When AI enters health and safety, data governance matters more than ever

AI tools for workplace health and safety are changing how organisations manage risk. From AI-driven DSE assessments to video-based manual task analysis, these digital platforms provide speed, insight and scale that traditional methods cannot match.

But innovation also brings responsibility. As data volumes grow, and new rules like the EU AI Act come into force, health and safety teams face a fresh challenge: how to govern information properly. This blog explains why data governance now sits at the heart of safe and compliant use of digital H&S tools.

Why data governance is critical for AI in health and safety

Digital ergonomics and safety platforms collect and process large amounts of employee data. This can include photographs, videos, movement data and sensitive health information. Without clear rules on how that information is stored, shared and deleted, organisations risk breaching privacy laws and losing employee trust.

Data governance provides the framework to manage this responsibly. It helps ensure that AI tools improve safety without creating legal or ethical risks.

Key regulations you need to know

Several laws and standards affect how workplace health and safety data must be handled:

• GDPR: Sets out how personal data should be collected, stored and used across the EU and UK. Employees have rights to access, correct and request deletion of their data.

• ISO 27001: The international standard for information security management. It demonstrates that a supplier takes security seriously and has controls in place.

• EU AI Act: A new regulation introducing specific rules for AI systems. Safety-related AI tools may fall under high-risk categories, meaning stricter oversight and transparency will apply.

• Data residency rules: Some organisations require that employee data stays within specific regions or countries. This matters when tools are hosted in the cloud.

Understanding these requirements before choosing or rolling out a digital tool avoids surprises later.

Practical steps for health and safety teams

Health and safety managers do not need to become IT experts, but they should be confident asking the right questions. Start with these basics:

1. Where is employee data stored and processed?

2. How long is it kept, and who controls deletion?

3. Does the supplier comply with GDPR and ISO 27001?

4. Is the tool designed to meet future EU AI Act requirements?

5. What protections are in place if employees request access to their data?

By raising these points early, you build confidence that the technology will support safety goals without introducing compliance risks.

Why this matters now

AI in workplace health and safety is moving quickly. What feels like a simple tool today can soon become a complex system processing thousands of data points across your workforce. If governance is not in place from the start, it becomes harder to fix later.

Strong data governance does not slow down innovation. Instead, it creates a foundation of trust. Employees are more likely to engage with digital safety tools when they know their personal information is protected and used responsibly.

Looking ahead

This is the first post in our five-part series on digital health and safety compliance. Over the next four weeks, we will explore:

• Week 2: How to manage staff photos and videos responsibly

• Week 3: The questions IT managers will ask before approving safety tools

• Week 4: How to trust AI decisions in safety assessments

• Week 5: A procurement checklist to compare tools and stay compliant

By following this series, health and safety teams, facilities managers and IT colleagues will have practical guidance to make informed, safe and compliant decisions about AI in the workplace.