Accident & Incident Recording & Reporting - Privacy Notice
What this Privacy Notice covers
Your privacy is very important to South Holland District Council.
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. Our Data Protection Officer can be contacted by phone on 01775 761161, via email: dpo@sholland.gov.uk or by writing to us at Legal Services, South Holland District Council, Priory Road, Spalding, Lincolnshire, PE11 2XE.
Your data will be processed by Public Sector Partnership Services Ltd (PSPSL) a company which is owned by South Holland, East Lindsey and Boston District Councils. PSPSL's Data Protection Officer can be contacted by phone on 01507 613303, via email data.protection@pspsl.co.uk, or in writing to Data Protection Officer, PSPSL, The Hub, Mareham Road, Horncastle, LN9 6PH.
Why we need your personal data
Your information will be used to assist with monitoring or measuring safety performance of the Organisation and allows, through investigations, the Organisation to learn from mistakes and make appropriate changes to improve health and safety. The legal basis for processing your data is Article 6.1 (c) of the U.K General Data Protection Regulation. The Reporting if injuries, diseases and dangerous occurrence Regulations 2013 (RIDDOR) and Regulation 25 of the Social Security (Claims and Payments) Regulations 1979, require us to collect this information because we are legally required to record and report.
How your data is used
The council has a duty to collect, use and protect your data, and protect it appropriately.
We collect the following information:
- 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.
The purpose of processing accident and incident data is for collecting information and producing a range of statistics that communicates anything from the number of incidents per annum, analysis of causes, types on accident or incidents occurring etc. From this information the council can identify trends, problem areas which in turn allows the council to put in place suitable and sufficient control measures to prevent re-occurrence.
We may also get information about you from certain third parties e.g. witnesses, as part of any accident / incident investigation that may take place.
Your data will not be shared with third parties unless the accident/incident is reportable under current regulations (i.e. Health & Safety Executive (HSE) - Reporting of Injuries, Diseases and Dangerous Occurrence Regulations (RIDDOR)) or the third party are acting on our or your behalf (i.e. our/your insurer). We will only contact you should we require further information in relation to the accident/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 3 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 in order to ensure the information is available to the Organisation should you/the injured party decide to make a claim against the council if you/their parents haven't already claimed on your/their behalf.
Your rights
You have the right to access your data and correct any inaccuracies. For further details of your rights please contact the Data Protection Officer or go to our website for a more detailed explanation www.sholland.gov.uk.
Please see our website for our full privacy policy.