Accident records

his Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy

We collect information relating to accidents, investigations and health and safety incidents managed and owned by Colchester City Council including our Leisure World sites.   

Information collected.  

  • Name 
  • Address 
  • Email address 
  • Telephone number 
  • Date of birth 
  • Photo image 

We also may collect the following special category data should this be relevant: 

  • Physical / mental health data 

We will also collect the information of any child involved in an accident. 

Agencies we may share your data with 

Whilst working with you, we may share your information with some of the following third parties:  

  • Insurance companies 
  • Schools 
  • Health and Safety Executive (HSE) 
  • Police 
  • Environmental Health Officer 

The purpose and lawful basis for processing 

The lawful basis for the processing of your personal data is legal obligation GDPR Article 6 (1)(c). Colchester City Council requires the above information to comply with the Health and Safety Act (Year?) and our insurers We only request the minimum amount of information and ensure that is it stored securely. 

When we collect your ‘special categories of personal data’, (such as health) we rely on the following legal bases under GDPR Article 9(2) (G): 

(f) processing is necessary for the establishment, exercise, or defence of legal claims or whenever courts are acting in their judicial capacity 

How long will we keep your personal data? 

We will only hold your personal data for as long as necessary and in line with our retention schedules. 

How we protect and store your personal data  

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately. 

Your information may be held outside of the UK.  Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.  

We use cloud providers and online application providers to help us run our business.  Therefore the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK. 

Updates to this privacy notice 

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information. 

Page last reviewed: 27 September 2023


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