Skip to:

  • Skip to main content
  • Skip to accessibility
City, University of London
  • Student Hub
  • Staff Hub
Search
Menu
Home
  • Prospective students
    • Courses
      • Undergraduate degrees
      • Foundation courses
      • Postgraduate taught degrees
      • Postgraduate research degrees
      • Short courses
      • Professional development courses
      • City Health courses
    • Apply
      • Entry requirements
      • How to apply
        • Undergraduate
        • Information for teachers
        • Postgraduate taught
        • Postgraduate research
          • Preparing your application
            • Preparing your research proposal
        • Short courses
          • The Novel Studio Published Alumni
      • Prospectus
        • Undergraduate
        • Postgraduate
        • Short courses
      • Visas
        • Student visas
          • Applying from outside the UK
          • Applying from within the UK
          • Applying for a dependant visa
          • Preparing your application
          • Working in the UK
        • Standard Visitor visas
          • How to apply for a Standard Visitor Visa
          • Non-visa nationals
        • ATAS certificates
        • Brexit and European nationals
      • Study abroad programmes
        • Partnership programme
        • Study abroad modules
      • Clearing and Adjustment
        • Applying through Clearing
        • Applying through Adjustment
      • Alternative entry routes
        • Foundation courses
        • Second-year students
        • Work experience
      • Contact Admissions
    • Finance
      • Funding options
      • Earn while you learn
      • How to pay
        • Payment methods
        • Fee schedules
        • Deposit refunds
    • Accommodation and housing
      • Compare residential halls
      • Applying for halls
        • Undergraduate
        • Postgraduate
        • Clearing
      • Paying for halls
      • Private accommodation
        • Finding a place to live
        • Accommodation for families
      • Short-term accommodation
    • Open events and fairs
      • Campus tours
      • Online chats
        • Undergraduate online events
        • Postgraduate online events
        • Ask a student
      • University fairs
    • Student life
      • London experience
      • Local area
      • Sports
        • Sport clubs
        • Non-competitive sport
        • Competitive sport
      • Social activities and groups
      • Religion
      • Lesbian, gay, bisexual, transgender and queer plus
      • Volunteering
      • Student wellbeing
        • Mental health counselling
        • Learning support
        • Young, estranged students
        • Care leavers
        • Young adult carers
        • Personal tutoring programme
      • Learn another language
    • Career development
      • Internships and employment opportunities
        • Micro-placements
        • Pro bono
      • Career pathways
      • Job prospects and graduate destinations
      • Careers team
    • Subjects
  • Research
    • Research impact
      • Research Excellence Framework
      • Research case studies
    • Research strategy
    • Research support
      • Grants and funding
      • Integrity and ethics
        • Research ethics
          • Principles
          • Approval process
          • Approval outcomes and appeals
          • External ethics approvals
        • Ethics guidance and resources
          • Participant information and consent
          • Recruiting participants from City
          • Records management
          • Research conducted abroad
          • FAQ
        • Research integrity
          • Framework for good practice in research
          • Research misconduct
      • Research data
        • Managing active research data
        • Digital research data and Figshare
      • Researcher development
    • Research centres and groups
  • For businesses
    • Start your business
      • Develop your startup idea
        • One-to-one startup advice
        • The Good Entrepreneur Festival
        • Startup camp
        • Startup seminars
        • Side hustle
        • CitySpark workshops
      • Launch your startup
        • Start-up visa
        • Launch Lab
    • Grow your business
      • Fund your business
      • Hire an academic consultant
      • Purchase our intellectual property
      • Purchase a company
    • Develop your people
      • Bespoke training
    • Business impact case studies
    • Access our student talent
      • Recruit with us
      • Meet and support our students
        • Become a mentor
      • Placement partners and trusts
  • Alumni and supporters
    • Alumni benefits
    • Global alumni network
      • Networks and Groups
        • City Alumni LinkedIn groups
      • Alumni ambassadors
      • Special interest groups
    • Contact Alumni Relations
    • Support City
      • Donate to City
      • Volunteering
      • Your impact
  • News and events
    • News
    • Events
    • Social media directory
      • City social accounts
      • School and Departmental accounts
  • About us
    • Schools and Departments
      • School of Arts and Social Sciences
        • About the School
          • Athena SWAN
          • Employability, placements and internships
            • English for academic purposes (EAP)
          • Research and Enterprise
        • Department of Economics
          • Research
            • Discussion pages
        • Department of English
        • Department of International Politics
          • Examples of research projects
          • Research
        • Department of Journalism
          • Where our graduates work
          • James Cameron Memorial Lecture
            • Lectures
            • Special awards
            • Winners
          • Journalism scholarships
          • Stern Bryan Fellowship
        • Department of Music
