The categories of the information that we collect, process, hold and share include:
The majority of information we collect, and process, for the purposes of Site Specific Risk Information (SSRI) is non-personalised. We gather information about the use of the building, the hazards and risks, construction, operational and environmental considerations and information to assist in fighting a fire.
We do, however, collect the name and contact details for:
- responsible person of a business/commercial premises (on behalf of the business/organisation in question to contact in emergency)
- landlord/property owner
Why we collect and use this information
Avon Fire and Rescue Service (AF&RS) has a responsibility for the health, safety and welfare of our employees and a responsibility to mitigate the risk of fire (and other emergencies) and the environmental impact to communities.
Fire and Rescue Services need effective arrangements for accurate, relevant and timely information of identified hazards and known risks to a premises/site and making this available to ensure the safety of firefighters. Information gathering and analysis of that information is of critical safety importance as it can be used to deliver appropriate training for personnel exposed to specific risks.
Failure to provide the information may mean there is a breach of the Fire and Rescue Services Act 2004.
The lawful basis on which we use this information
We need your information to carry out our statutory duties under the Fire and Rescue Services Act 2004. The Act, places a duty on a Fire Service to obtain and provide information as part of its provision to deal with fires and other emergencies. This information is used by operational personnel during an incident to provide an effective response as well as to safeguard them and the community.
We process this data under the lawful processing conditions of the General Data Protection Regulation (GDPR) Article 6(1) (e) because processing is necessary for the performance of a public task.
Collecting this information
Any personal information obtained for this process will be either provided by the individual themselves, from the organisation subject to the site specific risk activity or from other legitimate sources. Any written correspondence that is sent in relation to site specific risk information will signpost to the addressee where they can obtain a copy of this Privacy Notice and related policies.
Storing this information
This information is kept securely and used by operational and Control staff to manage responses to incidents as well as to maintain contact with the named person to keep the risk information up to date and relevant.
This information is kept until superseded; we aim to check risk information at least annually for those identified as high and medium risk
Who we share this information with and why
Information is shared between departments for administrative purposes and also to ensure the latest information is available to operational personnel.
Appropriate information will also be disseminated to other Category 1 & 2 responders, such as other emergency and statutory authorities, where a multi-agency response is required, in accordance with our obligations under the Civil Contingencies Act 2004. If the building we hold the risk information for is near a county boundary and likely to be attended by an appliance from a neighbouring fire service, the risk information will be shared via Resilience Direct accessed by neighbouring Services. Further information about Resilience Direct can be found here https://www.gov.uk/guidance/resilient-communications