Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect personal data about you

We collect and hold personal information relating to occupational health, safety and wellbeing.

We use this information to:

  • Review accidents, incidents, near miss and ill health, for reporting under the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
  • To meet the requirements of health and safety legislation to maintain a safe and healthy workplace
  • To assess your health in relation to work and advise on reasonable adjustments, both at pre-employment and during employment
  • To support your mental and physical wellbeing.

We process personal data because it is necessary to comply with our legal obligations under health and safety legislation and the Equality Act 2010.

What personal information do we collect about you?

  • Name
  • Contact details
  • Date of birth
  • Employee ID
  • GP name and address
  • Medical information about your physical and mental health

Who we share your personal information with

We will share data with:

  • The doctors, nurses, ergonomic assessors, counsellors and safety officers employed within the Occupational Health, Safety and Wellbeing Service, to ensure the health and safety at work of yourself and others.
  • The Health and Safety Executive where there is a legal requirement to do so.
  • Medical/health professionals responsible for your care, with your consent, unless this is superseded by legal requirements
  • Your employer with your consent.

How long will we keep your information?

Your records will be kept 7 years after your employment has ended, unless there is a legal requirement under health and safety legislation to keep the record for longer, i.e. following health surveillance.

Your rights

You have the right to:

  1. Ask to seethe personal information we hold about you
  2. Withdraw consent as outlined by the Access to Medical Records Act 1988
  3. Ask us to change information we hold about you if it is wrong
  4. ask us to delete the information we hold about you, if there is no legal requirement to keep it.
  5. Restrict the way we process your data,  where there is no legal requirement not to do so.
  6. Data portability (have your data transferred to another Authority)
  7. Complain to the Information Commissioner’s Office (information below)

To exercise any of these rights please contact the Occupational Health, Safety and Wellbeing Manager or email:

Withdrawal of consent

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. However Coventry City Council process personal data that it is necessary to do so in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.

The DPO contact details are:

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office
Wycliffe House
Water Lane
SK9 5AF.