          • 40th anniversary
          • Composition at City
          • Department ensembles
          • Ensembles in residence
          • Industry visitors
          • Placement opportunities
          • Research in the Department of Music
            • The Shahnameh Project: Disseminating Iranian musical culture in Britain
            • Middle East and Central Asia Music Forum
            • Staff Research Interests
        • Department of Psychology
          • Research in the Department of Psychology
            • Staff publications
        • Department of Sociology
          • City Q-Step Centre
        • Centre for Language Studies
      • School of Health Sciences
        • About the school
          • Athena SWAN
          • Community Engagement Committee
          • Enterprise
          • Senior Management Team
          • Selection Day
          • City Health bespoke training
          • Courses
            • Undergraduate and pre-registration courses
            • Postgraduate study
            • Continuing Personal and Professional Development
            • Fees and funding
            • Information for placement partners
            • Occupational Health Checks
            • Contact the School of Health Sciences
            • Disclosure and Barring Service (DBS) enhanced check (formerly CRB)
            • NHS finance and grants
          • Internationalisation
            • SHS International Excellence Scholarship
          • Optical Appliance Testing Service
          • Ready to mentor
          • Reference request
          • Research
            • Doctoral Studentships
            • Research ethics
          • Student life
            • Placement partners and trusts
            • Why choose a career in the health sector
        • Division of Health Services Research and Management
        • Division of Language and Communication Science
        • Division of Midwifery and Radiography
          • Radiography undergraduate learning contract
        • Division of Nursing
        • Division of Optometry and Visual Sciences
        • Disability and Social Inclusion Seminars
      • School of Mathematics, Computer Science and Engineering
        • About the school
          • Athena SWAN
          • Aviation Management at City
          • Business and Information Systems
          • European Global Product Realisation
            • The EGPR course
            • The EGPR history
            • The universities
          • Our London location
          • Energy MSc courses at City
          • European Micro Gas Turbine Forum
          • Placements and internships
            • About Professional Liaison Unit
            • Awards and Prizes
            • Employer information
            • Placement and internship schemes
            • Professional development
          • Preparing your research proposal
          • Wind turbine design challenge
          • Maritime Greece
          • Maritime Management at City
        • Department of Civil Engineering
        • Department of Computer Science
          • Data Science - an emerging discipline
          • Research Ethics
          • Student projects
          • Video gallery
          • Cyber Security MSc courses at City
          • Technical skills for MSc Data Science
        • Department of Electrical and Electronic Engineering
          • Chocoholic Safe
          • Control system for central heating
        • Department of Library and Information Science
          • Definition
          • Information studies scheme
        • Department of Mathematics
          • Potential PhD projects
        • Department of Mechanical Engineering and Aeronautics
          • City Racing Team
            • Building the car
            • Joining and competing
            • Meet the team
      • The City Law School
        • Academic programmes
        • Professional programmes
        • About the School
          • Contact the City Law School
          • How to find us
          • Legal careers
          • Careers advice
            • Pupillage Advice Service
            • Training Contract Advisory Service
            • Free Legal Advice Clinic
          • Courses
            • Continuing Professional Development courses
            • Professional courses
            • Undergraduate
          • International
          • Research
            • Working Paper Series
            • ESRC Project
            • Ethics
            • Global Law@City
            • The Critical Corporation Project
            • Academic Visitor Programme
          • Support
            • Athena SWAN in the Law School
            • Financing your study
      • Doctoral College
        • Funding and scholarships
        • Essential information
        • Meet the Team
    • History
    • People
      • Academics
      • Research students
      • Students
      • Honorary graduates
      • Past students
      • Professional Services staff
      • International agents and representatives
      • Senior people
    • Facilities
      • Campuses
      • Libraries
      • Gym
      • University of London facilities
      • Specialist facilities
    • Work for us
      • Apply
      • Benefits
      • Career development
    • Vision and Strategy
      • Vision
      • Strategy
        • Better
        • Bigger
        • Partnerships
        • Living the values
      • Performance
      • Academic excellence
        • Rankings
        • Education
          • Flexible learning spaces
          • Active and collaborative learning
          • Term dates
        • Student statistics
      • Equality, diversity and inclusion
        • Equality, Diversity and Inclusion Strategy
        • Data and objectives
        • Staff networks
      • Sustainable development
        • Energy management
        • Waste management
        • Biodiversity conservation
        • Green travel
