Health and Safety privacy notice

Accident and Incident Recording and Reporting Privacy Notice. Your privacy is very important to South Holland District Council. 


What this privacy notice covers

South Holland District Council is the Data Controller responsible for the personal information you may provide in relation to an accident/incident that you have been involved in. Your data will be processed by Public Sector Partnership Services Ltd (PSPS), a company owned by East Lindsey and South Holland District Councils. 

In relation to your personal data we are committed to collecting, using and protecting it appropriately. This privacy notice explains:

  • what personal data we collect, why and how it is used
  • when and why we will share personal data with other organisations
  • the rights and choices you have in relation to the personal data that we hold about you.

Types of personal data

The personal data we collect could be:

  • full name, address, contact details (telephone number and email address), gender, age, occupation and work status of the injured person;
  • date and time of accident/incident;
  • location of accident/incident;
  • cause and nature of injuries sustained;
  • name, address, contact details (telephone number and email address) and occupation of the person reporting the accident/incident, if other than the injured person.

Why we collect personal data

We collect this information because we are legally required to record and report accidents/incidents, as defined in the following legislation:

  • reporting of injuries, diseases and dangerous occurrence Regulations 2013 (RIDDOR) 
  • regulation 25 of the Social Security (Claims and Payments) Regulations 1979

In addition, accident and incident reporting is an important aspect of monitoring or measuring safety performance of the organisation. It also allows, through investigations, the organisation to learn from mistakes and make appropriate changes to improve health and safety.

Sharing data with a third party

Your data will not be shared with third parties unless the accident or incident is reportable under current regulations (i.e.; RIDDOR) or the third party are acting on our or you behalf (i.e.; our/your insurer). We will only contact you should we require further information in relation to the accident or incident.

We will not disclose your personal information to third parties for marketing or sales purposes or for any commercial use, and we will not use your personal data in a way which may cause you harm.

How long the information is kept for

The information will be kept for three years from the date of the accident/incident, unless you or the injured/affected party are under the age of 18 at the time of the accident/incident. In this instance, the information will be kept until you/they are 21 years old, in order to ensure the information is available to the organisation should you/the injured party decide to make a claim against the organisation if you/their parents haven't already claimed on your/their behalf.

Your data rights

You have certain rights under the General Data Protection Regulation (GDPR) and in relation to automated decision making and profiling, as well as the right:

  • to be informed
  • of access to your personal data
  • of rectification (to have any inaccuracies corrected)
  • of erasure (to have your records deleted)
  • to restrict processing
  • to data portability
  • to object.

Automated decision making and processing is not used during this application. Information about your rights is available on the Information Commissioner's Office website

If you have a concern about the way that we are collecting or using your personal data, we ask that you contact us in the first instance. Both SHDC and PSPS have data protection officers who can be contacted if you have any questions about how your personal data is collected, stored or used: