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Warning Marker Register Privacy Notice

New Forest District Council is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, Hampshire SO43 7PA ( ).

Some of your information will need to be recorded and stored on our systems. This Privacy Notice aims to explain: 

1.    The different kinds of personal data we process 
2.    How we use your data 
3.    How we store your data 
4.    Why we process your data 
5.    When and why we share your information  
6.    What are the legal grounds for processing your information 

1.     What kind of personal data do we process 

To ensure the safety of employees, such as visiting officers, dealing with difficult and unpredictable situations, information including your name, address and telephone number and any facts surrounding an incident that you have been involved in may be held on a secure central and internal register. The register may also record information related to your physical or mental health. 

2.     How we use your data 

Your personal data will be stored in a central and internal register which will be accessed as appropriate to ensure relevant employees are informed of any safety matters before attending a particular individual or property and steps are taken to minimise the risk of harm.

3.     How we store your data 

The information we collect is stored securely in the Council's electronic documents and records management system. Access to the register will only be provided to employees identified as requiring access as part of their role.

Information held on the central internal register is usually retained for 1-5years depending on the nature of the incident. 

Category 1 - Verbal abuse or aggression - 1-2 years
Category 2 - Threatening behaviour - 2-3 years
Category 3 - Physical violence - 3-5 years

Incidents of violence involving weapons and dangerous animals will normally remain on the register for a minimum of 10 years. 

The individual circumstance of a particular case may mean that you remain on the register for a shorter or longer period. The Council's register will be kept under regular review. 

Once removed from the register, records relating to the incident including the reasons for placing you on the register, any reviews and the decision to remove you will be held securely for 5 years from the date your details are removed.

4.     Why we process your data 

The Council has a duty of care to protect employees in the workplace. Where an individual or property has been identified as posing a risk to employees who may come into contact with them, a central record is held to ensure relevant officers are informed of any safety matters before attending a property and steps are taken to minimise the risk of harm.

5.     When and why we share your information 

We do not share your information with any third party unless there is a legal basis to do so or it is justified. Where your information is shared with a third party organisation you will be advised of this disclosure unless there is an exceptional reason not to do so. .

6.    What are the legal grounds for processing your information 

a.    With your consent or explicit consent;
b.    Where it is in the public interest to do so or in the exercise of official authority vested in the Council; 
c.    In order to comply with a legal obligation; for example the legal duty on the Council to comply with health and safety legislation to protect its employees. 
d.    Where it is in the legitimate interest of the Council to do so; 
e.    In order to comply with a contractual obligation;
f.    In order to protect your vital interests or those other another person;
g.    Where you have manifestly made the personal data public.

More Information 

If you have any questions relating to this notice or your privacy in general, please email Alternatively, you can write to Health and Safety, Appletree Court, Beaulieu Road, Lyndhurst, Southampton, Hampshire, SO43 7PA.

You can contact the Council's Data Protection Officer at  

For further information, plus information on your rights to access information we hold about you and the other rights you have in respect of how we process your information including access, portability, withdrawal of consent, correction please see New Forest District Council's 'Information Rights Policy'. 

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office: 
Phone helpline:     0303 123 1113


Published: 28 Jan 2019
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