Privacy notice for occupational health service to non-East Riding of Yorkshire Council employees

What do we use the information for?

We use this information to deliver the following:

  • Health assessments in regards to fitness to work, fitness to teach, fitness for post assessments either through a management referral of a health and medical questionnaire submission
  • Statutory health surveillance to identify any potential effect of equipment and/or environment on health, such as hearing tests, Hand Arm Vibration assessments and so on 
  • To ensure health and safety of the employees at work and to assess and advise on adjustments and/or restrictions that may be needed
  • To advise on medical redeployment
  • To explore retirement on the grounds of ill health in appropriate cases
  • Data may also be used for research, audit or statistics but will be anonymised.  

What information do we hold and use?

We collect and process the following information:

  • Personal information (such as name, address, contact details, date of birth, gender)
  • Health records including health data, including diagnosis, investigations and results, treatment plans, medication, medical reports and absence 
  • Concerns in regards to employees’ health on work or work on health
  • Current and previous job roles. 

On what grounds do we use the information?

Conditions for personal data - processing is necessary for the purposes of the legitimate interests pursued by your employer or by a third party, except where interests are overridden by the interests or fundamental rights and freedoms of you which require protection of personal data.

Conditions for special categories data - processing is necessary for the purposes of the legitimate interests pursued by your employer or by a third party, except where inprocessing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.

How do we collect this information?

  • face-to-face assessments
  • management referral forms
  • health and medical questionnaires
  • GP and/or specialist reports 
  • absence records
  • telephone calls
  • tests like hearing and hand-arm vibration. 

Who do we share your information with?

  • Managers, People Services and Safety Services of the council to enable them to manage employees health and work or work and health
  • Occupational Health Physicians when a further medical assessment and/or opinion is needed
  • Physiotherapist on procurement list to enable employee to access physiotherapy
  • Procured counselling service to enable employee to access counselling
  • GP and/or specialists where further information is required in regards to health or where we have a serious concern in terms of an employee
  • Pensions section when applying for Ill health retirement
  • 3rd parties like solicitors, insurance as part of a claim, with the appropriate consent. 

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page. 

Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page. In most cases, people who have been involved with Occupational Health Service will have the following rights:

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office.

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