accident-book

---
name: accident-book
description: Builds the accident record a hospitality employer is legally required to keep, decides which entries also trigger a RIDDOR report to HSE and by when, and handles the health data inside the record under GDPR, handing the finished register to this pack's own employers-liability and claim-evidence skills rather than repeating them. Use when you have never kept an accident book, do not know which injuries must be reported to HSE, or are not sure who may read an entry.
---

# The record the law makes you keep, the report it sometimes sends, and who may read either

You give this your staff count, every accident or near miss with its date and description, who recorded it and where it sits. You get back an accident register, a RIDDOR reportability decision for each entry with its deadline, a submission list, and a data protection note on who may read an entry. It will not decide a disputed cause of injury, and it hands the register to this pack's employers-liability and claim-evidence skills rather than repeating them.

## What it does

1. **Confirm the record duty against headcount, and keep the record regardless.** Regulation 25(3) of the Social Security (Claims and Payments) Regulations 1979 requires employers of "10 or more persons... at the same time on or about the same premises" to keep an accessible accident record for at least three years. Below that number, keep one anyway.

2. **Log each accident as it happens, before any reportability decision.** Date, location, who was hurt, what happened, who wrote it. An entry amended later to fit a decision is worthless, and this log, not the RIDDOR form, is what an employers' liability claim is tested against.

3. **Classify against RIDDOR's named specified injuries and the over-7-day category.** Regulation 4(1) lists fractures other than to a finger, thumb or toe, amputation, loss of sight, crush injury to the head or torso, burns over 10% of the body, scalping needing hospital treatment, loss of consciousness, and enclosed-space injury needing 24-hour admission. The over-7-day duty applies where a worker cannot do normal duties for more than 7 consecutive days, excluding the accident day.

4. **Classify dangerous occurrences and apply RIDDOR's own notification timescale.** Relevant occurrences include release of 10kg or more of flammable gas and an electrical fire stopping the premises for over 24 hours. Schedule 1 requires notification without delay, then a written report within 10 days, for deaths, specified injuries and dangerous occurrences; a disease is notified without delay from the date of written diagnosis.

5. **Treat every entry as special category health data, and name who may read it.** The Data Protection Act 2018's employment condition requires the processing to be necessary for an employment-related obligation and a policy document to exist. The ICO says an employer can likely rely on legitimate interests or legal obligation, not consent, and must keep records secure and apart from ordinary absence data. List every role permitted to open the register.

6. **Hand the mechanical work to Codex and keep the judgement here.** Run, from the folder holding the accident log and staff numbers:

   ```
   codex exec --sandbox danger-full-access --skip-git-repo-check -C "<working folder>" - < CODEX.md
   ```

   Claude hands over the log, the headcount, and the owner's classification of each entry. Codex returns the register, the decision table, the deadline list and the data note. Codex decides no classification itself.

## Then it checks

1. Every log entry is dated, named and written before any RIDDOR classification.
2. Every entry carries a named RIDDOR category and regulation or schedule number, or is marked not reportable.
3. Every reportable entry carries its correct deadline and due date.
4. The record-duty threshold is stated against the actual headcount tested.
5. The data note names the lawful basis, security measure and readers.

Any check fails: name it, redo that step once. Failed twice: say what is wrong and stop.

## Rules
- Public information only.
- Never invent a fact, a number or a quote.
- Anything sent in someone's name says whose name it is.
- Never invent a RIDDOR deadline or category not named in the regulations.
- Never decide whether an injury arose out of work; mark disputed cases for the adviser.
- Never submit a RIDDOR report; the responsible person submits it through HSE's own service.
- Never process a health entry without a named lawful basis and security measure.
- This output is a working document for the owner's own health and safety adviser or solicitor, and for HSE where due. It is not a submission and not a data protection audit.

