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Corporate Health and Safety

Privacy Notice for the Corporate Health and Safety Service

Why do we collect and use this information?

In order to carry out this function, Southampton City Council processes personal data about the following types of people:

  • All residents within Southampton 
  • Carers or representatives 
  • Claimants 
  • Complainants, enquirers or their representatives 
  • Customers / Clients 
  • People captured by CCTV images 
  • Professional advisers and consultants 
  • Representatives of other organisations 
  • Staff, persons contracted to provide a service 
  • Students and pupils 
  • Suppliers 
  • Traders and others subject to inspection 
  • Witnesses 
  • Applicants 
  • Offenders 
  • Suspected offenders 
  • Victims

We hold this personal data securely and use it to:

  • Undertake health and safety case file audits/investigations 
  • Provide training courses, forums and briefings, including pre and post evaluation 
  • Complete statutory returns, such as accident reporting to the Health and Safety Executive (HSE)

Unless stated, we are the data controller for your personal data, and the following sections provide detail about the information we process, and explains what allows us to do this (the lawful basis), who we may share it with, and how long we keep it for (the retention period).

The categories of information that we collect, hold, and share

As a local authority, we only process data that is necessary for us to carry out our statutory functions. To carry out our duties in respect of Health and Safety, the type of information we process is as follows:

Personal Data

  • Banking or payment details 
  • Business activities 
  • Case file information 
  • Children's data (u18) 
  • Contact Details (Name, address, telephone number, etc.) 
  • Employment details 
  • Education details 
  • Family details 
  • Financial details 
  • Goods and services 
  • Licenses or permits held 
  • Lifestyle and social circumstances 
  • NI Number 
  • Relevant Contact (e.g. Next of Kin / Carer) 
  • Student and pupil records 
  • Visual images, personal appearance and behaviour

Special categories (or sensitive personal data)

  • Trade Union Membership 
  • Sexual Orientation 
  • Criminal Record 
  • Criminal Proceedings 
  • Physical or Mental Health

The lawful basis on which we use this information

The use of your personal data is compliant with the following conditions of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA2018):

  • Article 6(1)(c) of the GDPR – It is necessary for us to process your information so we can comply with our legal obligations
  • Article 6(1)(e) of the GDPR – It is necessary for us to process your information so we can carry out our official functions or public tasks
  • Article 9(2)(g) of the GDPR and Schedule 1, Part 2, paragraph 6 of the DPA2018 – It is necessary for us to process your personal data as we believe it is necessary for us to do so in order for us to perform our statutory obligations, and there is substantial public interest in doing so

Details of our statutory powers and duties can be found on the Local Government Association’s website: https://standards.esd.org.uk/?uri=list%2FpowersAndDuties

Under this lawful basis, we do not require your consent to process this information but we are required, through this privacy notice, to ensure that you are fully informed of why we are collecting this information and what we will do with it.

Please also note that no automated decision making (decisions taken without a person involved) occur for any parts of these procedures controlled by SCC and we do not use profiling to deliver our service to you.

Storing and Securing Data

The information provided to us for health and safety will be held in the following format:

  • Both paper and digital

The information provided to us will be held in accordance with the Council’s Retention Schedule, and then it will be securely destroyed.

For information held for the purposes of health and safety, your personal data will be held for the following period:

  • Employee accident or incident including violence or abuse: 6 years from date of occurrence 
  • Employee exposure to asbestos: to age of 75 years old 
  • Member of the public (not pupil or student): 7 years from date of occurrence 
  • Pupil or student: reaching the age of 25 years old

Who do we share information with?

We may share your personal information with external organisations, such as the Police, to prevent and detect crime, however, this would only occur when the law allows us to do so.

We may have to share your information with other teams and departments in the Council, in order to fulfil this, and other statutory duties, and to deliver a sufficient level of service, in the public interest, as a local authority.

For the purposes of health and safety, we will routinely have to share your data with the following types of organisations:

  • Central Government 
  • Commissioned Providers 
  • Corporate Suppliers 
  • Education Providers 
  • Fire Services 
  • Healthcare Providers 
  • Housing Associations and Landlords 
  • Local Government Authorities 
  • Ombudsmen and Regulatory Authorities 
  • Police 
  • Probation Services 
  • Trade Unions