What we are doing
The council has a duty under the Health and Safety at Work etc. Act 1974 (“the HSWA”) to take such steps that are reasonably practicable to ensure a safe working environment for its staff. We are also legally required under Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) to record and report incidents of work-related violence.
To meet this duty, we maintain a register of serious incidents (and therefore individuals) who do, or may, pose a serious risk to staff or contractors. This is referred to as the Customer of Concern Register (CoCR). This Register is managed by the Corporate Health and Safety Team.
We are committed to making sure that personal information we process is secure. We have put in place suitable:
- physical,
- electronic and
- managerial procedures to safeguard and secure the information we collect.
Personal information collected
- name
- address and contact details
- notes and other information we get directly from you about actual or potential violent behaviour. For example, we may make a note of the words you said if you threatened a member of staff
- notes and information we get from any council department or third parties about actual or potential violent behaviour
- photographs or images recorded by our CCTV systems
How we collect this information
- from the person/people you may have been violent or aggressive towards
- council employees who have completed an incident report form
- other sources we may receive information about you from, e.g. other organisation, agencies or service providers
- we may receive information about you for a legal reason
Who we share data with
- Council staff who look after the CoCR.
- staff who are working with you, or have a need to contact/visit you, will have access to the data on the CoCR. Access is controlled and limited to those who need the information in order to carry out their duties safely.
- We may also share your information with other agencies, organisations and contractors that may come into direct contact with you. We do this to assess the risks to their employees as part of their work.
- We also have a duty to pass information to third party organisations, such as the Police, if there has been a crime committed.
Legislation that applies
- Health and Safety at Work etc. Act 1974
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
Retention periods
Each person added to the register will be dealt with on a case-by-case basis. All entries will be reviewed yearly to ensure their accuracy.
If there is no longer a risk of violence, the entry will be removed from the register.