Privacy Notice Occupational Health
This privacy notice explains how we process any personal and sensitive information we collect about you and when you are you are referred or access our occupational health services.
Who are we?
Hive Occupational Health & Wellness Ltd has its registered office at 127a Middleton Boulevard Nottingham NG8 1FW.
We process data based on legitimate interest and occupational health provision, and we may be either a “Controller” or “Processor” of the data transfer and usage.
What is personal data?
Personal data means any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier the processing of personal data is governed by the general data protection regulation (EU) 2016/679 (GDPR)
What information will be collected?
The following data will be collected and shared by Hive Occupational Health & Wellness Ltd;
1. Personal information (e.g. date of birth, address, name)
2. Past and present job roles
3. Health Records
4. Medical information (history, symptoms and treatment you may be undergoing) medical information is graded as special category data
5.Characteristics e.g. ethnicity and gender
Data may include written visual or audio formats
How we use your data?
Hive Occupational Health & Wellness provides a wide range of occupational health services. We process and collect health information where this is necessary for the protection of health and safety, to prevent discrimination on the grounds of disability and to provide advice to your employer or your employer representative on fitness to work. We also use personal data such as your telephone number, address or email to contact you for purposes such as arranging and advising you about your appointment details.
Where do we obtain your personal data from?
Personal data may come to us via your employee or your employer’s representative, your GP, consultant or a provider of additional services such as physiotherapy and counselling. We may also obtain data from you through our website, email, post and telephone. Data provided by your employee or employer’s representative may be in written, visual or audio format.
How do we process your personal data?
Hive Occupational Health & Wellness is committed to maintain its obligations under the GDPR by keeping personal data up-to-date, by storing and destroying it securely, by not collecting or retaining excessive amount of personal data, by protecting personal data from loss, misuse and unauthorized access and disclosure and by ensuring that technical measures are in place to protect personal data.
How will it be stored?
Your records will be stored in accordance with Hive Occupational Health & Wellness’s medical records storage policy following GDPR regulations.
Who do we share your data with?
The main purpose of accessing our services is to provide medical advice to your employer or employer’s representatives. So, data will be shared with them, normally only with your consent.
Personal information which we receive from an employee or employer’s representative is only accessed by our own administrators, doctors and nurses. All staff have contractual confidentiality agreements and our processes are designed to maintain confidentiality. Occupational reports are password protected and sent securely to the named recipient using a Human Resource Officer or Manager as a named contact. You will know who the report is going to at the time we request your consent for dispatch. We will not share information about you with any third-party without your consent unless the law allows us to.
We may share non-personal identifiable anonymized information in aggregate information, anonymous statistical data for other business purposes for instance, we may share aggregate reports with interested parties in the development of new health related products.
If we need to use your data for an unrelated purpose, we will contact you and we will explain the legal basis that allows us to do so. Please know that we may process your personal information without your knowledge or consent in compliance with our obligations in the case of a criminal investigation.
Consent
Hive Occupational Health & Wellness will seek your explicit consent to process your personal data with regards to occupational health referral and process. This is the legal basis on which we will rely on to process your personal data.
You have the right to withdraw your consent at any time. Please note that should you withdraw your consent; your employer or employer’s representative may choose to act on the information they have at hand.
Please note that failure to provide appropriate information may lead to our clinicians being unable to provide medical opinion on fitness, modifications or adjustments.
Where do we process and store your data?
We do not process any of your personal data outside the European economic area.
How long do we keep your personal data?
Hive Occupational Health & Wellness will retain your personal data, your occupational health file only for as long as we need that personal data for the purposes of the processing. That normally would mean for the term of the agreement we have with your employer +120 days. We may also retain data for other reasons such as statutory requirement or legal reason, but we will inform you of those reasons should they exceed the above.
You have the right to the following;
- Right to access – GDPR gives you the right to access copies of the personal data held about you. Your right to access can be exercised in accordance with the GDPR. The first copy of the personal data held about you will be provided free of charge, but any subsequent copies will be subject to a reasonable fee based on the administrative costs of providing copies of the personal data to you.
- The right to request an electronic copy of your personal data – Where you provide personal data, you have the right to be provided with a structured commonly used and machine-readable copy and have the right, in certain circumstances, to ensure we transmit that data to recipient of your choice without hinderance (the right to data portability).
- Right to correct – You have the right to ensure that we correct the record of any personal data held about you which are incorrect. You also have the right to ensure that we complete any incomplete personal data held about you.
- Right to erasure -You have the right to ensure that we erase your personal data (the right to be forgotten).
- Right to restriction- In certain circumstances such as where you have contested the accuracy of personal data, you have the right to restrict our processing of your personal data that means we will hold your personal data on file, but we cannot process that personal data. We will inform you if for any reason the restriction of processing of your personal data is lifted.
Where any real rectification or oration of personal data restriction of personal of processing has taken place, we shall communicate any correction to you or erasure or restriction of processing to each recipient to whom the personal data has been disclosed and less this proves impossible or involves disproportionate effort. We shall, if you request, inform you about those recipients.
How do you exercise your rights?
If you wish to exercise any of your rights or at any point believe the person that information we process is incorrect weekend you can request to see this personal data if you would like a copy of the personal data about sure that we process or if you wish to have the personal data transferred to another company organization please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. or by telephone on 01157861007
How do I make a complaint about the way my data is being processed?
Hive Occupational Health & Wellness is committed to protecting your data if you’re not happy with the way in which we process your data you may wish to make a complaint in the first instance please contact our data protection officer Maureen Makanza in writing stating your name, date of birth, contact details and the nature of your complaint against Hive Occupational Health & Wellness. Alternatively send an email to This email address is being protected from spambots. You need JavaScript enabled to view it.
If you are unhappy with the response you receive, you may also wish to contact the UK data protection regulator the Information Commissioner whose contact details are available on https://ico.org.uk
Changes to our privacy notice
We keep our private privacy notice and that regular review.
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These cookies enable websites to collect data on a users visit through a website. Commonly this is used for saving what you’ve added to a shopping cart on a website, saving your viewing preferences on a site or tracking what you’ve clicked on in a site to help improve a site's content and marketing. Obviously they can be used in many different ways but these are just a few common examples.
What are we using cookies for?
We use cookies on this website for:
- Use with Google Analytics to track your journey through the site, although this cannot track you personally.
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What are we not using cookies for?
We are not using cookies to:
- Store any personal information
- Track any clicks or data back to your IP address
Turning off cookies
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Internet Explorer
http://windows.microsoft.com/en-GB/windows7/Block-enable-or-allow-cookies
Google Chrome
https://support.google.com/chrome/bin/answer.py?hl=en-GB&answer=95647&p=cpn_cookies
Mozilla Firefox
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Apple Safari
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