Privacy policy.
Last updated: 18 August 2026
Occupational Health and Training Services Ltd ("OHTS", "we", "us" or "our") is committed to protecting your privacy and handling personal information responsibly, securely and transparently.
This Privacy Policy explains how we collect, use, store and share personal information when you visit www.ohts.uk, contact us, make an enquiry, complete one of our online forms or use our occupational health services.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant privacy and electronic communications legislation.
Who We Are
Occupational Health and Training Services Ltd
Company Number: 12489963
East Suite
The Work Place
Heighington Lane
Aycliffe Business Park
Newton Aycliffe
County Durham
DL5 6AH
Email: support@ohservices.org
Telephone: 01325 321055
For the purposes of data protection law, OHTS may act as a data controller or data processor depending on the service being provided and our contractual relationship with the organisation requesting the service.
Where OHTS determines how and why personal information is processed, we act as the data controller. Where we process information solely on the documented instructions of another organisation, we may act as a data processor.
Information We May Collect
The personal information we collect will depend on how you interact with OHTS and the services being provided.
This may include:
Your name, date of birth and contact details
Your employer and job role
Information submitted through website forms or enquiries
Appointment and booking information
Occupational and employment information
Medical history and information concerning your physical or mental health
Information relating to workplace exposures, absence, injuries or health conditions
Occupational health assessment and health surveillance results
Drug and alcohol testing information where applicable
Vaccination and immunisation information
Information provided by your employer as part of an occupational health referral
Correspondence between you, OHTS and, where appropriate, your employer
Technical information about how you use our website, such as your IP address, browser, device and cookie information
Your email address and marketing preferences if you subscribe to our updates
We aim to collect only the information that is relevant and necessary for the purpose for which it is being processed.
Health and Medical Information
As an occupational health provider, some of the information we process relates to an individual's physical or mental health.
Health information is treated as special-category personal data and receives additional protection under data protection legislation.
Where we process health information for occupational health purposes, this may include preventative or occupational medicine, assessing an employee's working capacity, providing occupational health advice, health surveillance, medical assessments, vaccinations and supporting an employee's health in relation to work.
Clinical information is handled confidentially and access is restricted to appropriate personnel.
Where occupational health information or a report is provided to an employer or another organisation, we follow applicable data protection, confidentiality and professional requirements and aim to provide only information that is relevant and appropriate for the purpose of the assessment.
How We Receive Your Information
We may receive personal information directly from you when you contact us, complete a form, attend an appointment or use one of our services.
We may also receive information from your employer, prospective employer, HR department, manager or another organisation arranging occupational health services on your behalf.
In some circumstances, and where appropriate, information may also be received from healthcare professionals, laboratories, specialist providers or other parties involved in providing your occupational health service.
How We Use Your Information
We may use personal information to respond to enquiries, arrange and manage appointments, provide occupational health services, complete health surveillance and medical assessments, provide occupational health advice, prepare appropriate reports, communicate with clients and employees, maintain clinical and business records, manage our contractual relationships, meet our legal and regulatory obligations, maintain the security of our systems and improve the services we provide.
We may also use contact information to send news or service updates where we have an appropriate lawful basis to do so. You can opt out of marketing communications at any time.
We will not use your personal information for purposes that are incompatible with the reason it was originally collected unless we have a lawful basis for doing so.
Our Lawful Basis for Processing Information
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may process information because it is necessary to perform a contract or take steps before entering into a contract, to comply with a legal obligation, for our legitimate business interests or those of another organisation, because you have provided valid consent, or for another lawful purpose permitted by data protection legislation.
Where health or other special-category information is processed, we must also meet an additional legal condition.
For occupational health services this may include processing necessary for preventative or occupational medicine, assessment of an employee's working capacity, medical diagnosis, healthcare or the management of healthcare services, where the appropriate confidentiality safeguards apply.
Other special-category conditions may be used where appropriate to the specific circumstances and permitted by law.
We do not rely on consent where another lawful basis is more appropriate simply because health information is involved.
Occupational Health Reports and Employers
Occupational health assessments are designed to provide appropriate advice regarding the relationship between an individual's health and their work.
An employer may provide OHTS with information and questions as part of a management referral or other occupational health assessment.
OHTS will consider the information required to provide the occupational health service while respecting the confidentiality of the individual.
Occupational health reports are intended to provide relevant advice such as fitness for work, workplace restrictions, potential adjustments, return-to-work recommendations or further occupational health review.
