Inspired Ergonomics Privacy Notice
Who are Inspired Ergonomics?
Inspired Ergonomics is a company registered in the United Kingdom (UK) under number 11606787 and registered as a data controller with the ICO ZA865507
Head Office Address – Paddington Works 8 Hermitage Street London W2 1BE. Registered office 85 Great Portland Street, London W1W 7LT
Email – [email protected]
Tel – 0203 146 6850
Website – www.inspiredergonomics.com
The Board of Directors and management of Inspired Ergonomics are committed to compliance with all relevant UK, EU and Member State laws in respect of personal data, and the protection of the “rights and freedoms” of individuals whose information Inspired Ergonomics collects and processes in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA).
This Notice describes how Inspired Ergonomics collects and uses your information in connection with the services that we provide to our clients.
What type of information we have
Where we have been contracted by you or your employer to carry out a work station assessment or self-assessment, we collect data including your name, contact details, such as telephone number and email address, age bracket, gender, geographical location (relevant to the assessment type – home or office), employer name, department and job role to set you up on our system.
From any person using our training, assessment, and consultancy services, either directly or via a contract with their employer, in addition to the personal details as mentioned above, you will be asked to explain your job role, equipment used, working hours, working behaviours, tasks you complete and to describe any problems you encounter when performing your working tasks. You may also be asked to provide information about your general health and lifestyle or history of any injury or symptoms you have experienced. Any other information that you choose to disclose during the provision of our services will also be recorded.
To allow us to form a clear picture of your health and wellbeing and to allow us to specify solutions, including equipment, we may also ask your age, weight, height and/or to obtain measurements of your environment, equipment or own body, known as anthropometric data. You may also be asked to provide images of yourself and/or working environment to allow our consultants to complete their assessments. Our consultants may take photos or video during the assessments conducted in the office. If these are required, the purpose will be explained clearly during the assessment.
How we get the information and why we do we have it
Contact details are provided by our clients to allow us to make contact and offer our services to individual employees. All other details, including demographic or health sensitive data are usually provided by individuals using our services. The method in which this is collected varies depending on the service being used. For our online assessment tool, individuals answer questions using our training and assessment software. This stores your data and uses automated processing to generate a risk score. This assists our consultants in making decisions about reasonable adjustments for your working environment and communicate these to your employer in the most timely and effective way. All decisions using the tool are either made or reviewed by one of our team. We do not make decisions about you using tool results alone. When one-to-one or group assessments are conducted remotely or in-person, individuals will provide information verbally and this will be recorded by the consultant.
On some occasions, for example, when an employee has complex health needs or has had previous assessments, it may be deemed necessary for previous assessment reports or documents such as Occupational Health documentation to be shared with us. This may be done by an individual or their employer.
What we do with the information
Your data is used to complete the service that has been requested. Depending on the reason for using your personal data, we rely on the lawful basis of performance of a contract we have entered with you, the legitimate interests of ourselves or other parties and, where appropriate, your consent. All personal and sensitive information is only accessible to consultants and Inspired Ergonomics employees who require access to it. We share your data with our trusted third parties who are involved in the provision of our services.
To automate our booking services we use a software called Calendly. During the booking process you share your name, contact details and geographical location to book an appointment. This information is processed as “transitional data” and used to enable to software to create a diary event, send confirmation emails and provide you with details about the appointment. These data are shared with our consultants to allow them to complete your assessment and are deleted periodically by the software. Your name and/or contact details may be shared with the video conferencing provider, usually Zoom, to complete the booking process.
When services are booked manually, your contact details will be shared with the consultant responsible for completing your assessment. During any assessment, our consultants may take notes on paper or digitally. These are stored in line with our data protection policy and uses to produce a report. When using our online assessment tool, your data is saved internally in the tool, the servers for which may be in the UK, EU or USA.
Our online tool uses automated processing to assist our consultants in making decisions about reasonable adjustments for your working environment and communicate these to your employer in the most timely and effective way. All decisions using the tool are either made or reviewed by one of our team. We do not make decisions about you using tool results alone.
A standard report is usually provided to your employer. If it is considered beneficial to include sensitive data, for example to illustrate or justify the importance of recommendations we have made, your express consent will be obtained during the assessment process.
All consultants and Inspired Ergonomics employees are bound by contract to abide with the data protection procedures outlined in our data protection policy.
Periodically, Inspired Ergonomics uses anonymised data to help identify trends within companies or different work areas. This can be done to provide a statistical analysis of services provided, outcomes, allow comparison between different time periods or against benchmark data and to provide return on investment data. No personal or identifiable data is ever included in these analyses.
How we store your information
All data, including both digital and paper-based documentation, is conserved securely by consultants and Inspired Ergonomics Employees for a period of eight years (unless otherwise agreed by contract) in line with our data protection policy. After this period all personal and sensitive data is permanently deleted from our servers and any paper documentation is destroyed through a process of cross shredding. We may conserve statistical information past this time to allow us to provide our clients with information about the use of services and to help them identify trends and plan to reduce risk. These data will be anonymised.
All data in relation to assessments is held on UK and EU servers. Measures are taken to protect your data when reports are sent and communication is made between yourself, our consultants, Inspired Ergonomics employees and your employer through the use of passwords or multiple factor identification, depending on the agreement and contract held for the service. When employees or clients are based outside of the UK or EU, data such as reports and statistical information, may be sent outside of the UK or EU using secure links, password protected documentation or multiple factor authentication in line with our data protection policy and the agreement held with your employer. Once communicated to clients, data is treated in line with their local policies and procedures of our clients.
Your data protection rights
Under UK data protection legislation you have the following rights:
- The right to be informed about the collection and use of your personal data;
- The right to access or obtain copies of the data we process about you;
- The right to have incorrect, incomplete or outdated data rectified;
- The right to have data deleted;
- The right to object to your data being used;
- Where given, the right to withdraw your consent;
- The right to complain to the relevant supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) www.ico.org.uk. Depending on the lawful basis being relied upon, some of these rights could be affected, including the right to object to your data being used.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [email protected] if you wish to make a request.
How to complain
If you believe you have been treated unfairly or would like to make a complaint to us you can contact us in writing on
[email protected] or at
Data Protection Officer
8 Hermitage Street
You can also complain to the ICO if you are unhappy with how we have handled your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113