Health & Safety

Health & Safety Records Privacy Notice

Health & Safety Records Privacy Notice for Staff/Students/Contractors/Visitors

When you report an accident or any other type of incident/case of work-related ill health/medical condition that has an impact during your time at work/study to the University of Greenwich, we will collect basic personal data about you including: name, contact details, date of birth, gender. We may also need to collect sensitive data relating to your health.

This information will normally be obtained from you or will arise from your interactions with the University. Some information may be provided about you by a third party.  For example, if you were injured or unwell, by a security officer or witness.

We will keep your data only as long as required, and in accordance with the University of Greenwich Information and Records Retention schedule, which you can request from

We process personal data about you for the following reasons:

  • To assist in providing first aid or other emergency assistance
  • To investigate, and to help us reduce or prevent similar, accidents/incidents/cases of work-related ill health/reports of illness
  • To follow up on issues raised in workstation assessments
  • When producing individual risk assessments
  • To record medical surveillance for employees potentially exposed to occupational hazards
  • When producing Personal Emergency Evacuation Plans (PEEPs)

We will only ask you for information that is necessary for the University's compliance with our legal obligations (The Social Security (Claims and Payments) Regulations and, The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) and, to help us reduce or prevent similar accidents/incidents/work-related ill health. We will only process data relating to your health that is necessary for carrying out obligations under employment, social security or health and safety law or, for the establishment, exercise or defence of legal claims.

You can find out more information about this by looking at our Data Processing Activities Register.

In order to investigate an accident/incident/case of work-related ill health/medical condition we may contact other members of staff at the University in order to facilitate this, however only information pertinent to the investigation is shared. Data within PEEPs may be shared within the University, under the substantial public interest provisions within the Data Protection Act 2018 (in particular, Part 2, paragraph 16: Support for individuals with a particular disability or medical condition),in order to ensure the effectiveness of those plans. Anonymised data may also be disclosed to the University H&S Committee and relevant Trade Union officials.

We may share data about you with the following external bodies or organisations:

  • Appropriate investigative authorities with statutory powers, eg. Health & Safety Executive (HSE)
  • The University's Insurers
  • Specific relevant trusted service providers, under controlled conditions

You have rights as a Data Subject. You can see more information about those rights on the data subject rights page

To contact Peter Garrod, the University of Greenwich Data Protection Officer and University Secretary, email:

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