Privacy policy: Health and Safety

Who will own my data once I submit it?    

Knowsley Borough Council.

Why do you need my information?

The Council has a legal obligation for ensuring the health and safety of its employees and members of the public who access Council services and premises, or who may be affected by its activities.
 
We are required to keep health and safety records in accordance with the Health and Safety at Work Act 1974.
 
Accidents and incidents, near misses and dangerous occurrences are reported via a centralised reporting database. This information enables the Corporate Health & Safety team to identify trends, and areas for improvement in order to prevent future accidents and incidents, as well as suitably investigating those that occur.
 
We also have a duty to report certain accidents and incidents to the Health and Safety Executive as required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
 
COVID-19 is classed as an occupational disease and is therefore reportable under RIDDOR, if the case is likely to have been due to an occupational exposure.
We process your data to continually monitor and enhance health and safety management for staff, contractors and members of the public.

What allows you to use my information?

The General Data Protection Regulations (GDPR) and Data Protection Act 2018 outline the lawful basis for processing for personal data:

  • Article 6(1)(b) Contract
  • Article 6(1)(c) Legal Obligation - Processing is necessary for compliance with a legal obligation to which the controller is subject
  • Article 6(1)(e) Public task - The processing is necessary for you to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • Article 9(2)(b) Employment, social security and social protection
  • Article 9(2)(g) Reasons of substantial public interest with a basis in law
  • Data Protection Act 2018
    • Schedule 1 part 1 (1) Employment, social security or social protection
    • Schedule 1 part 2 (6) Statutory etc and government purposes

The Council’s Corporate Health & Safety Team will rely on the following legislation (amongst others) to process personal data:

  • Health and Safety at Work etc. Act 1974.
  • Management of Health and Safety at Work Regulations 1999.
  • The Control of Substances Hazardous to Health Regulations 2002.
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.
  • Regulatory Reform (Fire Safety) Order 2005.
  • Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002.
  • Ionising Radiation Regulations 2017.
  • Control of Asbestos Regulations 2012.
  • Control of Lead at Work Regulations 2002.
  • Control of Vibration at Work Regulations 2005.
  • Control of Noise at Work Regulations 2005.

Who will my information be shared with?

We may share your information internally with other departments/services of the Council and with external organisations where appropriate including:

  • The Health and Safety Executive (HSE).
  • Police, Fire and Rescue Services.
  • Public Health England.
  • The Council’s Insurers and Council’s Legal Department.
  • The Council’s Occupational Health Service and the Council’s Human Resources Department.
  • Directors, Heads of Service, and Service Managers to enable them to fulfil risk assessment and risk management responsibilities under health and safety legislation.

We will not share your data for any other purposes unless required to do so by law.

How do we collect your personal data?

We may receive information about you from the following sources:

  • Directly from you
  • Human Resources (HR)
  • Occupational Health
  • Line manager, Service Manager, Head of Service or Director.

How long will you keep this data for and why?

We will retain your personal data for as long as is necessary for the purpose in which it was collected:

  • Accident / Incident reporting records concerning adults will be kept for 3 years from the date of knowledge of the incident or when the cause of action accrued (whichever is later).
  • Accident reporting records concerning children will be kept for 25 years from the child’s date of birth.
  • RIDDOR reports will be kept with the accident / incident record for 3 years from the date of reporting.
  • Health records/personal exposure monitoring in relation to exposure to substances hazardous to health will be kept for 40 years from the date of last entry (50 years for exposure to radiation).
  • Individual risk assessments including COVID-19 Individual Risk Assessments will be kept for 100 years from date of birth.
  • Personal Emergency Evacuation Plans will be kept for 6 years from the date in which they are no longer valid.

Your information will be securely deleted / destroyed when no longer needed.

How will my information be stored?

The information will be stored on the Council’s internal secure servers and will not be accessed by anyone who is not authorised to do so.
 
Paper records will be stored in a secure, locked cabinet/s, and access will be restricted to those with authorised access only.
 
Data may be transferred electronically with external organisation’s such as the Health & Safety Executive and/or Council’s Insurers by secure encrypted email.

Will this information be used to take automated decisions about me?

No

Will my data be transferred abroad and why?  

No

What rights do I have when it comes to my data?

You have the right under the Data Protection Act 2018 (General Data Protection Regulations) to request a copy of your information and to know what it is used for and how it has been shared. This is called the right of subject access.
To request a copy of your data or ask questions about how it is used, please download a copy of our form and send it to: -

Data Protection Officer
Knowsley Council
Municipal Building
Archway Road
Huyton
Liverpool
L36 9YU

Or email: data.protection.officer@knowsley.gov.uk

Who can I complain to if I am unhappy about how my data is used?

You can complain directly to the Council’s Data Protection Team by writing to: -
Data Protection Officer
Knowsley Council
Municipal Building
Archway Road
Huyton
Liverpool
L36 9YU

Or email: data.protection.officer@knowsley.gov.uk

You also have the right to complain to the Information Commissioner’s Office using the following details: -
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 08456 30 60 60 or 01625 54 57 45
Website: www.ico.org.uk