Information on Data Handling

The online reporting system adopted by the University of Cambridge, meets Government-wide regulations and policies on health and safety, as well as equality and diversity.  The HSE is responsible for maintaining the accuracy of the content of the online forms and these are confirmed to currently meet the relevant accessibility/usability standards, as laid down in law.   Therefore, any information asked for whilst completing Accident/Incident Reports must be provided to the best of your knowledge.

How the online information is used

Any personal data will be used for health and safety purposes to enable the University to meet and monitor relevant legal obligations and its duty of care to staff, students and others. The supply of full information is required; it will be handled confidentially and securely, and shared on a need-to-know basis. In some cases it is a legal requirement for the University to pass the information to the Health and Safety Executive.

The retention period of the information depends on the type of accident or incident. By default, any information relating to the incident, such as photographs, statements and correspondence should be kept securely within the department for at least three years, and up to seven years. Documentation relating to accidents/incidents that could result in illness developing many years later, for example, asbestos exposure, should also be kept for at least 40 years. Documentation relating to accidents/incidents involving children should be kept until they reach their 21st birthday. Further information about the handling of personal data is published by the University’s Governance & Compliance Division website.  The relevant document is called ‘Records Management Management Practice & Master Records Retention Schedule.’