Accident & Incident Recording & Reporting Privacy Notice

Accident & Incident Recording & Reporting Privacy Notice

What this Privacy Notice covers

East Lindsey District Council is the Data Controller responsible for the personal information you may provide in relation to an accident/incident that you have been involved in.

Your data will be processed by Public Sector Partnership Services Ltd (PSPS), a company owned by East Lindsey District Council, South Holland District Council and Boston Borough Council.

In relation to your personal data we are committed to collecting, using and protecting it appropriately. This privacy notice explains:

• What Personal Data we collect, why and how it is used;
• When and why we will share personal data with other organisations;
• The rights and choices you have in relation to the personal data that we hold about you.

What Personal Data do we collect?

• Full name, address, contact details (telephone number and email address), gender, age, occupation and work status of the injured person;
• Date and time of accident/incident;
• Location of accident/incident;
• Cause and nature of injuries sustained;
• Name, address, contact details (telephone number and email address) and occupation of the person reporting the accident/incident, if other than the injured person.

Why do we collect Personal Data and how is it used?
We collect this information because we are legally required to record and report accidents/incidents, as defined in the following legislation:

• Reporting of injuries, diseases and dangerous occurrence Regulations 2013 (RIDDOR) 
• Regulation 25 of the Social Security (Claims and Payments) Regulations 1979

In addition, accident and incident reporting is an important aspect of monitoring or measuring safety performance of the Organisation and allows, through investigations, the Organisation to learn from mistakes and make appropriate changes to improve health and safety.

Why we may be required to share data with a third party

Your data will not be shared with third parties unless the accident/incident is reportable under current regulations (i.e. Reporting of Injuries, Diseases and Dangerous Occurrence Regulations (RIDDOR)) or the third party are acting on our or you behalf (i.e. our/your insurer).  We will only contact you should we require further information in relation to the accident/incident.

We will not disclose your personal information to third parties for marketing or sales purposes or for any commercial use, and we will not use your personal data in a way which may cause you harm.

How long the information is kept for

The information will be kept for 3 years from the date of the accident/incident unless you or the injured/affected party are under the age of 18 at the time of the accident/incident. 

In this instance, the information will be kept for until you/they are 21 in order to ensure the information is available to the Organisation should you/the injured party decide to make a claim against the Organisation if you/their parents haven't already claimed on your/their behalf.

Your rights

You have certain rights under the General Data Protection Regulation (GDPR) including:

• The right to be informed
• The right of access to your personal data
• The right of rectification (to have any inaccuracies corrected)
• The right of erasure (to have your records deleted)
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling

Automated decision making and processing is not used during this application.

Further information about your rights is available on the website of the Information Commissioner's Office.

If you have a concern about the way that we are collecting or using your personal data, we ask that you contact us in the first instance. Alternatively, you can contact the Information Commissioner's Office.

How to Contact us:

Both ELDC and PSPS have Data Protection Officers who can be contacted if you have any questions about how your personal data is collected, stored or used:

ELDC

Data Protection Officer
East Lindsey District Council
The Hub, Mareham Road, Horncastle, Lincolnshire, LN9 6PH

DataProtection@e-lindsey.gov.uk

PSPS

Data Protection Officer
Public Sector Partnership Services
The Hub, Mareham Road, Horncastle
Lincolnshire
LN9 6PH

Data.Protection@pspsl.co.uk