Privacy Policy

Pulse OH Ltd has appointed Danielle Killian as its Data Protection Officer. Our Registered Business address is 3 East Cliff Gardens, Folkestone, CT16 6AR

This policy is information for people that we hold information on or are about to hold information on. They are mostly our clients’ employees. 

Pulse OH Ltd  is committed to ensuring we hold your data securely this policy explains:

· What we hold?

· Why we hold it?

· How long we hold it for?

Pulse OH Ltd holds “Personal and Special Information” as defined by the GDPR and Data Protection Regulations. We treat our responsibilities very seriously as an organisation and as individuals we will always treat your information as important and ensure that we protect its use, access, and accuracy. PULSEOH LTD is registered with the Information Commissioners Office Registration Number: ZB334512 

Pulse OH Ltd employs specialist clinicians who provide advice and medical treatment, these include doctors and specialist nurses. We hold employee’s occupational health records to include medical and personal records that must be held for employee safety and wellbeing at work. Authorised medical professionals may only hold occupational health records as set out in the Data Protection Act (2018) s(204). 

We process your data for this purpose in compliance with the Data Protection Act (2018) Schedule 1 Part 1 S(2)

Health or social care purposes.

2 (1) This condition is met if the processing is necessary for health or social care purposes.

2 (2) In this paragraph “health or social care purposes” means the purposes of.

(a) preventive or occupational medicine,

(b) the assessment of the working capacity of an employee,

(c) medical diagnosis,

(d) the provision of health care or treatment,

(e) the provision of social care, or

(f) the management of health care systems or services or social care systems or services.

Where we provide occupational health services and or Employee Assistance Programme (EAP) services, we hold information about our clients’ employees this will include personal details E.G. Name, Home address, Date of Birth, Job details and medical records. We need this information to be able to provide accurate advice to you and your employer ensuring that work does not damage your health and you are fit for the work you do. 

Pulse OH Ltd use the information held in the delivery of our services. 

1. We need personal information e.g. name address, date of birth in order to identify and verify the correct person and in some cases where we need to communicate with your health care provider this is the standard identification information used with the NHS.

2. We need your personal contact details e.g. telephone and email to assist us communicating with you when booking appointments.

3. We need and will create medically confidential information so that our clinicians can provide professional advice based on your health fitness and wellbeing.

4. We may retain telephone recordings this data is held for the training and monitoring of our colleagues. Any voice recording is destroyed after 31 days and does not form part of your medical records

All medical information is held securely and can only be accessed by PULSEOH LTD employees. 

X  We do not and will never sell your information to anyone else.

X  We do not share your information with anyone else other than your employer with your consent and we will always obtain your consent before we provide information. 

X We will not use your information to sell you anything or promote any services that are not related to the provision of occupational health. 

Most of the information we hold is electronic in some limited cases we do still hold paper records. Our computer servers are within the UK/EU.

When your employer becomes a client of PULSEOH LTD the historical occupational health records held by the previous occupational health provider are transferred to PULSEOH LTD . You will have been consulted on this transfer. During the time that PULSEOH LTD provides your occupational health service we will create and add our records to your occupational health file. If your employer leaves PULSEOH LTD your occupational health file will be transferred to your new occupational health provider, and you should be consulted on that change at that time. PULSEOH LTD will not retain a copy of your records after your employer leaves us.

Medical Reports

Pulse OH Ltd clinicians may require medical reports from your healthcare professionals e.g. GP or Specialist Consultant; if medical records are required from healthcare professionals involved in your care we will always obtain your written consent before requesting the information. You will be informed of the following.

1. The reason why the report is needed.

2. Your rights under the Access to Medical Reports Act (1988)

3. Your right to see a copy of the report being sent to PulseOH Ltd if you wish

4. A report will be written to your employer based on the medical report sent to us. It will not be the actual report that your healthcare provider sends to us.

5. How you can see the report that PULSEOH LTD sends to your employer.

Where PulseOH Ltd sends a report to your employer if the report is being written by an Occupational Health Physician (Doctor) you will have the opportunity to see the report before it is sent to your employer. Reports are only sent to employees via our secure email procedures. If the report being sent to your employer is written by an Occupational Health Advisor (Nurse) you can obtain a copy of the report from your manager.

Data Retention

Original documents occupational health records will be retained unless they have been coped. Occupational health records held on behalf of your employer and will be store in line with their data retention policy. Please contact your employer to confirm their data retention policy. Your occupational health records will be kept whilst you are employed by your employer and retained until you leave, after which there are legal time frames that your employer needs to retain your records for: In all other cases PulseOH Ltd 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

Rail Workers   Sentinel Medicals & drug and alcohol testing

10 years 

Legal Information

The UK Data Protection Regulations are specific about the treatment of personal and special data, you have the right to receive a copy of your records by making a Subject Access Request in writing. To request a copy of your Data Please submit your request to the Data Controller, PULSEOH LTD, 3 East Cliff Gardens, Folkstone, CT19 6AR.

Should you have any need to complain about our services please email enquire@pulseoh.co.uk

Any complaints or praise can be sent to Heather Colthart. If you are unhappy at how PulseOH Ltd have processed your data you can contact the Information Commissioners Office at www.ico.org.ukor write to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Danielle Killian. 

Policy Review date 30-03-2024