The Corporate Health and Safety Team privacy notice

This privacy notice is designed to help you understand how the council may process your personal data as part of its Corporate Health and Safety responsibilities.

This privacy notice supplements the key information in, and should be read alongside, the council's corporate privacy notice.

On this page:

1.0 Who are we?

The Corporate Health and Safety team are responsible for acting as the council's competent person for health and safety as outlined within Regulation 7 of The Management of Health and Safety at Work Regulations 1999.

In addition to providing all services within the council with suitable and sufficient advice and guidance on all areas of health and safety, the team are also responsible for reporting, recording and investigating all accidents, incidents and near misses reported by council employees, contractors working on the council's behalf and members of the public accident.

2.0. Whose personal data do we process

We will process the personal data of individuals who have been involved in any reported incident, accident or near miss. This includes employees, members of the public, tenants and third parties.

3.0. What type of personal data do we process

The personal data we process may include:

Contact information including, full name, address, telephone number, email address.
Personal information such as age and gender.

This will often include special category data, particularly data concerning health such as medical information relating to an injury or condition.

4.0. Why do we process personal data

Under The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR 2013), the council has a legal requirement to report certain types of incidents and accidents to the Health and Safety Executive (HSE). To fulfil this duty, we will process personal data related to a reportable incident and inform the HSE.

We will also use your personal data for the following purposes:

To ensure compliance with health and safety legislation
To investigate accidents, incidents, and near misses
To provide occupational health support
To provide health and safety training
To identify trends and monitor the effectiveness of health and safety measures
To assist with provision of safe and effective first aid

5.0. Where do we get your personal data from?

Personal data may be obtained from several sources, this includes, but is not limited to:

Accident, incident and near miss report forms
Work authorisation forms
Lone working registration forms
Risk assessments and method statements
Permits to work
The Warning Marker Register requests
Internal emails
External reports from third parties
Personal Emergency Evacuation Plans (PEEPs)
Information about known medical conditions for employees shared with first aiders

This personal data is obtained directly from those involved in an accident or incidents, or from other internal departments within the council.

We may also receive your personal data from other services within the Council as part of our internal Health and Safety arrangements.

6.0. Who do we share your personal data with?

We may share your personal data with the following persons:

Internal departments (where the information is relevant and required).
External contractors (where the information is relevant and required).
Regulatory authorities such as the HSE and Hampshire Fire and Rescue.
Emergency services
Insurers

7.0. What is the legal basis for using your personal data?

We rely on the following lawful basis to process personal data:

Consent: you have given consent for us to process your personal data.
Public Task: the processing is necessary for the Council to perform a task in the public interest or for its official functions with a basis in law.
Legal Obligation: The processing is necessary for the Council to comply with a legal obligation.

The legislation that relates to the Council's health and safety responsibilities includes, but is not limited to:

The Health and Safety at Work Act 1974
RIDDOR 2013
The Management of Health and safety Regulation 1999
The Control of Asbestos Regulations 2012
The Control of Substances Hazardous to health (COSHH) Regulations 2002
The Control of Vibration at Work Regulations 2005
First Aid at Work Regulations 1981

We rely on an additional lawful basis to process your Special Categories of Personal Data. These lawful basis are:

"Employment, social security and social protection"
"Reasons of substantial public interest (with a basis in law)" meeting the conditions in Schedule 1 of the Data Protection Act 2018 as below: 
Part 1 (1) Employment, social security and social protection
Part 2 (6) Statutory etc and government purposes.

8.0. Updates

This privacy notice and the corporate privacy notice are updated from time to time to take account of changes in our services, legal requirements and to make sure they are as transparent as possible, so please check back here for the current version. You can see when this privacy notice was last updated here:  March 2025