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Created 2nd February 2021. Version 0.3
The Human Resources Directorate have commissioned the conversion of all Essex Police held Occupational Health records, by DeepStore Limited (Processor).
This Specific Privacy Notice has been created to make it easier for you to understand what personal data Essex Police processes about you, how and why it will be used in connection with the digitalisation of existing paper records held by Essex Police Occupational Health department. It is a requirement of the General Data Protection Regulation (GDPR).
It is subordinate to, and should be read in conjunction with, the force’s high-level Privacy Notice.
The high-level Privacy Notice provides you with complete details of the rights you have relating to the personal data we hold about you now and any personal data we might collect about you in the future.
If you have no access to the internet and require access to the high-level Privacy Notice please contact the Essex Police Information Rights Team (contact details below) and they will provide a copy to you. The team will also facilitate the provision of the Privacy Notice in large font, or Braille, or published in other languages.
The Controller is:
Chief Constable of Essex Police
Essex Police HQ
PO Box 2
Chelmsford
CM2 6DA
Article 13(1)(a)
Article 14(1)(a)
Data Protection Officer
Essex Police HQ,
PO Box 2
Chelmsford
CM2 6DA
Email: [email protected]
Article 13(1)(b)
Article 14(1)(b)
Essex Police’s Human Resources Directorate have commissioned the digital conversion of all Essex Police held Occupational Health records, by DeepStore Limited (Processor). This digitisation activity will assist in the secure management of these records (data protection compliance).
Article 13(1)(c)
Essex Police will provide the Processor, DeepStore Limited, with all information held in Occupational Health records for the purpose as stated above; the personal data/information will include but is not limited to:
The existing hard copies (records) will be securely transported to an appropriately secure location of the Processor where the records will be scanned and the digital product provided to Essex Police, via secure means. Following this process, the original records will be destroyed by the Processor – in line with requirements as set by Essex Police – who will provide the Controller will certificates of destruction.
Essex Police’s legal basis is GDPR Article 6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract; And where Special Category personal data is processed the lawful basis applied is GDPR Article 9(2)(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
Article 13(1)(c)
Article 14(1)(c)
N/A
Article 14(1)(d)
The contracted Processor, DeepStore Limited
Article 13(1)(e)
No
Article 13(1)(f)
Article 14(1)(f)
N/A
Article 13(1)(f)
Article 14(1)(f)
No change. Occupational Health records are held in accordance with relevant policy and procedure – W1000 Information Management and W1012 Force Retention Schedule
(where you do not have access to Essex Police systems please contact the Force DPO for disclosure of this information)
Article 13(2)(a)
Article 14(2)(a)
You have the following rights under the GDPR:
Full details of those rights and how to exercise them can be found in Essex Police’s high-level Privacy Notice which can be found on the home page of the Essex Police website. It can also be obtained from:
Information Rights Team
Essex Police HQ
PO Box 2
Chelmsford
CM2 6DA
Email: [email protected]
Article 13(2)(b)
Article 14(2)(c)
N/A
Article 13(2)(c)
Article 14(2)(d)
You may lodge a complaint with the Information Commissioner’s Office. Their contact details are:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
You may wish to initially raise any concerns with the Data Protection Officer.
Article 13(2)(d)
Article 14(2)(e)
N/A
Article 14(2)(f)
Some information held in Occupation Health records may be held as part of a contractual requirement.
Article 13(2)(e)
No
Article 13(2)(f)
Article 14(2)(g)
N/A
Article 13(2)(f)
Article 14(2)(g)