GDPR Privacy Notice

GDPR Privacy Notice

Collingwood Health Limited (Company number: 07716666) is committed to protecting your personal information and complying with GDPR reference Article 6(1)(f), Article 9(2)(b) and (h) and Article 9(3). This statement sets out how Occupational Health Service may use and process such personal information.

What Data will be collected? 

The following data may be collected, held and shared by Collingwood Health Ltd:

  • Personal information (e.g. Name, Address, Date of Birth).
  • Personal characteristics e.g. ethnicity, gender etc.; some of this may be classed as “special category data”.
  • Past and present job roles.
  • Health and medical information which is a “special category “of data”.

Why is it collected and the “lawful basis” for processing your data?

Our lawful basis for processing your data is:

  1. Legal obligation:the processing of your information and data is necessary for us to comply with the law this includes health & safety legislation and employment legislation, and to support your Employer in complying with the same law as we are acting as their agent and occupational health provider:
  • for the assessment of the working capacity of an employee.
  • ensure the health & safety of the employees at work & allow consideration of any adjustments that may be required to support their ability to work.
  1. Vital interests: Processing your data includes our interest in protecting life.  Part of our work will be to help protect your health from harm that may potentially arise from work processes e.g. exposure to chemicals, noise
  2. Special category data is collected for the “purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health”. This processing is also subject to subject to conditions and safeguards specified by relevant nursing and medical professional bodies.

Who will it be collected from? 

  • You are the data subject “the Employee.”
  • Your Employer e.g. Human Resources, line managers should receive your consent to share your personnel and medical information they hold and wish to pass to Occupational health
  • Our Occupational Health services including the commissioning of associate occupational health professionals that we may refer you to as part of our assessment processes and who will also follow our informed consent processes and safeguarding of your data.
  • Your treating doctors/health professionals (with your consent) e.g. GP, Specialists.

How will it be collected?

  • Verbally via telephone calls or skype, face to face conversations and site clinics
  • In writing e.g. forms you and/or your Employer may complete e.g. health assessment forms, management referral forms, and from other parties e.g. GP letters etc. These may be sent to us electronically and/or by surface mail.
  • All exchange of information will be subject to informed consent processes and safeguarding of your data.

Storage & Use of Records 

  • The information Collingwood Health Ltd collect may be transferred to, processed, and stored at, a destination outside of Collingwood Health Ltd offices. In the event of such a transfer, Collingwood Health Ltd will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Statement.
  • Administrative support staff on a “need to know basis” can access your information to e.g. to book appointments, process reports etc. All administrative staff understand the need for confidentiality and their contractual obligation to preserve it.

Your Rights

  1. You as an employee have a right to request a copy of the information that we hold about you at any time during your employment. If you would like a copy of some or all of your personal information, please contact our administration team on the details below in writing.
  2. You have statutory right of access to your occupational health records (in full or in part) under the GDPR 2018, or to authorise a third party, such as a legal adviser, to exercise that right on your behalf.
  3. If you feel uncomfortable providing any of the information requested by Collingwood Health Ltd then please do not hesitate to raise your concerns with the Collingwood Health Ltd employee requesting the information or Collingwood Health Ltd GDPR representative. You have the right to complain to the ICO if you feel there is a problem with the way that we handle and store your information.

Personnel Data Breaches

Any Collingwood Health occupational health staff dealing personal and sensitive data are termed data processors. All data processors will report any data breaches to the data controller, Suzanne Partridge. This includes data both personal and sensitive that is: –

  1. Accidentally or unlawfully destroyed
  2. Lost
  3. Altered
  4. Disclosed or released to parties where consent has not been given

The controller will report this breach to the Information Commissioners office (ICO) within 72 hours

The administration team can be contacted on:


In writing:

Data Protection Officer: Suzanne Partridge

Collingwood Health Ltd

The Buckingham Centre

Bradford Road