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Your Information - Right to Review and have a copy of your Occupational Health Records

Under the General Data Protection Regulation (2016) living individuals or ‘Data Subjects’ have a right to access or receive copies of their personal data. You also have the right to know how your information is stored. This right of subject access means that you can make a request under the GDPR to Health Safety and Wellbeing Service (HSWS) part of Portsmouth Hospitals Trust who are the Data Controller for HSWS.

  • Your Information - Right to Review and have a copy of your Occupational Health records
  • Medical and health information is classified as sensitive personal data and has to be held more securely.
  • Your information is stored securely in an electronic format and will be accurate and relevant to your specific case.
  • Only relevant information will be recorded and excessive data will not be held.
  • Your information will be kept for the length of your employment in the trust and for 6 years after leaving the trust. In some cases your data will be stored for 40 years, i.e. where this is required by the Control of Substances Hazardous to Health Regulations (2002).
  • Your data will only be used for the purpose it was obtained by the professionals managing your case.
  • Your data will be held securely and protected from theft and accidental damage.
  • Personal sensitive data will only be shared with those who have a right to know it , and we will check who and why we are sharing the information to ensure they have a right to know your data
  • You have the right to have inaccuracies corrected.
  • You can ask HSWS to supply you with copies of both paper and computer records and related information.
  • Any request must be made in writing and should include your full name, address, date of birth as well as the information you are requesting to enable it to be located effectively
  • We aim to comply with requests within 40 days unless there is reason for delay which is justifiable under the GDPR.
  • Disclosure of occupational health information cannot be made without reference to an appropriate health professional (the health professional currently or most recently responsible for the clinical care).
  • Information should not be provided which relates to and identifies another person unless that other person has consented to the disclosure or it is reasonable to comply with the request without their consent.
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Last updated - 08 June 2018

This is a printable version of https://www.porthosp.nhs.uk/departments/hsw/your-information-right-to-review?pr=