Potentially Violent Persons Register (PVPR) privacy notice

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What we're doing

The council has a duty under the Health and Safety at Work etc. Act 1974 (“the HSWA”) to take such steps that are reasonably practicable to ensure a safe working environment for its staff.  

Additionally, we are legally required under RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 to record and report incidents of work-related violence.

To meet this obligation we maintain a centralised register of serious incidents (and therefore individuals) who do, or may, pose a serious risk to staff or contractors.

This is referred to as the Potentially Violent Persons Register (PVPR). This Register is managed by the Health and Safety Team.

We are committed to ensuring that personal information we process is secure, and we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Personal information collected

  • name
  • address and contact details
  • notes and other information we obtain directly from you about actual or potential violent behaviour. For example, we may make a note of the words you said if you threatened a member of staff
  • notes and information we obtain from any council department or third parties in relation to actual or potential violent behaviour
  • photographs or images recorded by our CCTV systems

How we collect this information

We collect this information via several methods including:

  • collecting information from those who you may have been violent or aggressive towards
  • council employees who have completed an incident report form
  • other sources we may receive information about you form other organisation, agencies or service providers
  • we may receive information about you for a legal reason

Who we share data with

Council staff who look after the PVPR and staff who are working with you, or have a need to contact/visit you, will have access to the data on the PVPR.

Access is controlled and limited to those who need the information in order to carry out their duties safely.

We may also share your information with other agencies, organisations and contractors that may come into direct contact with you.

We do this to assess the risks to their employees as part of their work.

We also have a duty to pass information to third party organisations, such as the Police, if there has been a crime committed.

Legislation that applies

  • Health and Safety at Work etc. Act 1974 
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013

Retention periods

The inclusion of any individual on the register will be dealt with on a case-by-case basis and all entries will be subject to periodic annual review to ensure their accuracy. 

Where a risk of violence no longer exists, the entry will be removed from the register.