Privacy notices

Potentially violent person - Fair processing notice

What we are doing

We have 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.  

Additionally, we are legally required under RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 to record and report incidents of work-related violence.

To meet this obligation, we maintain a centralised 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 Potentially Violent Person Register (PVPR). This Register is managed by the Health and Safety Team.

We are committed to ensuring that the personal information we process is secure, and have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Personal information we collect

  • Name.
  • Address and Contact details.
  • Notes and other information we obtain directly from you about actual or potential violent behaviour.  For example, we may make a note of the words you said if such individual(s) threatened a member of staff.
  • Notes and information we obtain from any Council Department or Third Parties in relation to actual or potential violent behaviour, and
  • Photographs or images recorded by our CCTV systems.

How we collect this information

We collect this information through several methods that include:

  • Collection of information from you and others who may have been violent or aggressive towards staff.
  • Council employees who have completed an accident / incident report form.
  • Other sources we may receive information about you, that includes other organisations, agencies or service providers, and
  • Information received about you for a legal reason.

Who we share data with

Council staff who look after the PVPR and staff who are working with you or have a need to contact/visit you, will have access to the data on the PVPR.

Access is controlled and limited to those who need the information 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.  This is done 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 
  • RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013

Retention periods

The inclusion of your data (entry) on the register will be dealt with on a case-by-case basis and all entries will be subject to periodic reviews to ensure their accuracy.  Where a risk of violence no longer exists, the entry will be removed from the register.