You have to provide any health and safety information that you have that will let your health and safety representatives fulfil their functions. You should already have relevant health and safety information as part of your health and safety management system, such as copies of risk assessments or accident records. You do not need to present this information in a different format and provide it as a separate package, or to get hold of additional information specifically for your employee representatives.
Health and safety representatives appointed by trade unions may ask to inspect and take copies of any document relating to workplace health and safety, or to employees they represent, although this does not apply to a health record of an identifiable individual unless the individual has given consent.
You should give your employees and representatives information that lets them understand:
- what the risks and dangers are for their work, or could be if there are changes to their work which will affect health and safety;
- what is done, or will be done to reduce or stop the risks and dangers;
- what they ought to do when they come across a risk or dangerous situation; and
- the identity of the competent person.
By law, you do not have to give employees or their representatives any information that:
- would be against the interests of national security or against the law;
- is about someone who has not given their permission for it to be shared;
- would - other than for reasons of its effect on health, safety or welfare - harm the business;
- is connected with legal proceedings.