        • Education
        • Sustainable food
        • Get involved
      • Civic engagement
    • Governance and legal
      • Charter and Statutes
      • Rector
      • Council
        • Audit and Risk Committee
        • Corporate Governance and Nominations Committee
        • Remuneration Committee
        • Strategy, Implementation and Performance Committee
      • Senate
        • Board of Studies
        • Collaborative Provision Committee
        • Educational Quality Committee
        • Research and Enterprise Committee
        • Senate Research Ethics Committee
      • Executive leadership
        • President
      • Financial statements
        • Financial Summary
      • Legal documents and policies
      • Committees
    • Global City
    • Contact us and find us
      • Find us
      • Contact us
      • Staff directory
    • Guidance on Coronavirus
      • Coronavirus guidance for research
      • Admissions advice during coronavirus
        • Coronavirus accommodation information
        • Visa and Immigration advice during coronavirus
      • Student and staff coronavirus statistics
  • Student Hub
  • Staff Hub
  • Prospective students
    Prospective students
    • Courses
      • Undergraduate degrees
      • Foundation courses
      • Postgraduate taught degrees
      • Postgraduate research degrees
      • Short courses
      • Professional development courses
      • City Health courses
    • Apply
      • Entry requirements
      • How to apply
      • Prospectus
      • Visas
      • Study abroad programmes
      • Clearing and Adjustment
      • Alternative entry routes
      • Contact Admissions
    • Finance
      • Funding options
      • Earn while you learn
      • How to pay
    • Accommodation and housing
      • Compare residential halls
      • Applying for halls
      • Paying for halls
      • Private accommodation
      • Short-term accommodation
    • Open events and fairs
      • Campus tours
      • Online chats
      • University fairs
    • Student life
      • London experience
      • Local area
      • Sports
      • Social activities and groups
      • Religion
      • Lesbian, gay, bisexual, transgender and queer plus
      • Volunteering
      • Student wellbeing
      • Learn another language
    • Career development
      • Internships and employment opportunities
      • Career pathways
      • Job prospects and graduate destinations
      • Careers team
    • Subjects
  • Research
    Research
    • Research impact
      • Research Excellence Framework
      • Research case studies
    • Research strategy
    • Research support
      • Grants and funding
      • Integrity and ethics
      • Research data
      • Researcher development
    • Research centres and groups
  • For businesses
    For businesses
    • Start your business
      • Develop your startup idea
      • Launch your startup
    • Grow your business
      • Fund your business
      • Hire an academic consultant
      • Purchase our intellectual property
      • Purchase a company
    • Develop your people
      • Bespoke training
    • Business impact case studies
    • Access our student talent
      • Recruit with us
      • Meet and support our students
      • Placement partners and trusts
  • Alumni and supporters
    Alumni and supporters
    • Alumni benefits
    • Global alumni network
      • Networks and Groups
      • Alumni ambassadors
      • Special interest groups
    • Contact Alumni Relations
    • Support City
      • Donate to City
      • Volunteering
      • Your impact
  • News and events
    News and events
    • News
    • Events
    • Social media directory
      • City social accounts
      • School and Departmental accounts
  • About us
    About us
    • Schools and Departments
      • School of Arts and Social Sciences
      • School of Health Sciences
      • School of Mathematics, Computer Science and Engineering
      • The City Law School
      • Doctoral College
    • History
    • People
      • Academics
      • Research students
      • Students
      • Honorary graduates
      • Past students
      • Professional Services staff
      • International agents and representatives
      • Senior people
    • Facilities
      • Campuses
      • Libraries
      • Gym
      • University of London facilities
      • Specialist facilities
    • Work for us
      • Apply
      • Benefits
      • Career development
    • Vision and Strategy
      • Vision
      • Strategy
      • Performance
      • Academic excellence
      • Equality, diversity and inclusion
      • Sustainable development
      • Civic engagement
    • Governance and legal
      • Charter and Statutes
      • Rector
      • Council
      • Senate
      • Executive leadership
      • Financial statements
      • Legal documents and policies
      • Committees
    • Global City
    • Contact us and find us
      • Find us
      • Contact us
      • Staff directory
    • Guidance on Coronavirus
      • Coronavirus guidance for research
      • Admissions advice during coronavirus
      • Student and staff coronavirus statistics
Coronavirus, latest information for staff and students.
  1. Home
  2. …
  3. Governance and legal
  4. Legal documents and policies
  5. Occupational Health privacy notice
Governance and legal
  • Charter and Statutes
  • Rector
  • Council
    • Audit and Risk Committee
    • Corporate Governance and Nominations Committee
    • Remuneration Committee
    • Strategy, Implementation and Performance Committee
  • Senate
    • Board of Studies
    • Collaborative Provision Committee
    • Educational Quality Committee
    • Research and Enterprise Committee
    • Senate Research Ethics Committee
  • Executive leadership
    • President
  • Financial statements
    • Financial Summary
  • Legal documents and policies
  • Committees

