Health and safety privacy notice

1 Council contact details

1.1 Registered Office:
North Northamptonshire Council
Sheerness House 
41 Meadow Road
NN16 8TL

Tel: 0300 126 3000

1.2 Health, Safety and Wellbeing team can be contacted at [email protected]

2 Information that we hold

2.1 We currently collect and process the following information to comply with our duties under health and safety legislation and to aid in risk management:

  • Name
  • Date of birth
  • Sex
  • Disability status
  • Full address and postcode
  • Telephone number
  • Email address
  • Medical information
  • Occupational health reports
  • Workstation self-assessments
  • Education and training
  • Employee data
  • Employment history
  • Information relating to accidents and incidents
  • Contact we have had with you, such as home visits, meetings
  • Driving licence and insurance details

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you for one of the following reasons or through your interactions with North Northamptonshire Council (NNC):

  • To provide health and safety support and advice to you
  • When you report an accident, incident, or in the case of work-related ill health, that occurs or has an impact whilst working for or visiting NNC
  • When you complete a workstation self-assessment
  • To investigate and to help us reduce or prevent similar  accidents, incidents or cases of work-related ill health and reports of illness
  • To follow up on issues raised in workstation assessments
  • When producing and reviewing personal risk assessments
  • When producing Personal Emergency Evacuation Plans (PEEP).

3.2 We also receive personal information indirectly from third parties such as security officers or witnesses, if you were injured or unwell.

3.3 There are a number of reasons why we need to collect and use your personal information. Generally, we collect and use personal information where: 

  • it is necessary to meet our legal obligations under the:
    • The Health and Safety at Work Act 1974
    • The Management of Health and Safety at Work Regulation 1999
    • Display Screen Equipment Regulation 1992
    • The Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 2013
  • you have requested a service from us
  • it is necessary to protect public health
  • it is required for the defence of legal cases
  • it is needed for employment purposes
  • you, or your legal representative, have given us your consent
  • you have made your information publicly available
  • it is necessary for law enforcement reasons and to prevent, and detect fraud or crime
  • we need to protect individuals from harm


  • it is necessary for archiving, research, or statistical purposes.  For these purposes your data would be used in a pseudonymised format (name and other identifying information replaced with a unique number).

4 What we do with the information

4.1 We use the information that you have given us in order to:

  • Help us reduce or prevent similar accidents, incidents or work-related ill health
  • In order to investigate an accident, incident, case of work-related ill health or medical condition
  • We will only process data relating to your health that is necessary for carrying out obligations under employment, social security or health and safety law or, for the establishment, exercise or defence of legal claims

4.2 We may share data about you internally, or with external bodies or organisations.

Where lawful to do so, data may be shared for the following purposes:

  • Facilitating investigations. Only information pertinent to the investigation will be shared
  • Facilitating PEEPs, under the substantial public interest provisions within the Data Protection Act 2018 (in particular, Part 2, paragraph 16: Support for individuals with a particular disability or medical condition), to ensure the effectiveness of those plans
  • Disclosure to the Joint Health, Safety and Wellbeing Committee (JHSWC), Directorate Health, Safety and Wellbeing Forums and to relevant Trade Union officials (anonymised data only)
  • Providing information to authorities with statutory powers, e.g. Health and Safety Executive (HSE)
  • Recording on the NNC Staff Alert Register. Details on how this is processed can be found in the customer services privacy notice
  • Providing information to the NNC Insurers
  • Providing information to specific relevant trusted service providers, under controlled conditions

4.3 We do not use automated decision making for equalities processing. Automated decision-making is where decisions are made about you without any human influence on the outcome. These may affect your legal rights or have an impact on your circumstances, behaviour or choices.    

4.4 There is no profiling undertaken in relation to equalities processing. Profiling is where you analyse parts of an individual’s personality, behaviour, interests and habits to identify their preferences, make predictions or decisions about them.

5 How long we keep your information for and how we securely dispose of it after use

5.1 We keep your personal information in line with the council’s retention schedules. A copy of the retention schedule can be requested through the council’s website.

5.2 We will securely dispose of your information in line with retention periods.

6 How we store your information

6.1 Your information is securely stored on the council’s systems, in which the servers are UK based or with third party suppliers, under controlled conditions.

7 Your data protection rights

7.1 The law gives you rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent - You can ask that we no longer use your details for this processing. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 07 February 2023