Detailed clinical information will not normally be provided to an employer unless there is an appropriate reason and legal basis for doing so and relevant confidentiality requirements have been considered.
Sharing Your Personal Information
We do not sell personal information.
Where necessary, information may be shared with organisations that help us provide and operate our services. These may include secure occupational health record providers, IT and email providers, website and hosting providers, laboratories, clinical specialists, healthcare professionals, testing providers and other appropriately contracted service providers.
Information may also be disclosed where required by law, to regulatory or professional bodies, to protect the vital interests of an individual, or for the establishment, exercise or defence of legal claims where permitted.
Where we use another organisation to process personal information on our behalf, we expect appropriate contractual and security arrangements to be in place.
Our Website and Squarespace
The OHTS website is currently hosted using Squarespace.
When you visit the website, certain technical information may be processed by Squarespace and other website service providers in order to operate, secure and maintain the website.
Website forms may also collect information that you voluntarily provide to us.
You should avoid entering unnecessary medical or sensitive information into general website enquiry forms. Where detailed health information is required, OHTS may provide an appropriate secure method for submitting that information.
Cookies
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to function correctly. Other technologies may help us understand how visitors use our website or support additional website functionality.
Where consent is legally required for non-essential cookies or similar technologies, these technologies should not be activated until you have made your choice.
You can manage your cookie preferences through the cookie controls available on our website and through your browser settings.
Email Updates and Marketing
If you choose to sign up for OHTS news and updates, we will use the contact information you provide to send relevant communications.
You can unsubscribe at any time by using the unsubscribe option within an email or by contacting us.
Opting out of marketing communications will not prevent us from contacting you where we need to communicate with you in relation to an existing service, appointment, contractual relationship or other legitimate purpose.
How Long We Keep Your Information
We retain personal information only for as long as it is reasonably necessary for the purpose for which it was collected and to meet applicable legal, professional, clinical, contractual and regulatory requirements.
Different types of information may therefore be retained for different periods.
Clinical and occupational health records are retained in accordance with our record-retention requirements and applicable professional and legal guidance.
Website enquiries and business correspondence are retained only for as long as they are required for the relevant business purpose.
Marketing information will generally be retained until you unsubscribe, withdraw your consent where consent applies, or the information is no longer required.
We periodically review the information we hold and securely delete or anonymise information when it is no longer required.
Keeping Your Information Secure
We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.
Access to occupational health and clinical information is restricted according to role and need.
We also expect organisations processing information on our behalf to implement appropriate security and confidentiality measures.
No electronic system can be guaranteed to be completely secure; however, we regularly review how information is handled and take reasonable steps to protect the personal information entrusted to us.
International Transfers
Some of the technology providers used to operate our website and business systems may process information outside the United Kingdom.
Where personal information is transferred internationally, we take steps to ensure that an appropriate legal mechanism or safeguard is in place where required by UK data protection law.
This may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards for international data transfers.
Your Data Protection Rights
Depending on the circumstances and the lawful basis being used, you may have rights in relation to your personal information, including the right to request access to the information we hold about you, request correction of inaccurate information, request erasure in certain circumstances, request restriction of processing, object to certain processing, request transfer of information where applicable and withdraw consent where processing is based upon consent.
Some of these rights are subject to exemptions and may not apply in every circumstance, particularly where information must be retained for legal, clinical or occupational health purposes.
If you would like to exercise any of your rights, please contact us at support@ohservices.org.
We may need to verify your identity before responding to a request.
Complaints About How We Use Your Information
If you have any questions or concerns about how OHTS handles your personal information, please contact us in the first instance so that we can investigate and respond.
Email: support@ohservices.org
Telephone: 01325 321055
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Making a complaint to OHTS does not affect your right to contact the ICO.
Third-Party Websites
Our website may contain links to other websites or external services.
OHTS is not responsible for the privacy practices or content of websites operated by third parties. We recommend reviewing the privacy information provided by any external website before submitting personal information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, suppliers or legal and regulatory requirements.
The latest version will be published on this page and the Last updated date at the top of the policy will be amended accordingly.
Contact OHTS About Your Personal Information
If you have a question about this Privacy Policy, wish to exercise a data protection right or have concerns about the way your information has been handled, please contact:
Occupational Health and Training Services Ltd
East Suite, The Work Place
Heighington Lane
Aycliffe Business Park
Newton Aycliffe
County Durham
DL5 6AH
Email: support@ohservices.org
Telephone: 01325 321055