Employee Well-being Service

The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.

Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.

To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.

This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.

1. The purpose for which we use your personal data

The information we collect about you will be used for the purposes of:

  • Providing Occupational Health clinics and appointments
  • Health & Safety compliance
  • Accident & Incident recording
  • Accident Investigations.

The legal basis for the processing of your information is to comply with our legal obligations under the Health & Safety at Work Act 1974.

We collect and use information about your health because it is necessary for the purpose of providing you with an Occupational Health service and to comply with our obligations under employment law

If you do not give us the information we need when we ask for it, this may result in us being unable to provide the service.

2. What type of information do we use?

We collect the following types of personal data about you to deliver this service, depending on your circumstances:

  • Name
  • Address
  • Date of birth
  • Gender
  • Unique reference number
  • Telephone number
  • Your family composition
  • Employment and education details
  • Images/photographs
  • Information about your health

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but may also receive information from the following sources:

  • General Practitioners
  • Occupational Health Specialist

The following types of personal data are obtained:

  • Name
  • Address
  • Date of birth
  • Information about your health

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

The personal data you provide us will not normally be shared with any other service within Carmarthenshire County Council, or with any third party outside the organisation.

We do provide copies of medical reports about you to your manager, but only with your consent and in accordance with the Access to Medical Reports Act 1988.

Your personal data is held on our secure Occupational Health database Cority Cohort Ltd (Occupational Health Software System) is the data processor.

We are required to share personal data in a mental health or physical emergency, as follows:

Information shared with the emergency services:

  • Name
  • Address
  • Date of birth
  • Information about any mental health issues
  • Next of kin contact

Information shared with next of kin:

  • What the concerns are about an employee’s wellbeing and advice that the emergency services have been contacted
  • Details of emergency services so that next of kin can contact them for further information

(Further information can be found on the following link - Information sharing in mental health emergencies at work | ICO)

There are other specific situations where we may be required to disclose information about you, such as:

  • Where the Council is required to provide the information by law
  • Where disclosing the information is required to prevent or detect a crime

6. How long we will keep your information

We will keep your information for 75 years from your date of birth in accordance with the Council’s Retention Guidelines.

7. Your Data Protection rights

You have the right to:

  • Obtain access to the personal data that Carmarthenshire Council is processing about you
  • Have any inaccurate or incomplete information rectified (corrected)
  • Withdraw your consent to processing, where this is the only basis for the processing
  • Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

  • Object to the processing of your personal information
  • The erasure of your personal data
  • Restrict the processing of your personal information
  • Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .

Council & Democracy