Privacy Notice Information
Harmony Health & Wellbeing as an occupational health and safety provider complies fully with best practice guidance in relation to medical confidentiality and in accordance with data protection legislation. We have a responsibility to inform you that we are processing your personal information and how we are meeting our legal obligations in doing so. This type of information is classed as ‘special category data’ and our lawful basis for processing it is for the purposes of ‘preventive or occupational medicine’.
Who is involved?
Harmony Health & Wellbeing’s team consists of experienced nurses known as ‘Occupational Health Advisors’ (OHAs). We also use the skills and expertise of other professionals, such as doctors known as ‘Occupational Health Physicians’ (OHPs), allied health professional, health and safety practitioners, administrative staff and IT support who have signed confidentiality agreements. Occupational health records are only shared between team members on a ‘need to know basis’ or as part of routine clinical audit, carried out to improve and maintain clinical standards.
What information is collected and why?
Personal information that we collect and process about you may include for example, national insurance (NI) number, date of birth, address, your current and past health, test results, treatments, medication, medical reports, lifestyle, job role, absence history and risk assessment information. Depending on your job role we may need to measure or assess for example your: height, weight, vision, blood pressure, breathing, hearing, sleep, mental wellbeing, musculoskeletal system and mobility.
Who will information be shared with and how will it be used?
Any health–related information and recommendations provided to HR / management about you relates to your ability to fulfil your contracted job role, work safely and without harm to your health or others. If no further information is required following a health screening/ surveillance consultation or review of your health questionnaire submission a simple tick-box feedback sheet is provided to HR detailing the workplace hazards that your submission has been assessed against and whether any further action is recommended. If action is recommended this will be discussed with your first. You can review OH referral feedback for factual accuracy before it is shared with HR/Managers. Information about you will not be shared with third parties without your consent unless the law requires or allows us to do so. We do not share data outside of the European Union (EU).
How will the information be stored and for how long?
Harmony Health & Wellbeing stores the personal information obtained about you in your confidential occupational health clinical records. These are kept securely both on paper and electronically within the EU. We record and store the different types of personal information according to health and safety law, professional requirements and best practice guidance. Our Information Security Policy which includes records retention and destruction procedures are available on request.
What are your rights?
You have the right to request that your personal information is amended if you believe it is incorrect. You can also ask for it to be erased, although sometimes this may not be possible as some OH records need to be kept for legal reasons e.g. under health and safety law. Under data protection law you can request a copy of your OH records. As this information is categorised as special category data, we can ask you to do this in writing and provide identification. Please see below for contact details if you wish to discuss this further or if you wish to raise a complaint on how we have handled your personal data. You also have the right to complain to the Information Commissioner’s Office (ICO) - telephone no: 0303 123 1113.
Data Protection Contact - Harmony Health & Wellbeing Ltd - Catherine Tye Harmony Health and Wellbeing Limited e: catherine@harmonyhw.com Registered Office: Unit 10, 80 Lytham Road, Fulwood, Preston, PR2 3AQ. Company No. 08932260