Legislation Flashcards
Display screen regulations
The regulations apply to any form of display screen, and cover anyone who uses DSE for an hour, or more during their working hours
The regulations state that employers must complete 4 tasks to ensure the safety of their employees. These are:
1. Analyse workstations and assess and reduce risks
2. Plan work so that there are breaks or changes of activity
3. Arrange and pay for eye tests and glasses (if special ones are needed)
4. Provide health and safety training and information
- Analyse workstations and assess and reduce risks
The computer equipment and the area around it should be safe. If any risks are found, then action needs to be taken to make it safe
The assessment should also cover the job role and any special requirements of the staff member to carry out that role
When should employers, and employees working from home, complete a display screen equipment assessment?
When:
- A new workstation is set up
- A new employee starts work
- A change is made to an existing workstation or the way it is used
- Employees complain of pain or discomfort
What are the minimum requirements for a workstation?
- Providing adjustable chairs and suitable lighting
- Providing tilt and swivel monitors
- Ensuring that the workstation has sufficient space for the keyboard, monitor and any paperwork
- Plan work so that there are breaks or changes of activity
Employees should not be expected to work at display screen equipment (DSE) all day, and regular breaks or changes in activity should be provided
When is it recommended to take a break and how long for?
The regulations do not state how often and how long breaks should be, but it is recommended to take a 5 minute break every 1 hour
What should an employee do during a break from display screen equipment?
During a break, it is advised that you move around, stretch and focus eyes on something other than a DSE
- Arrange and pay for eye tests and glasses (if special ones are needed)
- Employees that work with DSE can ask for eye tests and arrange for them to be paid for by their employer
- Eye tests can be repeated as advised by the optician – the employer will have to continue paying
Working with display screen equipment and its effect on your eyes
Working with DSE does not cause permanent damage to eyes, but if used for a long time it can lead to:
- Tired eyes
- Discomfort
- Temporary short-sightedness
- Headaches
When do employers have to pay for employees glasses?
Employers will only have to pay for the glasses if they are only needed for work
- Provide health and safety training and information
Employers must provide training to make sure that their employees can use their computer equipment and workstations correctly
What could Health and Safety training include?
How employees can use the equipment to minimise risks to their health
What Health and Safety information should employees provide to their employers
The employees should also provide information to their employers about Health and Safety when using screen equipment and the steps that have been taken to minimise the risks
Repetitive Strain Injury (RSI)
- Repetitive Strain Injury (RSI) is damage to the fingers, wrists and other parts of the body due to repeated movements over a long period of time, often while sitting at a computer screen.
- For example, tendonitis is an inflammation of a person’s tendon and can be caused by prolonged use of a keyboard.
Solutions of Repetitive Strain Injury (RSI)
- Make sure posture is correct
- Use wrist-rests
- Take a five-minute break from typing every hour
Back Strain
Many computer users suffer serious back problems. This is probably due to poor posture or adopting an awkward position while sitting at a computer.
Solutions of back strain
- a fully adjustable chair should prevent poor posture
- footrests can reduce these problems
- screen should tilt and turn to a position that avoids awkward movements
Eye Strain
Eyes can become strained after staring at a computer screen for a long time, particularly if working in bad light, in glare or with a flickering screen.
Solutions of eye strain
- Screen filters can remove a high percentage if rays emitted from a computer screen
- Use screens that do not flicker
- Take regular breaks – do not work for more than one hour without taking a break
- Lighting must be suitable, and blinds fitted to windows to reduce glare
General Working Environment
The general working environment covers all job roles, including those working with DSE
Who has a responsibility for the general working environment
Both the employer and employee
The working environment should:
- Have the appropriate workplace facilities including the right number of toilets and wash basins, drinking water, and somewhere to rest and eat meals
- Be a healthy working environment
- Be a safe workplace
What does the Health and Safety Executive (HSE) state that a healthy working environment should have?
- Good ventilation including a supply of fresh, clean air from outside or a well-maintained air conditioning system
- A reasonable working temperature so it is comfortable to work (usually at least 16°C, or 13°C for strenuous work, unless other laws require lower temperatures)
- Lighting suitable for the work being carried out
- Enough room space, suitable for workstations and seating
- Appropriate waste containers for recyclable and non-recyclable waste
What is a safe workplace?
A safe workplace is one that has:
- Maintained buildings and work equipment
- Floors and traffic routes kept free of obstructions
- Windows that can be opened and cleaned safely
- Any glass or transparent doors or walls protected or made of safety material
Health and Safety Policies
All workplaces must have a Health and Safety policy
What should a Health and Safety policy cover?
- Statement of intent – including the management of Health and Safety
- Responsibilities for Health and Safety – the names of the responsible people and the specific areas they have responsibility for
- Arrangements for Health and Safety – the practical arrangements including risk assessments, Health and Safety training based on the employees’ job roles and using safety equipment
Employers responsibilities when employees use display screen equipment
- Provide adjustable chairs and suitable lighting
- Provide tilt and swivel monitors
- Ensure that a workstation has sufficient space for the keyboard, monitor and paperwork
Employee responsibilities when using display screen equipment
- Check that their screen is well positioned and properly adjusted
- Make sure lighting conditions are suitable
- Take regular breaks from screen work
The Data Protection Act 2018 (DPA)
The DPA attempts to control how personal data and information is used by organisations, business and the UK Government
It also seeks to empower individuals to take control of their personal data and to support organisations with lawfully processing data
The DPA is the UK’s implementation of the General Data Protection Regulation (GDPR)
Principles of the Data Protection Act 2018
Data should be:
- used fairly, lawfully and transparently
- used for specific, explicit purposes
- used in an adequate, relevant way limited to only what is necessary
- accurate and kept up to day, where necessary
- kept for no longer than necessary
- stored securely
What sensitive data and information is protected by the Data Protection Act?
- Race
- Ethnic background
- Political opinions
- Religious beliefs
- Trade union memberships
- Genetics
- Biometrics
- Health
- Sex life or orientation
What rights does the data subject (the person the data is being held about) have?
They have the right to:
- find out what data is held or stored about them
- Be informed about how the data is being used
- Access personal data
- Have incorrect data updated
- Have data erased
- Stop or restrict the processing of the data
- Data portability (allowing the data subject to get and reuse the data for different services)
- Object to how the data is processed in certain circumstances
They also have rights when an organisation is using personal data for:
- Automated decision-making processes (without human involvement)
- Profiling, for example to predict behaviour or interests
