Your records

Your Records

You have the right to confidentiality under the Data Protection Act 1998, the Human Rights Act 1998 and the common law duty of confidence. Everyone working in the NHS has a legal duty to keep information about you confidential. Anyone who receives information from us is also under a legal duty to keep it secure and confidential.

Your information would be held in a secure electronic occupational health system. Our core electronic systems record when and by whom, your record was accessed.  

The team are committed to maintaining the privacy, dignity and confidentiality of members of staff at all times.

All staff complete annual data protection and confidentiality training, supplemented by a comprehensive range of policies and procedures.


The Occupational Health Service cannot function properly unless employers and individual employees trust the service and have confidence that information heard, seen, written or electronically recorded is treated with professional respect and clear standards of confidentiality.  We respect your confidentiality and comply with the provisions of the Data Protection Act 1998 and other relevant legislation in relation to the storage and management of your personal information.

Your Occupational Health Records

The Occupational Health records created by the service and those transferred for custody are the property of Nottingham Occupational Health.  They are stored on our own database separate Nottingham University Hospitals patient records and are only accessible by staff from Nottingham Occupational Health, The Courts, the GMC and NMC regarding the occupational physician and nurse as the guardian of their confidentiality.

Data regarding clients is kept on both paper and on electronic systems.  The provisions of the Data Protection Act (1998) are observed with the assistance of Nottingham University Hospitals Information Communication and Technology (ICT) Departments.  The computer systems are subject to secure password access only which are changed on a regular basis.

Any paper records are kept in appropriate filing systems which are locked securely when left unattended.

Access to Records

The Data Protection Act (1998) allows an individual to see their personal health records.  This request should be in writing to the occupational health department; the Occupational Health Physician will establish that access will not result in any adverse health effects or a breach of confidentiality for another individual within the records.

If you have any questions around confidentiality or the access of medical records please contact a member of our occupational health team.

All staff Occupational Health staff complete annual data protection and confidentiality training, supplemented by a comprehensive range of organisational policies and procedures.