Westmorland and Furness Council privacy notice Occupational Therapy

The Occupational Health service provides:

  • pre-employment health screenings
  • night worker assessments
  • management referrals
  • health surveillance

We also promote and improve employee health and wellbeing. 

Other services such as the Employee Assistance Programme (EAP), counselling and physiotherapy is carried out by partner organisations.

We contact the manager or employee:

  • using the online portal
  • over the phone
  • in a face-to-face appointment

Face-to-face appointments may be with an occupational health adviser or physician and will be held at clinics throughout Westmorland and Furness. 

What information we collect

We need some personal data from you. This includes:

  • name 
  • address
  • telephone number
  • email address
  • date of birth 
  • gender identity 
  • next of kin or other dependants' details
  • marital or relationship status
  • lifestyle and social circumstances
  • emergency contact information
  • National Insurance number 
  • employment details
  • job performance details

We need some special category data from you. This includes:

  • your racial or ethnic origin, including nationality and visa information
  • your religious or philosophical beliefs
  • trade union membership
  • your sexual orientation 
  • physical and mental health conditions
  • disabilities 
  • relevant health and safety concerns 

We need some criminal and law enforcement data from you. This includes:

  • charges 
  • allegations  
  • offences 

How we collect your data 

We’ll collect data from you:

  • at point of contact, from yourself or others
  • directly from other partner agencies
  • during assessments, support planning and reviews
  • over the phone
  • face to face
  • via video call or electronic methods
  • using the online self-assessment tool
  • via postal communication

Why we collect your data

We collect your data so we can:

  • support your manager to support you 
  • refer you to other agencies, such as the physiotherapist, EAP and counselling
  • assess for ill health retirement pension 
  • provide information and reports to Independent Registered Medical Practitioners for a medical assessment
  • create a secure and comprehensive record of all of the work that we do with and for you
  • contact members of your family and support network
  • fully understand your needs
  • promote your health and wellbeing in partnership where applicable with NHS bodies 
  • arrange short/long term care solutions
  • keep you safe from harm
  • request and arrange installation of specialist equipment for you 
  • assess your financial contribution to your care
  • work with you or your representative to create a care and support plan 
  • details contained in your care records and conversations held
  • analyse the service that we are providing  

The sharing of information facilitates a joined-up approach with partner agencies, to provide you with the best possible care and support. 

Who we collect data from 

We collect data from:

  • you
  • your line manager
  • your previous employer
  • recruitment consultants and agencies
  • the HR system 
  • completed management referrals

If you contact the EAP, we won't collect your data unless your manager makes the referral for you. You'll need to provide consent before the referral is made.

We may receive personal, special category personal or criminal and law enforcement data about you from the third parties mentioned above and other public bodies and organisations. In this case, we will tell you the source of the information unless we are unable to do so by law.

Who we share your personal data with

Where there is a lawful reason to do so, we may share your data to make a referral to:

  • counselling agencies
  • the EAP service 
  • physiotherapists
  • other occupational health providers
  • specialist management referrals 
  • Independent Registered Medical Practitioner assessment
  • ergonomic furniture assessors
  • pension providers

We process personal data by selecting at least one legal basis from:

  • UKGDPR Article 6(1) (c) Legal Obligation
  • UKGDPR Article 6(1) (e) Public Task/Public Interest/Official Authority 

Where we’re relying on UKGDPR Article 6(1)(c), all relevant legislation is listed below.

We process special category personal data under the basis of UKGDPR Article 9(2) (f) Necessary for the establishment, exercise or defence of legal claims.

We process criminal and law enforcement data under the basis of UKGDPR Schedule 8(6) Legal claims.

Relevant legislation 

The relevant legislation includes:

  • Care Act 2014 
  • Health and Social Care Act 2015
  • Children’s Act 1989
  • Children and Families Act 2014
  • Localism Act 2011
  • Mental Health Act 1983 (amended 2007)
  • Mental Capacity Act 2005 
  • Homelessness Reduction Act 2017 
  • Housing Grant Construction and Regeneration Act 1996 (as amended)