Occupational health and wellbeing

It applies to the processing of any information relating to an identified or identifiable individual. It does not apply to the deceased or to data that is anonymised.

NHS Highland will act as the data controller. NHS Highland Occupational Health Service holds OH clinical records securely via electronic means and/or paper documents, in accordance with various legislative requirements. This information is separate to your NHS Highland medical records.

For the purposes of fulfilling our role we need to process information to ensure that we can:

• correctly identify any existing Occupational Health notes individuals may have
• create new records
• update data
• add information received e.g. from a referring manager

Information that we hold will include any that has been shared with us at the start of a new job - for example:

• demographic data
• past or ongoing health conditions
• vaccination status

We may also, throughout the course of your employment, gather more information depending on level of contact with the service - for example:

• further vaccinations or blood tests
• self-referrals
• management referrals
• health surveillance

Yes, individuals can request a copy of information held on themselves subject to adequate proof of identity. We will provide this within one month. There will be no charge unless multiple copies are required or repeated requests are made for the same information. We will not release any information that we believe might damage physical or mental health, or that of another, or any information that might identify a third party unless they have given consent.

We will hold your information from after your offer of employment has been made and commenced, and for a minimum period of six years from the date you cease employment. Some OH health records require to be held for much longer e.g. if any statutory health surveillance has been carried out.

If you have applied for a post, but unfortunately failed to obtain it, we do not hold records for you.

We will correct or amend any factual errors. We will not be able to erase any existing information, but can add an entry of clarification or a note of your concerns.

No, we will still offer you an opportunity to have sight of the OH report prior to sending, if you wish. If, after viewing, you subsequently do not consent for OH to release it, a copy will remain within your occupational health file marked clearly that there is no consent to release the report and it will not be sent. Your manager will be advised in writing we are unable to respond to any questions they may have asked within a referral and a record of this will be held in your file. If you have self-referred, no contact will be made with your manager without your knowledge.

Yes, if you provide us with a mobile number we will use this for text reminders, for example for appointments.