Privacy notice – health and safety incident reporting


As you have been involved in a health and safety incident on council premises, East Sussex County Council is required to collect, store and process a limited amount of your personal information.

This privacy notice explains what information we collect from you, and what we do with it.

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation; will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

ESCC collects the following information as part of the booking process. Contact details including email address, phone number, and home address.

  • Your name
  • Your contact details
  • Details of any injury you sustained as part of the incident.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

How will your information be used?

  • To identify and prevent risks to health and safety on council premises, including any trends or patterns that might occur over time.
  • For insurance and risk management purposes
  • In order that we can respond to legal claims
  • Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, the council has a legal obligation to report some health and safety incidents to the Health and Safety Executive, including the details of the individuals involved in the incident. In the first instance, we record details of all health and safety incidents, so that our trained Health and Safety team can determine which need to be reported to the Health and Safety Executive.

What is the legal basis for processing your information?

We process your information in order to fulfil a legal obligation under the Health and Safety at Work Act, and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, where it is necessary in relation to legal proceedings, or where it is necessary to defend the Council’s legitimate interests.

How long will your information be kept for?

The information you supply will be stored in line with the council’s Health and Safety retention schedule.

Unless an exemption applies, you have the right to request deletion of your data – please visit data subject rights for further details.

Sharing your information

Information will only be shared with a third party where there is a statutory obligation to do so or where it is necessary in relation to legal proceedings.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak to our Human Resources Department:

Health and Safety Team, 01273 336306

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner’s Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website