Health and Safety Incident Reporting Privacy Statement

Who we are

Glasgow City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Chambers, George Square, Glasgow G2 1DU, United Kingdom, and you can contact our Data Protection Officer by post at this address, by email and by telephone on  0141 287 1055.

Why do we need your personal information and what do we do with it?

You are giving us your personal information to allow us to report and keep a record of a health and safety incident relating to our activities. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records. 

Legal basis for using your information

We record health and safety related incidents as part of our statutory function as a local authority. You can find more details of our role on our website (PDF, 4 MB)(opens new window).  Processing your personal information is necessary for the performance of a task carried out in the public interest by the council.

We may also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as set out in law.

Who do we share your information with?

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes.  We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.  We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.  Your information is also analysed internally to help us improve our services.  This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011. Specifically, we may share your data where necessary with:

• Health and Safety Executive
• Department of Work and Pensions
• Organisations providing legal services

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary.  Sometimes this time period is set out in the law, but in most cases it is based on the business need.  We maintain a records retention and disposal schedule which sets out how long we hold different types of information for.   You can view this on our website (PDF, 4 MB)(opens new window) or you can request a hard copy from the contact address stated above.

Your rights under data protection law:

access to your information 
you have the right to request a copy of the personal information that we hold about you.

correcting your information
we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

deletion of your information
you have the right to ask us to delete personal information about you where:

1. you think that we no longer need to hold the information for the purposes for which it was originally obtained

2. you have a genuine objection to our use of your personal information - see Objecting to how we may use your information below

3. our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information 

You have the right at any time to tell us to stop using your personal information for direct marketing purposes. 

Restricting how we may use your information

in some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information.  This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Information you have given us about other people

If you have provided anyone else's details, such as witness details, please make sure that you have told them that you have given their information to Glasgow City Council.  We will only use this information to contact those people to take statements relating to the incident. If they want any more information on how we will use their information they can visit our website or email.

Complaints

We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: 

Information Commissioner's Office,
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website (opens new window) for more information.