Understanding DSE Users Under Workplace Health and Safety Law: What UK Businesses Need to Know

Most workplaces in the UK rely on computers, laptops, tablets or other digital screens to keep their business running smoothly. But there’s a set of legal requirements that kick in once your team uses this kind of equipment regularly. If you’ve ever wondered, “what is a DSE user, and does this affect my business?” - you’re not alone. Getting your head around the rules on DSE users is key to protecting your staff and staying compliant with health and safety law.

In this guide, we’ll break down what a DSE user is (and isn’t), the main duties you need to know about under UK law, and what practical steps your business should follow to tick all the right boxes. If you want to keep your workplace healthy and futureproof your company from potential claims or fines, keep reading.

What Is a DSE User, and Why Does It Matter?

Let’s start with the basics. DSE stands for Display Screen Equipment - in plain English, that means any device with an electronic display, such as:

• Desktop computers and laptops
• Tablets and smartphones
• Touchscreen monitors and control panels
• Any other screens used for work purposes

But not everyone who glances at a screen is automatically a DSE user. According to the Health and Safety (Display Screen Equipment) Regulations 1992 - typically known as “DSE law” - a DSE user is someone who:

• Uses display screen equipment as a significant part of their normal work
• Works with this equipment daily (either continuously or for an hour or more at a time)
• Has little or no choice in whether to use the screen

For example, office workers who spend most of their day at a computer, call centre staff, designers, and data entry clerks are all usually considered DSE users.

How Does UK Law Define DSE Users?

The legal DSE user definition is important because it’s the trigger for your obligations as an employer. The DSE Regulations spell this out clearly (paraphrased in straightforward terms here):

• If an employee uses DSE ‘habitually’ and as a significant part of their job, they are a DSE user (sometimes called a ‘DSE worker’).
• This includes both staff working in the office and remote workers/home workers, as long as their use of DSE equipment meets the criteria above.
• Temporary, agency and contract staff may also be classed as DSE users, depending on their pattern of work.

The HSE (Health and Safety Executive) provides practical DSE guidance and example scenarios to help businesses work out who qualifies.

Am I Legally Required to Identify DSE Users?

Yes, you are. As an employer, you have a duty to proactively identify which of your staff are DSE users. This is a crucial first step in complying with workplace health and safety laws.

Failing to do this could mean you overlook major health risks for staff and potentially face action from the HSE - especially if an employee develops work-related aches, pains, or symptoms that could have been prevented.

What does this look like in practice?

• Assess each job role to see if it involves daily/continuous use of DSE
• Speak to other departments/managers to understand how staff use screens
• Update your assessments whenever roles change or new tech is introduced

There’s no single definition for how long is “significant” - but as a rule of thumb, if someone is using screens for more than an hour at a stretch as a core part of their job, the regulations are likely to apply.

What Are My Legal Duties for DSE Users?

Once you’ve worked out who your DSE users are, the regulations require you to take some practical steps to keep them safe and healthy. These include:

• DSE Risk Assessments: You must assess workstations and screen use to identify potential health risks (think poor posture, glare, awkward sitting positions, repetitive movements). The risk assessment should be repeated:
  • When a DSE user starts work
  • If equipment, software, or environment changes
  • If there are signs of discomfort or work-related symptoms
• Reducing and Managing Risks: Based on your assessment, you must take steps to put problems right. This could mean adjusting chairs, desks, or screens, providing document holders, or improving lighting and breaks.
• Information and Training: Employees must be given training on safe DSE use, proper workstation setup, and how to report problems.
• Eye Tests: DSE users are entitled to request an eye test paid for by the employer, as well as glasses if they are needed specifically for DSE work (not general use).
• Monitoring and Review: Keep your DSE safety steps under review, especially as tech evolves or people change working patterns.

It’s important not to treat these duties as a “one and done” checklist. Your responsibilities continue for as long as someone is a DSE user in your business.

For additional information on health surveillance and compliance, visit our practical guide: Workplace Health Surveillance: Legal Responsibilities for Employers.

Which Health Risks Are Linked to DSE Use?

Why all the fuss? It’s because regular use of display screen equipment - especially without the right setup - can lead to several health issues, including:

• Back, neck, shoulder or arm pain
• Repetitive strain injury or symptoms (e.g. aching, tingling, numbness)
• Eye fatigue and discomfort
• Headaches
• Mental fatigue linked to poor breaks or stressful working setups

Most of these risks can be managed with simple, upfront steps: a proper desk, adjustable chair, good monitor height, regular breaks, and encouraging employees to report any developing problems early.

What Does Good DSE Guidance Look Like?

