DATA & ASSESSMENTS PROCESS
Data & Assessment Process
At OE Group, every assessment is built on trust, care, and professional rigour. From your first booking to final reporting, we follow strict protocols that safeguard your experience and your data.
Below, we’ve answered your most frequently asked questions about how our ergonomic assessments work—whether in-person or virtual—and how we protect your information every step of the way.
FACE-TO-FACE ASSESSMENT
Who carries out the assessment?
Our ergonomic and DSE assessments are conducted by trained professionals. Every assessor is selected for both their expertise and their personable, supportive manner.
Where does it take place?
Face-to-face assessments usually begin with a brief interview—this might take place at your desk or, if preferred, in a quieter space. We then observe you performing typical work tasks to better understand your posture, movement, and ergonomic needs.
Will physical contact be involved?
Assessors may take light measurements or adjust your seating posture. You’re in control at all times. If anything feels uncomfortable, let your assessor know. You may also request a chaperone at any point.
Will photographs be taken?
In some cases, photos of your workstation or setup may be helpful for report accuracy. If you’re not comfortable being photographed, please tell your assessor. Photos are optional but often improve the clarity of our recommendations.
VIRTUAL ASSESSMENT
How does a virtual assessment work?
Your assessor will meet you by video or phone at your usual workstation. You’ll discuss how you work, share photos of your setup, and walk through a few simple adjustments together.
Do I need a webcam or special software?
A webcam is helpful but not essential. You can join through a browser—no downloads needed. We’ll send you a link with full joining instructions.
What do I need to send in advance?
Photographs of you at your workstation are extremely helpful. If someone can take these for you, great. If not, pictures of your unoccupied setup are still useful. If you’re uncomfortable sending photos, that’s okay too—we’ll adapt accordingly.
DATA AND REPORTING
What do the terms ‘suitable’ and ‘not suitable’ mean?
These terms refer to whether your current equipment supports safe and healthy working. ‘Suitable’ means no adjustments are required. ‘Not suitable’ means improvements are recommended.
What is the report based on?
We combine your input with our observations to produce a report that highlights risks and suggests ways to improve your comfort and productivity.
Is my data safe?
Yes. We handle all information in accordance with the Data Protection Act 2018. This includes your name, contact details, assessment photos (if taken), and relevant health information. All data is stored securely in the UK and encrypted at rest.
How long do you keep my data?
Unless otherwise agreed, we retain your assessment data for five years.
SPECIALIST ASSESSMENTS AND THE REPORT CONSENT PROCESS
We offer Specialist Assessments designed for individuals with more complex needs. These often involve sensitive or medical data, so we apply a strict consent process.
Appointees have the right to:
- View the report before it is shared with their employer
- Withhold consent for the report to be disclosed
- Request factual corrections (though assessors are not obliged to amend opinions)
- Request a copy of their report for up to six months after issuance
Our digital consent system streamlines the process while ensuring transparency and compliance with the Medical Act 1983, the Access to Medical Reports Act 1988, the Data Protection Act 2018, and UK GDPR.
CANCELLATION AND RESCHEDULING POLICIES
We understand that schedules can change. To keep our service running smoothly and fairly for all clients, we have clear policies in place for cancelling or rescheduling assessments.
DSE Assessments
(*Excludes Specialist Computer Workstation Assessments*)
| Notice Type | Timing | Action Allowed | Penalty |
|---|---|---|---|
| Early Notice | More than one full working day in advance | Cancel or Reschedule | No penalty |
| Late Notice | Within one working day of the appointment | Cancel only | 100% cancellation fee |
| No Show / Access Denied | At time of appointment | Cancel only | 100% cancellation fee |
Early Notice
You can cancel or reschedule your appointment without penalty if you notify us more than one working day in advance. For example: If your appointment is on a Friday, you can cancel or reschedule any time before 11:59 pm on Wednesday.
Late Notice
Cancellations made within one working day of your appointment are subject to a 100% cancellation fee. Rescheduling is not permitted unless a new referral is submitted. For example: Cancelling on Thursday or Friday for a Friday appointment will incur the full fee.
Please note that once a two-hour appointment window is confirmed, it cannot be amended.
No Show / Access Denied
A ‘No Show’ occurs if the appointee is not available or cannot be contacted at the time of the appointment.
‘Access Denied’ means we were not allowed entry to the premises. In either case:
- We send reminders and provide updates on arrival.
- We attempt to call the appointee using the phone number provided.
- If no contact is made within 15 minutes of arrival, the appointment is marked as missed.
In both scenarios, a 100% cancellation fee will apply, and a new referral will be required to rebook.
If payment has already been made, it will be counted against the missed appointment.
Specialist Assessments and Consultancy Services
(*Including Specialist Computer Workstation Assessments*)
| Notice Type | Timing | Action Allowed | Penalty |
|---|---|---|---|
| Early Notice | More than seven working days in advance | Cancel or Reschedule | No penalty |
| Intermediate Notice | Within seven working days of the appointment | Cancel only | 50% cancellation fee |
| Late Notice | Within two working days of the appointment | Cancel only | 100% cancellation fee |
| No Show | At time of appointment | Cancel only | 100% cancellation fee |
Early Notice
Cancel or reschedule your appointment without penalty by notifying us at least seven full working days before your appointment.
Intermediate Notice
Cancellations within seven working days but outside the final two-day window are subject to a 50% cancellation fee. Rescheduling is not permitted without a new referral.
Late Notice
Cancellations within the final two working days, including the day of the appointment, will incur a full (100%) cancellation fee. For example: Cancelling on Wednesday, Thursday, or Friday for a Friday appointment will incur the full fee.
No Show
If the appointee is unavailable or uncontactable at the time of the visit, we will:
- Attempt to reach them by phone.
- Try to contact other individuals listed on the Work Order (e.g. line manager or requester).
- If we cannot make contact within 15 minutes, the appointment will be marked as a ‘No Show’.
This will incur a 100% cancellation fee, and a new referral will be required to rebook.
Important Reminder
By scheduling an assessment with OE Group, you agree to the terms of our cancellation and rescheduling policy. If you have any questions, or if you need assistance rebooking, please get in touch with our Assessments Team.