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COMFORT, SAFETY AND SECURITY DURING OUR ASSESSMENT SERVICE

When we work together, the safety, comfort and security of you and your
colleagues is our priority.

Our processes adhere to strict standards, from the moment you book with us,
right through to reporting and data handling after the assessment. On this page
we’ll try to answer some of your most frequently asked questions about safety
and security throughout every stage of our workstation assessment service. If
you can’t find the answer to your question, please contact our Data Protection
Officer at dpo@posturite.co.uk or call 0345 345 0010.

--------------------------------------------------------------------------------


FACE-TO-FACE ASSESSMENT SHOW ALL ANSWERS


 * WHO CARRIES OUT THE ASSESSMENT?
   
   The face-to-face assessment will be conducted by one of our trained DSE
   assessors, all of whom have been chosen carefully from sports science and
   healthcare fields and possess the friendly, professional attitude our staff
   are known for.


 * WHERE WILL THE ASSESSMENT TAKE PLACE?
   
   The face-to-face assessment takes place in two parts. The first is an
   informal one-on-one interview, which may be conducted at the user's
   workstation, or - depending on circumstances, somewhere private like a
   break-out room, or quiet area of the office. The second part will be
   conducted at the user’s workstation, or wherever they can be observed
   carrying out some of their typical work tasks to give the assessor a better
   understanding of their working positions and behaviours.


 * WHAT EXACTLY IS BEING ASSESSED?
   
   This depends on what kind of assessment has been booked, but typically the
   user is being assessed on how they interact with their workstation. Visit our
   DSE workstation assessment page to find out more about what each assessment
   involves.


 * WILL THERE BE PHYSICAL CONTACT?
   
   To protect against the spread of COVID-19, protective equipment will be worn
   and where possible, an appropriate distance will be maintained. The assessor
   may take some measurements of the user and their workstation. This can
   involve the occasional light physical touch. The assessor may suggest changes
   and alter the user’s positioning at the workstation to achieve an improved
   set up, which can also require some light physical touch. Should the user
   feel uncomfortable or experience discomfort at any point, they can ask the
   assessor to stop and discuss the issue. They have the right to request a
   chaperone to be present during all or part of the assessment.


 * WILL THERE BE PHOTOS TAKEN?
   
   Depending on the type of assessment requested, photographs of the user, their
   workstation and immediate environment may be taken. If the user feels
   uncomfortable with this, or they don’t want to be in the photos, they can
   explain this to the assessor. However, please be aware that photographs do
   often provide a clearer indication of the issues and improve the
   effectiveness of the reports.


REMOTE ASSESSMENT SHOW ALL ANSWERS


 * WHO CARRIES OUT THE ASSESSMENT?
   
   The assessment will be conducted remotely by one of our trained DSE
   assessors. All of our assessors have been chosen carefully from sports
   science and healthcare fields and possess the friendly, professional attitude
   our staff are known for.


 * WHERE WILL THE ASSESSMENT TAKE PLACE?
   
   The remote assessment takes place at your workstation. You will communicate
   with your assessor either through Microsoft Teams video meeting, or over the
   phone if you prefer.


 * DO I NEED TO APPEAR ON WEBCAM?
   
   It is not essential, but preferable. There is the option of chatting over
   Teams without activating your webcam — or we can talk over the phone instead.
   However, being able to see one another allows for a more personable
   experience.


 * DO I NEED TO DOWNLOAD ANY ADDITIONAL SOFTWARE TO JOIN THE MICROSOFT TEAMS
   APPOINTMENT?
   
   No, you can join the meeting easily through a web browser without downloading
   any software.


 * HOW DO I JOIN A MICROSOFT TEAMS MEETING?
   
   Simply click on the ‘Join appointment’ link in the email calendar invite that
   we send you after your appointment is confirmed. Choose the option ‘Join a
   Teams meeting on the web’. Type in your name and choose the audio and video
   settings that you want and select ‘Join now’.


 * CAN I JOIN BY TELEPHONE?
   
   If you are having trouble joining the appointment and you haven't joined the
   call within 5 minutes of your appointment slot, the Posturite assessor will
   call you using the contact details provided.


 * WHAT EXACTLY IS BEING ASSESSED?
   
   Using a combination of measurements, photographs and a video call, our
   experienced DSE assessors will be able to draw up a report that highlights
   risk areas and suggests improvements to help you feel as comfortable and
   productive as possible. Find out more about our Remote DSE Assessment
   Service.


 * WILL THERE BE PHYSICAL CONTACT?
   
   This an entirely remote assessment so there will be no physical contact
   between the assessor and the employee being assessed.


 * WILL THERE BE PHOTOS TAKEN?
   
   We require photos for the assessor to assist in identifying any issues with
   the workstation set up. Ideally you will need a second person to take the
   photos of you at your workstation. If this is not possible, it would still be
   helpful to provide photos of your unoccupied workstation. Photographs can be
   provided to us during the booking process.
   
   If the user feels uncomfortable with this, they are not required to send
   them. However, please be aware that photographs do often provide a clearer
   indication of the issues and improve the effectiveness of the reports.


DATA AND REPORTING SHOW ALL ANSWERS


 * WHAT DO THE TERMS ‘SUITABLE’ AND ‘NOT SUITABLE’ MEAN?
   
   Throughout the report we use the terms ‘suitable’ and ‘not suitable’ to
   describe the user’s existing equipment. The term ‘suitable’ is used when we
   are satisfied that no further improvements can be made to the equipment. The
   term ‘not suitable’ is used when we believe improvements can be made to the
   equipment, subject to approval.


 * WHAT ARE REPORT FINDINGS BASED ON?
   
   This report is based on our observations and information provided by the user
   during the assessment.


 * WHY DO YOU SOMETIMES RECOMMEND NEW EQUIPMENT?
   
   Any recommendations are made to try to increase the user’s level of comfort
   while they’re working at their workstation.


 * DO THE REPORTS CONTAIN SENSITIVE INFORMATION?
   
   Our reports contain personal and potentially special category information as
   defined by The Data Protection Act 2018.


 * HOW DOES POSTURITE PROTECT CLIENT DATA?
   
   The data we collect and process during an assessment is taken for no purpose
   other than to conduct the assessment effectively. The data collected will be
   the user’s name, email address, assessment location, contact details,
   photographs (if taken), the names of others present at the assessment, and
   basic, relevant health details supplied by the user to the assessor. The
   user’s rights under Data Protection legislation remain unchanged. Should you
   have any concerns, please raise this with your respective Data Controller.
   
   Following the assessment, a report of the assessment will be provided to the
   person who requested the assessment.


 * HOW DO WE YOU STORE YOUR DATA?
   
   We store all assessment data, including photographs within the UK, using a
   Microsoft AZURE UK cloud environment. All data (including backups), is
   encrypted at rest using an AES256 encryption algorithm.


 * HOW LONG DO WE KEEP YOUR DATA?
   
   We will keep your assessment data for five years unless we have been
   instructed by contract or otherwise to a differing retention period.


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