ACCIDENT REPORTING PRIVACY POLICY

Data Protection Act 2018/General Data Protection Regulations UK (GDPR UK)

THE LANDING HOTEL VISITOR’S ACCIDENT REPORTING PRIVACY NOTICE

The Landing Hotel is committed to ensuring that your privacy is protected. This privacy notice explains how we use your personal data for the purpose of Accident Reporting.

The Landing Hotel will use a safety management system to manage, organise and comply with health and safety requirements. This cloud-based software will be provided by Shield Safety Group using the Risk Proof software. For you information Shield Safety Groups privacy notice can be viewed here www.shieldsafety.co.uk/privacy

The Landing Hotel will act as the data controller of your data and Shield Safety Group will act as a data processor.

Safety Shield will only process the relevant personal data as is necessary to meet their obligations under their contract with us unless the processing is applicable by Law.

THE LANDING BIGGIN HILL CONTACT DETAILS

The Landing Hotel

Churchill Way

Main Road

Biggin Hill

Bromley

TN16 3BH

enquiries@thelandinghotel.co.uk

Tel No 01959 578576

www.thelandinghotel.co.uk

THE PERSONAL INFORMATION WE COLLECT

Under health and safety law, we must report and keep records of certain injuries, accidents and cases of work-related diseases. Data that we may collect will be:-

Your Name
Your Address
Your E-mail address
Your Phone number
Details of the accident/Incident
Health/medical data if required
Allergy data

This will help us to investigate accidents and incidents that occur and determine if it requires reporting.

Under the General Data Protection Regulation UK (GDPR), the lawful basis we rely on for processing this information is that the processing is necessary for compliance with a legal obligation to which we are subject. The applicable regulation falls under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Special category data will only be processed where The Landing Hotel are required to process data to carry out their obligations and exercise specific rights.

HOW YOUR PERSONAL INFORMATION WILL BE STORED

Your personal data will be stored by Shield Safety in the cloud. The data is stored at Microsoft’s Azure Uk-South facility. Backup data will also be stored at this facility. Shield Safety have point in time backups that are kept for 30 days and 52 weekly snapshot backups that date back 1 year.

HOW LONG WILL YOUR DATA BE RETAINED

Accident/incident personal data will be kept for the following periods:

6 years for all accidents/incidents
40 years where exposure to a specific hazard is suspected (e.g., asbestos, chronic illness)

WHO WILL HAVE ACCESS TO YOUR DATA

The Landing Hotel General Manager and Duty Managers will have access to the safety reports/accident reports and near misses that are raised.

WHO MIGHT YOUR DATA BE SHARED WITH

The Health & Safety Executive (HSE) is Britain’s national regulator for workplace health
and safety and the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations (RIDDOR) places a legal duty on The Landing Hotel to report the following:-

Work-related deaths
Major injuries or over three-day injuries
Work related diseases
Dangerous occurrences (near miss accidents)

Your data may also be shared with:-

Insurers (for claim purposes)
Local Authority
Solicitors (3 rd party acting for an injured party)
Police/Emergency Services
Trade Unions (3 rd party acting for an injured party)

YOUR DATA SUBJECT RIGHTS

As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email datamanager@bigginhillairport.com or use the information supplied in the ‘Contact Us’, section below.

Please see below a full list of data subject rights below but please remember that depending on the lawful basis for processing they may not be absolute rights. If you require further information, please do not hesitate to contact us.

THE RIGHT TO BE INFORMED

As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy notice and any related communications we may send you

THE RIGHT OF ACCESS

You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity and, if relevant, the authority of any third-party requestor, we will provide access to the personal data we hold about you as well as the following information:

a) The purposes of the processing
b) The categories of personal data concerned
c) The recipients to whom the personal data has been disclosed
d) The retention period or envisioned retention period for that personal data
e) When personal data has been collected from a third party, the source of the personal data

If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If answering requests is likely to exceed one calendar month, where we require additional time or (extended by 2 calendar months), or, in the case of repetitive requests, we reserve the right to request payment (for reasonable administrative costs) before processing the request, we will inform you.’

THE RIGHT TO RECTIFICATION

When you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect/incomplete information is not processed until it is corrected.

THE RIGHT TO NOT BE SUBJECT TO A DECISION BASED SOLELY ON AUTOMATED
PROCESSING

As a data subject you have the right not to be subject to a decision solely on automated processing if the decision affects your legal rights or other equally important matters.

DATA SECURITY

To prevent unauthorised access, maintain data accuracy and ensure the correct use of information, we have in place appropriate physical, electronic and managerial procedures to safeguard and ensure information supplied is held securely, in accordance with the Data Protection Act 2018 and the UK GDPR.

HOW TO COMPLAIN

If you have any concerns about our use of your personal information, you can make a complaint to us at London Biggin Hill Airport datamanager@bigginhillairport.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Livechat via ico.org.uk/livechat

Helpline number: 0303 123 1113

ICO website: www.ico.org.uk