Subcontractors · Mandatory · Pre-Construction

Emergency Contact Form

A form collecting emergency contact details for each worker on site for use in the event of an accident or medical emergency.

Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. MHSWR 1999 remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.

Legal basis	MHSWR 1999 + HSWA 1974 + UK GDPR / DPA 2018
Why required	If a worker is seriously injured and incapacitated, the employer needs to contact their next of kin immediately
GDPR	Emergency contact information is personal data; legitimate interest (safety) is the appropriate basis
What to collect	Worker name and DOB, named emergency contact, relationship, phone numbers, medical conditions relevant to emergency response, GP details
Accessibility	Forms must be readily accessible in an emergency — findable in 60 seconds

1. Emergency Contact — Ready When It Matters Most

The emergency contact form is one of the most practically important documents on any construction site. When a serious incident occurs and a worker is incapacitated, this form is the only way to reach their next of kin quickly and provide paramedics with critical medical information.

Medical information — allergies, blood type, current medications — can be critical for paramedics. A construction worker who is allergic to penicillin and unconscious cannot tell the paramedic this. A worker on blood-thinning medication who sustains a laceration presents a different clinical picture. This information must be immediately accessible, not locked in a filing cabinet or buried in a digital system that requires a password.

The HSWA 1974 places a general duty on employers to ensure the health, safety, and welfare of employees. MHSWR 1999 requires adequate emergency procedures. Collecting and maintaining accessible emergency contact information is a fundamental part of discharging these duties.

Accessibility is everything

Store emergency contact information where it can be accessed in 60 seconds — not in a locked filing cabinet in the office.

2. Emergency Contact Form — Content

Field	Detail
Worker details	Full name, date of birth, employer, trade/role
Emergency contact 1	Full name, relationship to worker, primary phone number, secondary phone number
Emergency contact 2	Full name, relationship to worker, primary phone number, secondary phone number
Medical: allergies	Known allergies to medications, substances, or materials (e.g. penicillin, latex, plaster dust)
Medical: blood group	Blood group if known (A, B, AB, O and Rh factor)
Medical: medications	Current medications that may affect emergency treatment (e.g. blood thinners, insulin, inhalers)
Medical: GP details	GP name, surgery name, phone number
Worker declaration	Consent for information to be used in an emergency and shared with emergency services
GDPR notice	Privacy notice explaining lawful basis, data retention, and worker rights
Review date	Date for next review — at minimum every 6 months or when worker advises a change

3. Common Mistakes

Storing in a system that cannot be quickly accessed

Emergency contact forms are useless if they cannot be found in under 60 seconds during an emergency. Storing them in a locked office, on a system requiring login credentials that only one person knows, or in an off-site location defeats their purpose. The site first aider and site manager must be able to retrieve any worker's emergency information immediately.

Not updating when workers advise changes

Workers change phone numbers, emergency contacts, and medications. If a worker advises a change and the form is not updated, the information on file is wrong when it matters most. There must be a clear process for workers to notify changes and for forms to be updated promptly.

Not collecting medical information relevant to emergency response

Many sites collect contact names and numbers but omit medical information. Allergies, current medications, and blood group can be critical for paramedics. A form that only captures a phone number is incomplete for emergency response purposes.

Not having a GDPR privacy notice

Emergency contact information is personal data. Medical information is special category data. Processing without a privacy notice explaining the lawful basis, retention period, and worker rights is a breach of UK GDPR. The privacy notice must be provided at the point of collection.

Not updating when the workforce changes

Workers join and leave construction projects frequently. New workers must complete emergency contact forms at induction. When workers leave, their forms should be retained for the appropriate period and then securely destroyed. A register that includes departed workers and omits new arrivals is unreliable.

4. Frequently Asked Questions

Must emergency contacts be collected from all workers?▾

Yes. It is a basic duty of care under HSWA 1974 to have arrangements in place for contacting next of kin in the event of a serious incident. This applies to all workers on site, including subcontractor workers, agency staff, and visitors who will be on site for an extended period.

What is the lawful basis for processing emergency contact data?▾

Legitimate interest (Art 6(1)(f) UK GDPR) is the appropriate basis for contact details — the employer has a legitimate interest in being able to contact next of kin in an emergency. Medical information requires an additional condition under Art 9 — either Art 9(2)(b) (employment obligations) or explicit consent from the worker.

How long should emergency contact forms be retained?▾

For active workers, throughout the duration of the project. After a worker leaves the project, delete within 1 to 3 months unless the information is relevant to an ongoing incident investigation or claim. Medical information linked to COSHH exposures may need to be retained for up to 40 years.

Can emergency contact information be shared with emergency services?▾

Yes. Sharing with emergency services in a genuine emergency is lawful under the vital interests condition (Art 6(1)(d) UK GDPR) and Art 9(2)(c) for medical data. This is precisely what the information is collected for.

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