Concept Occupational Health Privacy Notice
About Concept Occupational Health
We provide occupational health services to businesses which include:
- Occupational health case management, including absence management.
- Health screening and health surveillance assessments.
- Specialist assessments, including ergonomic assessments.
Concept Occupational Health has appointed Rachel Mearns as the Data Protection Officer.
Data Protection Officer’s contact address:
Unit 4 Enville Court
Castlewellan Road
Banbridge
BT32 4AX
The business is registered at 1 Bannview Heights, Banbridge, BT32 4LZ.
Our Companies House number is NI714859, and our Information Commissioner’s Office (ICO) registration reference is ZB745225.
Registered name: Concept Occupational Health Ltd.
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Duty of confidentiality
- How to complain
Contact details
Telephone
info@conceptoccupationalhealth.co.uk
Data Protection Officer’s contact address
Rachel Mearns
Unit 4 Enville Court
Castlewellan Road
Banbridge
BT32 4AX
What information we collect, use, and why
Providing patient care, services, pharmaceutical products and other goods
We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:
- Name, address and contact details
- Gender
- Pronoun preferences
- Date of birth
- National Insurance number
- Next of kin details, including any support networks
- Emergency contact details
- Health information, including medical conditions, allergies, medical requirements and medical history
- Information about care needs, including disabilities, home conditions, medication, dietary requirements and general care provisions
- Test results, including psychological evaluations, scans, blood tests, X-rays, tissue tests and genetic tests
- Records of meetings and decisions
- Call recordings
We also collect the following information for this purpose:
- Racial or ethnic origin
- Genetic information
- Biometric information, where used to identify someone
- Health information
Safeguarding or public protection
We collect or use the following information for safeguarding or public protection reasons:
- Name, address and contact details
- Emergency contact details
- Health information, including medical conditions, allergies, medical requirements and medical history
- Information about care needs, including disabilities, home conditions, dietary requirements and general care provisions
- Relevant information from previous investigations
- Test results, including psychological evaluations, scans, blood tests, X-rays, tissue tests and genetic tests
We also collect the following information for this purpose:
- Racial or ethnic origin
- Biometric information, where used to identify someone
- Health information
Patient app or portal functionality
We collect or use the following personal information for patient app or portal functionality:
- Names and contact details
- Addresses
- Medical history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
We also collect the following information for this purpose:
- Racial or ethnic origin
- Genetic information
- Biometric information, where used to identify someone
- Health information
Complying with legal requirements
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Health and safety information
- Safeguarding information
We also collect the following information for this purpose:
- Racial or ethnic origin
- Genetic information
- Biometric information, where used to identify someone
- Health information
Dealing with queries, complaints or claims
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account information
- Call recordings
- Customer or client accounts and records
- Information relating to health and safety, including incident investigation details and reports, and accident book records
- Correspondence
We also collect the following information for this purpose:
- Racial or ethnic origin
- Genetic information
- Biometric information, where used to identify someone
- Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
The lawful basis we rely on may affect your data protection rights, which are briefly set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.
- Your right of access: You have the right to ask us for copies of your personal information. You can request other information, such as details about where we get personal information from and who we share it with. Some exemptions mean you may not receive all the information you ask for. Read more about your right of access.
- Your right to rectification: You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about your right to rectification.
- Your right to erasure: You have the right to ask us to delete your personal information. Read more about your right to erasure.
- Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information. Read more about your right to restriction of processing.
- Your right to object to processing: You have the right to object to the processing of your personal data. Read more about your right to object.
- Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about your right to data portability.
- Your right to withdraw consent: When we use consent as our lawful basis, you have the right to withdraw your consent at any time. Read more about your right to withdraw consent.
If you make a request, we must respond to you without undue delay and, in any event, within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Providing patient care, services, pharmaceutical products and other goods
Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:
- Consent: We have permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
- Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
- Legal obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests: Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to data portability.
- Public task: We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to data portability.
Safeguarding or public protection
Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
- Consent: We have permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
- Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
- Legal obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests: Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to data portability.
- Public task: We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to data portability.
Patient app or portal functionality
Our lawful bases for collecting or using personal information for patient app or portal functionality are:
- Consent: We have permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
- Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
- Legal obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests: Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to data portability.
- Public task: We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to data portability.
Complying with legal requirements
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Consent: We have permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
- Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
- Legal obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests: Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to data portability.
- Public task: We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to data portability.
Dealing with queries, complaints or claims
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent: We have permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
- Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
- Legal obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Vital interests: Collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life-sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to data portability.
- Public task: We have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to data portability.
Where we get personal information from
- Directly from you
- Other health and care providers
- Suppliers and service providers
- Your employer
How long we keep information
We maintain your occupational health records on behalf of your employer and will store the information according to their internal data retention policy. Your occupational health records will be kept for the duration of your employment. Please speak to your employer to verify their specific policy on data retention.
Concept Occupational Health’s data retention policy is:
| Reason to retain records | Time period |
|---|---|
| Employee liability claims | 3 years |
| Limitation Act claims | 6 years |
| Industrial disease records | 40 years |
Who we share information with
Others we share personal information with
- Organisations we need to share information with for safeguarding reasons
- Organisations we are legally obliged to share personal information with
- Current employers
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:
- You have provided us with your consent. We have taken this as implied to provide you with care, or you have given it explicitly for other uses.
- We have a legal requirement, including court orders, to collect, share or use the data.
- On a case-by-case basis, the public interest in collecting, sharing and using the data overrides the public interest served by protecting the duty of confidentiality. For example, sharing information with the police to support the detection or prevention of serious crime.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint
Last updated
30 October 2026
Version 2