Privacy notice - Employee Protection Register

Middlesbrough Council has an Employee Protection Register (EPR) which is available to all staff to protect their health, safety, and welfare.

We collect your forename, surname, address, and information such as the location and the type of violence against a member of staff or relevant other.

The data protection laws allow us to use your information to meet our legal duties. Under the Health and Safety at Work Act 1974 the Council has a legal duty of care to its employees and others to protect their health, safety, and welfare.

Where a person has been assessed under our policy as being a risk to our employees or others, their personal data will be added to an entry in our Employee Protection Register. The register can be accessed by employees and relevant others to make them aware of potentially violent people they may be working with and the safety measures to be undertaken when meeting with those individuals.

Middlesbrough Council will share information from the register with our councillors, suppliers, and partners where we think there is a legal duty for us to help others to protect the health, safety, and welfare of individuals.

All information held for the Employee Protection Register will be held and stored securely in the Council’s records management system. Access to the information on the register will only be given to those who have a legitimate reason to use it. Use of the register will be audited to make sure that it is being used appropriately.

We regularly review the register and archive information about individuals who are assessed as no longer being a risk to employees and others. Our policy provides you with a way to appeal decisions where your information has been added to the register. Information in archived entries is not available for employees and others to access except where they have an overall responsibility to manage the register. Archived entries are held for a time period set out in our Records Management Policy.

The data we store about you on the Employee Protection Register will not be transferred outside of the United Kingdom.

We will use your information to communicate with you about your entry on the register. Your data will not be used for direct marketing.

Your Information Rights are set out in law and, subject to some exceptions, you have the:

• Right to rectification - to ask for information to be corrected
• Right to erasure - to have your personal data deleted
• Right to object - to how your data is used
• Right to restriction - to request limits on how your data is used
• Right to portability - to request that we move your data to another organisation
• Right of subject access - to request a copy of data the Council holds about you

If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner's Office. Visit the website of the Information Commissioner's Office.

If you would like to discuss anything in this privacy notice or your information rights, please contact:

The Data Protection Officer
Middlesbrough Council
PO Box 500, Middlesbrough, TS1 9FT
Phone: 01642 245432
Email: dataprotection@middlesbrough.gov.uk