There are plenty of useful DSE guidance resources (the HSE website is a great starting point), but best practice for businesses usually means:

• Having a written DSE policy as part of your core company policies
• Providing new staff with clear DSE safety info at induction/onboarding
• Carrying out (and recording) regular DSE workstation assessments - especially for home/hybrid workers
• Ensuring managers know how to spot and deal with DSE health risks
• Making the process accessible - avoid jargon and use checklists and photos/guides where possible

If you’re growing or digital-first, you might want to consider an annual DSE refresher for the team - either as part of your normal health and safety reviews or as a separate exercise.

Do The Regulations Apply If My Staff Work Remotely?

Yes - and this is often misunderstood. DSE Regulations apply equally to home-based staff, hybrid workers, and those who switch between locations. As an employer, you’re responsible for ensuring remote workstations are safe, comfortable, and properly assessed, not just office setups.

This may mean:

• Providing remote employees with the kit they need (e.g. a proper office chair, monitor stand, external keyboard/mouse)
• Conducting a remote DSE assessment (often a mix of self-assessment plus manager review, sometimes using photos or video calls)
• Offering eye test vouchers to remote workers
• Making all DSE training and guidance available online

If a remote worker raises concerns about their setup, you have to act just as you would for someone in your office.

What Happens If I Don’t Meet My DSE Obligations?

Ignoring DSE requirements isn’t just bad news for your staff’s wellbeing - it can also have business consequences.

• HSE Inspections and Enforcement: The HSE has the power to inspect your premises (including remote policies), review your safety records, and issue improvement notices or fines if you’re not compliant.
• Employee Claims: Staff who develop health issues due to inadequate workstation setups or a lack of training could bring claims against your business. This might include claims for personal injury, or even constructive dismissal if the problem is ongoing.
• Reputation and Recruitment: A poor health and safety record can make it harder to attract top talent or win contracts, especially if you bid for government work or partner with large organisations.

Remember, it’s always easier (and cheaper) to get your DSE obligations right from day one rather than fix problems later!

Are There Any Exemptions or Special Cases in DSE Law?

There are a few specific situations where DSE law might not apply - for example:

• Casual use of screens (e.g. using a till or cash register briefly, checking emails occasionally)
• Mobile devices when used infrequently and not as a major part of the role
• Drivers or outdoor workers who rarely use screens or only use them for short bursts

But the threshold for exemption is quite high. If you’re not sure whether a particular job role counts as a DSE user, it’s always wise to err on the side of caution or get tailored advice from a legal expert.

What About Record-Keeping and Documentation?

Keeping good records is a crucial part of showing you comply with your DSE duties. This doesn’t have to be complicated - but it should be systematic:

• Keep a list of all DSE users in your organisation
• Record the dates and results of each DSE assessment
• Keep a log of any equipment or adjustments provided
• Document all staff training on DSE and health and safety
• Record details of eye test requests and whether glasses were provided

For more compliance tips on essential documentation and company policies, check out our guide on Core Company Policies and creating an effective electronic communications policy.

How Can I Put DSE Guidance Into Practice in My Business?

If you're just starting out, or reviewing your processes, here's a simple checklist to get DSE compliance in order:

1. Identify all roles that involve daily/prolonged DSE use.
2. Carry out a DSE risk assessment for each user and remote worker.
3. Act on any risks found - supply good quality chairs, monitors, keyboards and accessories as needed.
4. Offer and record eye tests for all DSE users.
5. Train your team (and their managers) on DSE safety - make it part of onboarding and regular updates.
6. Maintain clear records of users, assessments, training and steps taken.
7. Review your DSE processes at least annually (or whenever work setups change).

It doesn’t have to be overwhelming - but leaving DSE compliance as an afterthought can make your business vulnerable to claims, injuries, and action from the regulator.

If you have employees or contractors, don’t forget: DSE law is just one element of your wider employment law and health and safety responsibilities. A full staff handbook and written contracts help set clear standards, reduce risk and make responding to regulatory queries much simpler.

Key Takeaways

• A DSE user is anyone who regularly uses display screen equipment as a core part of their job, either in the office or at home.
• Businesses have a legal duty to identify DSE users and carry out proper workstation risk assessments for each one, including for home-based staff.
• DSE law requires you to manage risks, provide training and information, offer eye tests, and maintain records of all steps taken.
• Ignoring DSE requirements can lead to employee claims, HSE enforcement action, and reputational damage - prevention is far easier (and cheaper) than cure.
• Make DSE guidance part of your onboarding, health and safety, and ongoing compliance review processes.
• If in doubt, get tailored legal advice and support to protect your business and employees from day one.

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If you’d like expert help understanding your DSE obligations - or support with workplace health and safety compliance, employee contracts or policies - our team is here to help you. Contact us at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat.