Health and Safety - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

Personal information

This could be personal information such as your name, contact details, date of birth educational background, national insurance number, employment information, benefit status. Any other personal details provided at the time information is collected about you.

Special Category data

This may include details about your health such as medical records, ethnicity or religious belief.

Criminal data

Criminal convictions and restrictions (for example, probation conditions) where they relate to the services being provided.

Details of information obtained from employees, third parties or internal departments

The information we use to deliver our services comes from:

• Human Resources through recruitment information filled in on our on-line job applications
• Human Resources from appointment details supplied by successful applicants as part of initial employment processes
• Reports of accidents, incidents of abuse aggression and violence
• Medication incident reports and safeguarding reports
• Occupational health reports
• Individual risk assessments
• Investigations of accidents and incidents, including taking of statements
• Training records
• Correspondence from insurers and solicitors relating to claims

How is your information used?

We may use your information to:

• Meet our statutory duty to report and record accidents and incidents
• Investigate the causes of accidents and incidents
• Investigate claims and complaints
• Implement recommendations from Occupational Health for individual employees
• Communicate with managers OH and HR regarding health and safety advice for individuals
• Provide evidence of training and an employee’s competence.
• Monitor employees’ health safety and wellbeing to enable the Council’s legal obligations under health and safety legislation to be met
• Monitor management processes to make sure a consistent and fair approach is applied to health safety and wellbeing across the Council
• Develop corporate and local interventions to protect employees and improve health, safety and wellbeing.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed;

• The Health and Safety Executive (HSE), Care Quality Commission (CQC) and Ofsted – the office for standards in education, children’s services and skills, Police, Fire and Rescue Services and Public Health England
• The Council’s insurers and Councils Legal Services
• The Council’s Occupational Health Service and the Council’s Human Resources Department.
• Directors and Managers to enable them to fulfil risk assessment and risk management responsibilities under health and safety legislation

Full access to information within the Health and Safety Team is strictly limited to its members who hold and process health and safety information for the Council.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

National Data Opt Out

We are one of many organisations working within health and social care to improve health and wellbeing for patients as well as the public. Information collected from you when you use our services may be stored and shared with services or partner organisations for purposes other than your individual care, for instance to help with:

• improving the quality and standards of care provided
• research into the development of new treatments
• preventing illness and diseases
• monitoring safety.

This may only take place when there is a clear legal basis to use this information. Confidential information about your health and care will only be used in limited circumstances where it is not possible to use anonymised data.

You have a choice about whether you want your confidential information to be used in this way. If you are happy for your information to be used in this way you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

For more information or to register your choice to opt out please visit https://www.nhs.uk/your-nhs-data-matters/. You can choose to opt in at any time.

The National Data Opt Out does not apply to information used for marketing purposes, your data would only be used in this way with your specific agreement.

All Health and Social Care organisations should have systems and process in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

Our organisation is compliant with the national opt out policy.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

None of our processes include automated decision-making.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit ico.org.uk or email casework@ico.org.uk.