Who We Are

Occupational Health Risk and Disability Ltd (OHRD) (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

OHRD’s registered office is at Unit 1 Potters Quay, 5 Ravenhill Road, Belfast, BT6 8DN and we are a company registered in the UK under company number NI066963. We are registered on the Information Commissioner’s Office Register – registration number Z100049X.

Information That We Collect

OHRD processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect includes: –

• Name, address, contact number/email – so we can contact you to book appointments etc
• Job role, place of work
• Date of birth

Special Category Data (i.e. health/medical information, details about religion, ethnicity, sexuality, gender etc)
 
How Do We Obtain Your Personal Data

Your personal data may come to us via a referral from your employer or employer representative, your GP or Consultant or a provider of additional services such as physiotherapy or counselling. We sometimes also receive information from insurance or legal representatives for those attending for particular types of medical assessments.

Alternatively, we may obtain personal data directly from you.

Data provided by your employer or employer representative ( or other referral agent ) may be in written, visual or audio format.

How We Use Your Personal Data (Legal Basis for Processing)

OHRD complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of personal data; by protecting personal data from loss, misuse, unauthorised access and disclosure; and by ensuring that appropriate technical measures are in place to protect personal data.

The purposes and reasons for processing your personal data are detailed below: –

• Legal Obligation: processing of personal data is necessary for us to comply with the law, specifically relevant Health & Safety and Employment Legislation and to support your employer in complying with the same legislation.
• Vital Interests: We collect and store your personal data where part of our role is to protect your health from harm that could potentially arise from work processes or environments.
• We will process your special category data when necessary for the purposes of preventative or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health.
• We may also use your data for research, audit or statistical analysis to help us monitor and improve our services.

How Long Will We Keep Your Personal Data?

OHRD will retain your personal data, your occupational health file, only for as long as we need that personal data. At the most, we will retain your personal data for 6 years post-employment or in agreement with your employer’s retention notice or statutory / legal requirements. This is in keeping with the ethical guidance (2018) given to us by our professional body, the Faculty of Occupational Medicine. There are some exceptions to this retention period, determined by specific regulations and legislation, for example COSHH – 2002 “at least 40 years from date of last entry”.

In the case of pre-employment screening questionnaires, we will only retain these for one year if you have been unsuccessful in the pre-employment job process.

We rely on your employer to inform us of your employment status and what hazards you may be exposed to in work.

How Will Your Data be Stored?

Your records will be stored securely and confidentially e.g. paper copies will be stored in locked filing cabinets, digital information on secure digital servers etc. Every attempt will be made to keep your data secure when we are transmitting it to 3rd parties e.g. reports to you and your employer will be password protected and/or encrypted.

Your Rights

Right of access. The GDPR gives you the right to access copies of the personal data held about you. Your right of access can be exercised in accordance with the GDPR. The first copy of the personal data held about you will be provided free of charge, but any subsequent copy will be subject to a reasonable fee based on the administrative costs of providing copies of the personal data to you.

Right to request an electronic copy of your personal data. You have the right to be provided with a structured, commonly used and machine-readable copy and have the right, in certain circumstances, to ensure that we transmit that personal data to a recipient of your choice without hindrance (the right to data portability).

Right to correct. You have the right to ensure that we correct the records of any personal data held about you which are inaccurate. You also have the right to ensure that we complete any incomplete personal data held about you.

Right to erasure. You have the right to ensure that we erase your personal data (the right to be forgotten) where the data is no longer necessary, or consent is withdrawn or where OHRD does not have legitimate grounds for processing your data, or where were the data has been unlawfully processed. It is important to note there are several exceptions to right the ‘right to be forgotten’ e.g. where there is legal or in the public interest are examples of such.

Right to restriction. In certain circumstances, such as, where you have contested the accuracy of personal data, you have the right to restrict our processing of your personal data. That means that we will hold your personal data on file but that we cannot process that personal data. We will inform you if for any reason the restriction on processing your personal data is lifted.

Where any rectification or erasure of personal data or restriction of processing has taken place, we shall communicate any rectification to you or erasure or restriction of processing to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall, if you request, inform you about those recipients.

Exercising your rights. If you wish to exercise any of your rights, or if at any point you believe the personal data we process is incorrect, you can request to see this personal data. If you would like a copy of your personal data, or if you wish to have that personal data transferred to another company or organisation, please contact us at:

OHRD DPO
10-12 Lisburn Road
Belfast
BT9 6AA

(028) 9026 8460

[email protected]

Lodging A Complaint

If you wish to raise a complaint on how we have handled your personal data, please contact our Data Protection Officer at [email protected], or by post/phone at the address above.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to discuss and if need be, lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/

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