personal data to:
- To record accidents and incidents occurring on Council property or at Council ran events in order to comply with any legal obligation which the Council are subject to;
- To record accidents and incidents involving Council employees as well as recording any contact employees have with hazardous substances and surroundings; and
- Contact you with regard to any matter arising from the incident or accident.
Where we collect information about your physical or mental health, race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions and trade union membership, such information is Special Categories of Personal Data and will only be used by us, to keep an accurate record of the incident and any injuries. Any Special Category Personal Data collected by us will always be used in accordance with the Data Protection Act 2018.
How Long We Keep Your Personal Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are set out in the table above.
For the purposes of the mailing list we will keep your information until you unsubscribe.
Who We Share Your Data With (Third Parties)
In order to provide you with a good service we may have to share your personal data with our partner agencies providing services on behalf of Gedling Borough Council. We may also share your data with our software providers to be able to provide I.T support to our computer systems.
Employee information may be shared with the Councils chosen occupational health provider and doctor.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow third-party service provider to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Gedling Borough Council will not sell, assign, disclose or rent your personal data to any other external organisation or individual unless required to do so by law.
Protecting Your Personal Data
We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
International Transfer of your Data
We do not transfer or process data outside the European Economic Area unless we have your specific consent or where the nature of the processing requires it (for example, because you have chosen to use an email or other communications service which routes data outside the EEA).
Your Rights
You are in complete control. You can object or withdraw your consent to the use of your personal data at any time. Though in some cases we may not be able to provide your requested service (e.g. recording of incidents) where the information processing is an integral part of the service. We will tell you if this is likely to be the case.
Subject to some legal exceptions, you have the right to:
- request a copy of the personal information Gedling Borough Council holds about you;
- to have any inaccuracies corrected;
- to have your personal data erased;
- to place a restriction on our processing of your data;
- to object to processing; and
- to request your data to be ported (data portability).
To learn more about these rights please see the ICO website.
Please address any such requests to the inforequest@gedling.gov.uk
Complaints
If you are dissatisfied with the way your personal data is being used by the Council we would ask that you contact the Data Protection Officer in the first instance so that we can deal with your concerns. You have the right to complain at any time to the Information Commissioner's Office, the UK supervisory authority for data protection.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745
Fax: 01625 524 510