Occupational Health privacy notice

We hold and process your information in accordance with the General Data Protection Regulation 2018 and the Data Protection Act 2018.

Data Privacy Notice

How City, University of London Occupational Health Service uses your information

We keep your occupational health (OH) records confidential and will use your personal information in accordance with the General Data Protection Regulation 2018 and the Data Protection Act 2018.

We hold your OH record so that we can provide occupational health advice.

  • We provide reports to your manager (employer) and HR about your fitness to work including results of statutory health surveillance relevant to your job e.g. hearing tests and of any adjustments required to support you in work. We also provide advice on adjustments to accommodate a disability or health condition. This is only done with your explicit informed consent.
  • The staff counselling service provides professional psychological support.
  • We will share relevant information from your occupational health record with other service providers when making a referral e.g. for physiotherapy. This will be with your explicit informed consent.
  • You have the right to object to information being shared. You also have the right to have any mistakes or errors corrected.
  • Where an external provider is used to provide some aspect of Occupational Health care to the University there will be a contract between the Data Controller (the University) and the Data Processor (the external Occupational Health Service provider).

Other important information about how your information is used

Governance

  • We will also use your information so that we can check and review the quality of service we provide. This helps us to improve our services to you.
  • We use your anonymized data to provide reports on service activity to Audit and Risk Committee

Confidentiality

We respect your right to confidentiality and have both a legal and professional obligation to protect your information. The exception is if there is public interest or a legal obligation to disclose information.

  • Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
  • These circumstances are rare.
  • We do not need your consent or agreement to do this.
  • We may also be required to disclose information by a court of law

How we handle your information

We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details

City, University of London
10 Northampton Square, London, EC1V 0H

Data Protection Officer contact details

William Jordan: DPO@city.ac.uk

Purpose of the processing

  • To undertake occupational health assessments and advise on fitness to work.
  • To advise on adjustments to accommodate a disability or health condition
  • Referral to a third party, treatments and/or care e.g. physiotherapy treatment.
  • Provide counselling support
  • To check and review the quality of care. (This is called audit and clinical governance).

Lawful basis for processing

  • Legitimate interest
  • These purposes are supported under the following section of the GDPR:
    • Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services...”
  • OH staff will also respect and comply with their obligations under the common law duty of confidence.

What data do we hold?

We collect a range of information in order to accurately identify you and undertake an occupational health assessment including health information.

Recipient or categories of recipients of the processed data

The data will be shared with:

  • healthcare professionals and administrative staff at City’s occupational health service
  • Staff Counselling records are only accessible to the staff counsellors and no other members of the OH team. These records are stored separately from OH records.
  • HR and line managers with informed explicit consent
  • Physio solutions physiotherapy service if referral required.
  • USS or the LGPS pension scheme in relation to ill health retirement applications.

Rights to object

  • You have the right to object to information being shared.
  • This may affect the assessment of your fitness to work and employment.
  • You are not able to object when information is legitimately shared for safeguarding reasons.
  • In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.

Right to access and correct

  • You have the right to access your medical record and have any errors or mistakes corrected. As a data subject, you have a number of rights. Anyone wishing to access Personal Data about themselves should complete the Data Protection Subject Access Request Form (PDF).
  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.

Retention period

The occupational health service has a record retention policy. Records will normally be deleted 6 years after you cease employment with City. However, if your role involved exposure to substances hazardous to health and we have undertaken health surveillance we are required to store them for 40 years and 30 years in the case of radiation exposure.

Right to complain

You have the right to complain to the Information Commissioner’s Office. If you wish you may complain via the ICO website or call the helpline 0303 123 1113.

Help us to improve this page

City, University of London

  • Library Services
  • Moodle
  • Email
  • Staff directory
  • Term dates
  • Book a room
  • Schools and departments

Back to top

Contact us

+44 (0)20 7040 5060
Make an enquiry

  • Twitter
  • Facebook
  • Instagram
  • LinkedIn
  • YouTube
  • Weibo
  • Youku
Social media directory

Find us

City, University of London
Northampton Square
London EC1V 0HB
United Kingdom

Campus map

Our global campuses

  • London
  • Dubai
  • Teaching Excellence Framework: Silver Award
  • Athena SWAN: Bronze Award

Useful links

  • Accessibility
  • Privacy policy
  • Cookies
  • City Store
  • Support City
  • Work for City

© 2021 City, University of London

University of London