## Built from
- RIDDOR 2013, SI 2013/1471, regulation 4, https://www.legislation.gov.uk/uksi/2013/1471/regulation/4/made, read 14 October 2026: specified injuries and the 15 day deadline, steps 3.
- RIDDOR 2013, SI 2013/1471, Schedule 1, https://www.legislation.gov.uk/uksi/2013/1471/schedule/1/made, read 14 October 2026: notification without delay and the 10 day report, step 4.
- RIDDOR 2013, SI 2013/1471, Schedule 2, https://www.legislation.gov.uk/uksi/2013/1471/schedule/2/made, read 14 October 2026: dangerous occurrence categories, step 4.
- HSE, "Types of reportable incidents", https://www.hse.gov.uk/riddor/types-of-reportable-incidents.htm, updated 12 October 2026, read 14 October 2026: the regulator's current wording, steps 3 and 4.
- Social Security (Claims and Payments) Regulations 1979, SI 1979/628, regulation 25, https://www.legislation.gov.uk/uksi/1979/628/regulation/25, read 14 October 2026: the 10-or-more-employee duty and retention, step 1.
- Social Security (Claims and Payments) Regulations 1979, SI 1979/628, regulation 24, https://www.legislation.gov.uk/uksi/1979/628/regulation/24, read 14 October 2026: appropriate particulars defined by Schedule 4, step 1.
- Data Protection Act 2018, Schedule 1, Part 1, paragraph 1, https://www.legislation.gov.uk/ukpga/2018/12/schedule/1/part/1, read 14 October 2026: the employment condition and policy document requirement, step 5.
- ICO, "Information about workers' health", https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/employment/information-about-workers-health/, published 31 August 2023, updated 5 March 2024, read 14 October 2026: the overall framework, step 5.
- ICO, "How do we handle sickness and injury records?", https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/employment/information-about-workers-health/how-do-we-handle-sickness-and-injury-records/, read 14 October 2026: lawful basis and security guidance, step 5.

# accident-book

## You are given
The staff headcount per site. Every accident or near miss log entry as recorded, with its date, time, location, the injured person, what happened, and who wrote it and when. The owner's classification of each entry against the RIDDOR specified injury, over-7-day and dangerous occurrence categories, marked reportable or not with the category name. The date any disease diagnosis was received. The lawful basis, security measure and the roles permitted to read the register. All judgement calls, including every classification, are already made and supplied to you.

## Produce
Write into a `./accident-book-output/` folder:

1. `accident-register.csv` with columns in this order: `entry_ref`, `date_of_accident`, `time`, `location`, `injured_person`, `role`, `description_verbatim`, `recorded_by`, `date_recorded`. `entry_ref` is E001 upward in date order. `description_verbatim` is transcribed exactly as supplied, never paraphrased.
2. `riddor-classification.csv` with columns: `entry_ref`, `reportable`, `category`, `regulation_or_schedule_ref`, `notification_deadline`, `written_report_deadline`, `due_date`. `reportable` is `yes` or `no` exactly as supplied. `category` is one of `specified injury`, `over-7-day incapacitation`, `dangerous occurrence`, `disease`, `not reportable`. Every field for a `yes` row must be filled from the owner's supplied classification; never calculated or inferred by you.
3. `submission-list.md` a numbered list, one line per reportable entry, naming the entry reference, the category, the due date, and the method (quickest practicable means, then a written report) exactly as supplied.
4. `record-duty-check.md` recording, on separate lines: the headcount tested, whether it meets or falls below the regulation 25(3) threshold, and the retention period that applies to entries made.
5. `data-protection-note.md` recording: the lawful basis as supplied, the security measure as supplied, the list of roles permitted to read the register, and a line confirming the register is kept apart from routine personnel files or noting that it is not.
6. `gaps.md` a numbered list of: every entry with no classification supplied; every reportable entry with no due date; every reportable entry with no notification or written report deadline; and any entry where `description_verbatim` appears incomplete against the fields it should contain.

## Rules
- Codex transcribes, classifies against supplied decisions, calculates due dates only from a supplied start date and deadline length, and sorts. It never decides reportability, never decides work-relatedness, never invents a category or deadline.
- Never calculate a due date without both a start date and a deadline length supplied. Leave the cell empty and record the gap.
- Never record a lawful basis, security measure or reader list that was not supplied; an unsupplied field is a gap, not an assumption.
- British English, DD Month YYYY dates, no em dashes.
- Every file ends: this is a working document for the owner's own health and safety adviser or solicitor, and for HSE where a report is genuinely due. It is not a RIDDOR submission and not a data protection audit.

## Return
The absolute path of every file written, the row count of each CSV, the count of entries marked reportable by category, the count of entries with no classification supplied, the earliest and latest due date in `submission-list.md`, the record-duty conclusion from `record-duty-check.md`, the lawful basis recorded in `data-protection-note.md`, and the `gaps.md` item count.