Be Well @ Work - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the purpose of administering and managing the ‘Be Well @ Work’ Workplace Health Offer.

The Council is committed to meeting its data protection obligations and handling your information securely.  You should make sure you read and understand this notice before submitting your information to us. 

What information about you do we collect?

For the processing to which this notice relates to be carried out we collect the following information:

personal information – such as: your name, address, telephone number

How do we collect information about you?

We collect your information from you directly by asking you to complete our Business Consent Form or Application Form for the Be Well @ Work Award.

How will your information be used?

It will be used in a number of ways for the purpose of administering and managing the ‘Be Well @ Work’ Workplace Health Offer and Award. This will involve corresponding with you, maintaining an accurate and up-to-date record - in relation to your role as designated Workplace Coordinator within your business, and to assess any evidence submitted as part of the Award process.

We may also use your information to signpost you to a range of Health and Wellbeing information and resources, health campaigns, webinars, advice leaflets and services, with your consent.

The Legal Basis for using your information

Consent (and withdrawing consent)

The Council collects and uses information about you for signposting purposes on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you for this purpose, by emailing:

To process your data for other purposes, such as to process application forms, the Council relies on UK GDPR Article 6 1(e) to do so is necessary for the performance of a public task.

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For Workplace Health matters we may need to share your information with:

• South Yorkshire Workplace Health Advisor’s
• Public Health colleagues for signposting purposes (with your consent)

In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity Time information kept for

Business Contact List

Life of the Workplace Health Offer or until superseded or removal is requested.  
Be Well @ Work Award Application Forms                                                                      2 Years

Your rights

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you; to move your information to a new service provider;
• to object to how we use information about you; not to have decisions made about you on the basis of automated decision making; to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a right of access request on the Council’s website: 

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at: 


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF


Last updated: 09 June 2022 15:24:46

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