Child Employment and Entertainment Team

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

  • Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

  • Our Data Protection Officer is Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

  • The Child Employment and Entertainment team fulfil the Local Authority's statutory duties in relation to the processing and issuing of Child Performance Licences and Employment Work Permits. This includes the processing of professional and voluntary Chaperone Licences to support and safeguard children in entertainment.

Category of personal data being processed

  1. Personal data (information relating to a living, identifiable individual)
  2. Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

(c) Legal Obligation: the processing is necessary for you to comply with the law. You must reference the applicable legislation if you wish to rely on this basis for processing.

The Child Employment and Entertainment Team process personal data in order to fulfil Lancashire County Council's statutory duties by virtue of the following legislation:

  • Children and Young Persons Act 1933 s23-28
  • Children and Young Persons Act 1963 s37
  • Children (Performances and Activities) (England) Regulations 2014
  • Education Act 1996
  • Education Act 2002 and the Local Authority Byelaws

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK GDPR is:

(g) Processing is necessary for reasons of substantial public interest.

The Child Employment and Entertainment Team process special category personal data in order to fulfil Lancashire County Council's statutory duties by virtue of the following legislation:

The Data Protection Act (2018) Schedule 1 Part 2 (6) Statutory etc and government purposes.

  • Children and Young Persons Act 1933 s23-28
  • Children and Young Persons Act 1963 s37
  • Children (Performances and Activities) (England) Regulations 2014
  • Education Act 1996
  • Education Act 2002 and the Local Authority Byelaws

Recipients of the data

Lancashire County Council's Child Employment and Entertainment Team will process your personal data within the council with relevant teams where we have a lawful basis for doing so.

The team will also share your personal data with the following individuals and external organisations where there is a lawful basis for doing so:

  • licence applicants
  • applicant of the production
  • production agencies
  • schools
  • parents
  • employers
  • Other local authorities where a child is performing.
  • Granicus – provider of Lancashire County Council's secure e-form solution

Information we share

  • Chaperone information including name, address, expiry date and local authority to which they are registered.
  • Childrens performance licence information including name, date of birth, photo of the child, parents name and the school in which they attend.
  • Work permits including the child's name, address, date of birth and the school which they attend.
  • Inspection reports / findings.

Any transfers to another country

  • Yes – Chaperone applicants will complete an online application form, which is a Granicus hosted e-form. The GovService platform is hosted on the Amazon Web Services cloud at their Dublin data centre which is replicated to a Frankfurt datacentre as part of the Disaster Recovery Plan. Granicus host the e-form platform and are a data processor on behalf of Lancashire County Council

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period, they will follow established best practice.

File type Description Security Retention period
Email Emails held in Outlook that haven't been exported or moved elsewhere. Secure encrypted email applied. Retained in accordance with appropriate internal retention guidelines
Performance Licence-Theatre / Film / TV / modelling Application form
Supporting documents
Licence
Correspondence regarding safeguarding issues
Accidents & Incidents		 Held on secure password protected electronic storage Applicants date of birth plus 25 years
Body of Persons Approval's (BOPA's) Application form
Safeguarding policy
Approval certificate
Notification of performances
Approval to perform		 Held on secure password protected electronic storage Approval plus 6 years
Notification of 'Non-Licensed' Performances (Exemptions) Notification form Held on secure password protected electronic storage Date of notification plus 1 year
Performance Licence Notifications from other authorities Licence and correspondence Held on secure password protected electronic storage Date of notification plus 1 year
Chaperone Approvals Application form
Supporting documents
Licence Incident Logs
Safeguarding information
Allegations		 Held on secure password protected electronic storage Approval expiry date plus 22 years
Work Permits Application Form
Supporting Documents
Employment Certificate
Employer correspondence regarding safeguarding issues
Illegal Employment Correspondence		 Held on secure password protected electronic storage Applicants date of birth plus 25 years
Employment / Entertainment Inspections Inspection Report Inspection Correspondence Held on secure password protected electronic storage Date of inspection plus 6 years

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

  • to be informed via Privacy Notices such as this.
  • to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
  • of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
  • of rectification, we must correct inaccurate or incomplete data within one month.
  • to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
  • to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
  • to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
  • to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
  • in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific service then please contact the Child Employment and Entertainment Team on 01772 531799 or childlicensing@lancashire.gov.uk

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).