Occupational Health – Privacy Notice

Your Data

The Council has a range of employee related supporting services including the Occupational Health service.

If you are using this service, more personal information will be generated to consider and document the assessment and to make appropriate recommendations based on that assessment.

Information relating to your occupational health may also be collected as part of a risk assessment.

If you have ever had an appointment with Aberdeen City Council’s current or previous occupational health provider, you may have an occupational health record. Such records are retained by the current occupational health provider. The contents of your medical records are confidential and are not disclosed to Aberdeen City Council but will inform any occupational health reports issued to Aberdeen City Council by the occupational health provider. If the Council change occupational health provider, these medical records will transfer directly to the new provider and will not pass to Aberdeen City Council.

Information may also be collected from and about you as part of the Council’s Health Surveillance programme, to ensure substances you are exposed to are not damaging your health. Results of this surveillance are collected by the occupational health provider and may be shared with line managers and People & Organisation for early identification and corrective action.

The Council’s occupational health provider will have its own privacy notice as to what they do with your data and you should take time to read it carefully.

How long we will keep your information for

How long information generated by the Occupational Health Procedure is retained is as follows:

Occupational Health Documents – Employee does not work with children or vulnerable adults

 

 

Duration Held for

Any written documents produced within the Council or submitted to the Council as a result of being managed as part of the Occupational Health procedure. 6 years post termination of employment
Occupational Health Documents – Employee who works with children or vulnerable adults

 

 

Duration Held for

Any written documents produced within the Council or submitted to the Council as a result of being managed as part of the Occupational Health procedure. 25 years post termination of employment
Health Surveillance Documents Duration Held for
Any written documents produced within the Council or submitted to the Council as a result of being managed as part of the Health Surveillance procedure 40 years post termination of employment

 

The Council’s Retention & Disposal Schedule sets out the retention periods for any information about you which won’t be destroyed at the same time as your employee file.

Your rights

Aberdeen City Council is the Data Controller for this information. You’ve got legal rights about the way the Council handles and uses your data, which include the right to ask for a copy of it, and to ask us to stop doing something with your data. Please contact the Council’s Data Protection Officer by email on DataProtectionOfficer@aberdeencity.gov.uk or in writing at: Data Protection Officer, Marischal College, Aberdeen, AB10 1AB. See more information about all of the rights you have. You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your data lawfully.

Please note if your complaint is not about data protection but instead is about an employment matter, then this should be raised initially with your line manager and if necessary through the Council’s grievance procedure.

Our legal basis

Whenever the Council processes personal data we need to make sure we have a basis for doing so in data protection law. We understand our basis in data protection law to be Article 6(1)(b) of the General Data Protection Regulation (GDPR) because processing your personal information is necessary for us manage our relationship with you, as your employer.

As part of this relationship, the Council is also likely to process special categories of personal data.

The Council understands our legal basis for doing so as Article 9(2)(b) of the GDPR as processing is necessary for carrying out our obligations in the field of employment.

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