Website and telephone payments Sunday 19 May
Our website and telephone payment systems are unavailable between 9am and 2pm on Sunday 19 May. You will not be able to pay for any council services on our website or over the phone during this time.
This privacy notice is designed to help you understand how and why the occupational health team processes your personal data. This notice should be read in conjunction with our corporate privacy notice.
North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). The health and wellbeing team are the council’s certified practitioners in occupational health and this is a service that can be traded to other organisations.
The council has appointed Veritau to be its data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
In order to deliver the occupational health and wellbeing service the council will need to collect both personal and special category data.
The personal data we may collect, so that we can contact and identify you where appropriate, includes (but is not necessarily limited to):
We may also collect the following categories of special category data:
We primarily process information that you have already disclosed to us. However, on occasion, we may contact other organisations (such as your GP or medical advisor) where you have provided your consent. These organisations may provide information relating to your current mental or physical health which is relevant to the workplace. This does not usually include historic information (unless relevant).
We may also collect information from your employer for example risk assessments and information relating to sickness/absence.
We require your information to:
We will only disclose your personal information and special category information (i.e. medical information) to individuals or organisations where you have given us specific consent to do so. For example, this could be your manager, an HR representative, or a specialist occupational health advisor or physician.
If your organisation chooses to change occupational health providers then it is best practice that we send your data to that new provider. Your data will not be sent to your employer.
Your employer is obliged to tell you about their intention to transfer at which point you may object and choose an alternative registered medical practitioner (for instance, your GP) to be the recipient of this data transfer.
In circumstances where ill-health retirement is a consideration, with your consent, we will be instructed to obtain the necessary medical information to support this process. We will supply this to an independent registered medical practitioner (IRMP) who will provide a basis of opinion on which your employer will determine your eligibility for access to the early release of your pension benefits.
Where we have undertaken health surveillance, as required by health and safety assessments, we will disclose an outcome certificate to your employer.
Data held |
Retention period |
---|---|
All occupational health records. We may need to keep your information for longer than the stated retention period if there is an ongoing investigation. The retention of the information will be reviewed upon closure of the investigation. |
Six years after termination of employment or until 75th birthday (whichever is sooner). This is subject to your employer informing the service of termination. |
Health surveillance records |
Kept for current year plus 40 |
North Yorkshire council relies on the following lawful basis to process your personal data:
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9(2)(h) - processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, meeting Schedule 1, Part 1 of the data protection act 2018 as below:
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.