Occupational Health and Wellbeing

Privacy Notice

Hampshire County Council collects and uses personal information as a data controller on behalf of its employees. The Council also collects and uses personal information as a data processor on behalf of Hampshire Constabulary, Hampshire Fire & Rescue and Schools. The Council may collect personal and medical information relating to your past and present job roles in order to provide an Occupational Health Service to employers. Services include: Occupational Health referrals, pre placement medicals, Health Surveillance and wellbeing services.

Information will be collected from the individual, managers, Human Resources, Occupational Health Physicians and other medical professionals (with consent) and will be collected by post, email, secure OH portal or verbally.

  • We will use the information for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, to ensure the health and safety of the employees at work and to allow consideration of any adjustments that may be required to support their ability to work. Data may also be used for research, audit or statistics but will be anonymised if this is the case
  • In relevant cases and where necessary, we may use the Occupational Health report with your consent, for general HR purposes including where relevant in processes initiated by the employee or the employer
  • The legal basis in GDPR for collecting and using our personal information is either that it is necessary for the performance of your employment contract or that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Where the personal information collected and used consists of special category information, the legal basis for collecting and using it is that it is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee” and that the use of this information is permitted “when those data are processed by or under the responsibility of a professional subject to the obligation of professional secrecy ” or that it is in the substantial public interest to do so
  • We may share your information with third party processors in order to provide a service to you
  • We will keep your personal information for the following periods:
    • Occupational Health and Wellbeing records will be held for 6 years after the employee has left their job or 75 years of age (whichever is soonest) as recommended by the British Medical Association (BMA)
    • Pre placement medicals will be discarded after 2 years if the employee doesn’t take up the offer of the job
    • Health Surveillance records will be held for 40 years as required by the Health and Safety Executive (HSE)
  • You have the right to see any information we hold about you. The request should be made in writing and should be responded to within one month without charge. You can also request that an amendment is attached to your health record if you believe any of the information held by the Occupational Health & Wellbeing Service is inaccurate or misleading
  • Hampshire County Council’s generic privacy notice

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.