for Ergofy Limited t/a Workhappy
This privacy notice explains how Ergofy Limited, trading as Workhappy, uses personal information when we carry out a follow-up workstation, ergonomic or Display Screen Equipment assessment.
This notice applies to follow-up assessments arranged after a workstation-related risk, issue or concern has been raised. This may have been identified through an Ergofy assessment, a previous DSE assessment, your employer’s internal process, a referral from your employer, or information you have provided.
Follow-up assessments may take place by video call or in person.
This notice should be read alongside our main Privacy Policy and any privacy information provided by your employer.
Ergofy Limited, trading as Workhappy, provides DSE, ergonomic and workstation assessment services to employers.
Ergofy Limited is a company incorporated and registered in England and Wales with company number 10307064. Our registered office is 47 Southgate St, Winchester SO23 9EH.
For follow-up assessments, we are usually asked by your employer to review a workstation-related issue, concern or risk and provide practical recommendations.
In most cases, your employer is responsible for deciding why the follow-up assessment is needed and how the outcome will be used. Workhappy carries out the assessment and prepares relevant findings and recommendations.
If you have any questions about how Workhappy handles personal information, you can contact us at:
Data Protection Officer: Qita Iseley
Email: dataprotection@workhappy.uk
Telephone: 020 3858 0242
A follow-up assessment is carried out to help your employer understand and manage workstation, ergonomic or DSE-related risks connected with your work.
This may include reviewing:
The purpose of the assessment is to support your employer in meeting its workplace health and safety, DSE and employment-related responsibilities.
The assessment is focused on your workstation and working setup. It is not a medical assessment and does not provide medical advice, diagnosis or treatment.
We will only collect information that is relevant to the follow-up assessment.
This may include:
If your assessment is carried out by video call, the assessor may ask you to show your workstation, chair, desk, screen position or other equipment during the call. Assessment calls are not recorded.
During a follow-up assessment, you may choose to tell us about discomfort, pain, symptoms, an injury, disability, medical condition or another health-related matter.
We only use this information where it is relevant to understanding your workstation needs and making appropriate ergonomic or DSE-related recommendations.
You do not need to share detailed medical history with us. Please only share information that you are comfortable sharing and that is relevant to your workstation or working setup.
For example, you may tell the assessor about a medical condition because it affects how you sit, use equipment or work at your workstation. However, you may not want the name or details of that condition shared with your employer. In that situation, you should tell the assessor what you are comfortable sharing.
The assessment is not a substitute for advice from a GP, physiotherapist, occupational health provider or other qualified healthcare professional. If you have medical concerns, ongoing pain, worsening symptoms or concerns about your health, you should seek appropriate medical advice.
We use your information to:
After the follow-up assessment, we will usually share the outcome with your employer so they can consider appropriate action.
This may include:
We aim to share only the information that is relevant and necessary for your employer to understand the assessment outcome and consider appropriate action.
We will not share detailed health information with your employer unless you have agreed that we can share it, or unless there is another clear legal or serious safety reason for doing so.
Where possible, we will focus the report on practical workstation recommendations rather than unnecessary medical detail.
For example, instead of sharing the name of a medical condition you do not want disclosed, the report may simply say that a particular adjustment is recommended to support comfort, posture or safe workstation use.
During the assessment, you can tell the assessor if there is information you do not want included in the report or shared with your employer.
Where you provide sensitive or health-related information, the assessor may check with you whether you are comfortable with that information being included in the assessment outcome.
If certain information is important to explain a recommendation, the assessor may discuss with you how it can be described in a way that is relevant and proportionate.
There may be limits to what we can recommend if important information cannot be shared with your employer. However, we will still aim to provide practical and appropriate workstation guidance wherever possible.
A follow-up assessment is not:
The assessment provides ergonomic and DSE-related guidance based on the information available at the time.
Your information may be accessed by authorised members of the Workhappy team involved in arranging, carrying out, reviewing or managing the assessment.
Your information may also be processed using secure systems we use to deliver our services, such as booking, email, reporting, customer management or file storage systems.
We use appropriate technical and organisational measures to protect personal information, including access controls, secure systems, staff training and confidentiality requirements.
Some of the systems we use may involve personal information being processed outside the UK or European Economic Area. Where this happens, we take steps to ensure appropriate safeguards are in place, such as data processing agreements and approved contractual protections.
We do not sell your personal information.
For follow-up assessments arranged by your employer, your employer is usually responsible for deciding why the assessment is needed and how the outcome will be used.
Workhappy usually processes your information on behalf of your employer to provide the assessment service.
Your employer may use the information to help meet workplace health and safety duties, DSE obligations, employment-related responsibilities, and to consider appropriate workplace support or adjustments.
We process personal information in accordance with applicable data protection laws, including the UK General Data Protection Regulation, known as the UK GDPR, and the Data Protection Act 2018.
Where health-related information is processed, it is handled with additional care because it may be special category data under UK data protection law.
Assessment information is kept only for as long as necessary for the purposes described in this notice, including providing the service, keeping appropriate records, dealing with queries, and meeting legal or contractual requirements.
In many cases, assessment records may be retained for up to 7 years where this is necessary for legal, contractual, insurance, audit or record-keeping purposes.
Your employer may also keep its own copy of the assessment outcome in line with its internal policies. You can ask your employer for more information about how long it keeps DSE and workstation assessment records.
You have rights under data protection law. These may include the right to:
As your employer is usually responsible for deciding how the follow-up assessment information is used, some requests may need to be handled by your employer. If you contact Workhappy directly, we will help direct your request appropriately.
You can also contact the Information Commissioner’s Office if you have concerns about how your personal information is being used.
Website: ico.org.uk
Telephone: 0303 123 1113
Before your follow-up assessment, you may be asked to confirm that you have read this notice and understand how your information will be used.
You may also be asked to confirm that you understand relevant assessment findings, recommendations and action points may be shared with your employer, and that sensitive or health-related information will only be shared where relevant and where you have agreed to that information being shared, unless there is another clear legal or serious safety reason.
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