Defence health and safety network incident monitoring privacy notice

This privacy notice sets out how we will use your personal data when you submit an Incident form to Prospect.

Data Controller

For the purposes of this research Prospect.

The purpose of processing

The Defence Health & Safety Network of safety reps has set up a system to track incidents, accidents, and health concerns.

The information will also be used to take action on incidents when requested.

Lawful basis for processing

We are processing this information based on our legitimate interest which is to meet the union objective to protect and represent the interests of its members, and to maintain and improve the conditions of employment.  The union has a legitimate interest to ensure the health and safety of its members in the workplace.

Consent

Prospect will only use the information to take specific action when the member consents.

Categories of Data

  • Personal details
  • Contact details
  • Employment details
  • Details about accident, incident, or health issues

Special Category Data

  • Trade union membership
  • Health & Injury details

Special category data

The special category data collected will be processed based on our legitimate interest, and our legitimate activities as a trade union.

Explicit consent

Prospect will only use the information to take action when members’ explicitly consent.

What we do with the data

The data provided will be stored in a database and will be anonymized when shared with the Network Chair.  The information will be analysed and used to help safety reps and Prospect raise issues with employers, MOD, Government, and regulatory bodies.  It will also be used to alert members to potential issues in their workplace.

When members have specifically indicated that they want assistance the matter will be referred to an official.

Data sharing

Anonymised data will be shared with the Network Chair and Prospect Official.

International transfers

The form will be created in Microsoft 365 and accessible on-line via the Prospect website. The data will not be transferred outside the UK.

How long do we keep this information?

We will retain the information for 3 years.  This is in line with legal requirement to bring personal injury claims within 3 years.

What are your rights?

You have the right to request access to your personal data.

The right to correct inaccurate data.

The right to the erasure of personal data in certain circumstances

The right to restrict the use of your personal data.

The right to object to the use of your personal data.

The right to complain to the ICO if you are unhappy with the way we have processed your personal data.

Contact Details for Data Controllers

Prospect, 100 Rochester Row, London, SW1P 1JP.

Telephone: 0300 600 1878

Prospect Data Protection Compliance Officer is Tracey Hunt who can be contacted for further information or if you wish to make a complaint. The DPO can be contacted on [email protected].

For independent advice about data protection or if you wish to make a complaint you can contact the Information Commissioner’s Office (ICO) at:

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