Children and Family Wellbeing Service

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.

Contact details of this Lancashire County Council service:

Note that for queries intended for this specific service, do not contact the Data Protection Officer (DPO) mailbox, instead please direct your query to the following point of contact:

Quality and Review Officer, CFW, Lancashire County Council, P.O. Box 78 County Hall, Preston PR1 8XJ
Email: cfwearlyhelp@lancashire.gov.uk

Reasons for processing your personal data

The Children and Family Wellbeing Service (CFW) is part of Lancashire County Council and provides a wide range of support to children, young people, and families. Our aim is to:

• Support vulnerable children, young people, and families

• Promote health and wellbeing and improve family life

• Enable learning, prepare for work, and improve community safety

• Develop healthier places and stronger communities

As part of this service, we also deliver the Holiday Activities and Food (HAF) Programme, which offers free holiday activities and healthy meals to eligible children and young people during school holidays. We process personal data to:

• Confirm eligibility for the HAF Programme and manage bookings

• Ensure the safety and wellbeing of children and young people during activities

• Provide appropriate support and tailored services at the right time

• Monitor and evaluate the effectiveness of our programmes and improve future services

Use of artificial intelligence (AI) technologies

We are increasingly utilising AI technologies to process your personal data. This is primarily utilised within Lancashire County Council using Microsoft Copilot Web and Microsoft Copilot 365. Please consult our Artificial Intelligence privacy notice for more details of how we use these specific platforms.

We do not use AI to make automated decisions. There is always a human intervention to review and approve any outputs from the AI tools. Decisions are not made solely by automated means.

Within the Children and Family Wellbeing Service, AI tools such as Microsoft Copilot Web and Microsoft 365 Copilot may be used to support administrative and casework activities, including drafting documents, summarising information, improving written communications, undertaking research, and assisting staff to locate relevant information more efficiently.

Personal data may be processed within these tools where necessary to support service delivery. AI outputs are always reviewed by appropriately trained staff and are used only to assist decision-making; they do not replace professional judgement or safeguarding responsibilities. We do not use AI technologies to make decisions about you without human involvement.

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR Article 6 is:

• Article 6(1)(a) – Consent:
  You have given clear consent for us to process your personal data for specific purposes, such as registering with the service or participating in activities and programmes.

• Article 6(1)(c) – Legal Obligation:
  Processing is necessary for us to comply with a legal obligation, for example duties under the Children Act 2004, Care Act 2014, and other relevant legislation.

• Article 6(1)(e) – Public Task:
  Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the council. This includes delivering early help services, safeguarding children and families, and supporting wellbeing under statutory frameworks.

Legal basis for processing special categories of personal data

When the Children and Family Wellbeing Service undertakes its activities, we may need to process special category data (such as health information, ethnicity, or details about disabilities). We rely on the following lawful bases under Article 9 of the UK General Data Protection Regulation (UK GDPR):

• Article 9(2)(a) – Explicit Consent:
  You have given explicit consent for us to process your special category data for specific purposes, such as registering with the service or accessing targeted support.

• Article 9(2)(g) – Substantial Public Interest:
  Processing is necessary for reasons of substantial public interest, including safeguarding children and individuals at risk, as permitted under Schedule 1 of the Data Protection Act 2018.

• Article 9(2)(h) – Health or Social Care:
  Processing is necessary for the provision of health or social care or treatment, or for the management of health or social care systems and services.

These bases allow us to deliver early help, wellbeing support, and safeguarding services in line with statutory duties.

Legal basis for processing criminal offence data

Our service will process criminal offence data where we have a legitimate requirement to do so. Where we process such data, we will rely on the following legal basis to do so:

We rely on the following provisions:

• Data Protection Act 2018, Schedule 1, Part 2, Paragraph 18 – Safeguarding of children and individuals at risk:
  Processing is necessary for the purposes of protecting children and individuals at risk, which is a substantial public interest condition.

This ensures that any criminal offence data we process is strictly for safeguarding and early help purposes and handled in accordance with legal requirements.

Information we process about you

When the Children and Family Wellbeing Service undertakes its activities, we may process the following categories of personal data:

• Personal identifiers:
  Name, date of birth, address, and contact details.

• Characteristics:
  Gender, ethnicity, disability status, employment status, pregnancy details, and some medical information.

• Education information:
  School or nursery attended, attendance details, exclusions, and special educational needs or disabilities (SEND).

• Family and household details:
  Information about dependent children, including their name, date of birth, gender, ethnicity, school or nursery, and any additional needs or medical conditions.

• Health and wellbeing information:
  Details relevant to providing support, including assessments of need, agreed actions, and any risks to professionals to safeguard the workforce.

• Historical involvement:
  Records of previous support or interventions from CFW or partner agencies.

• Agency involvement:
  Details of other agencies working with your family and professional contacts.

This information helps us deliver early help, wellbeing support, safeguarding, and targeted programmes such as the Holiday Activities and Food (HAF) Programme.

Recipients of the personal data that we process about you

When the Children and Family Wellbeing Service undertakes its activities, we may share your personal data with trusted partners and organisations where necessary to provide support, safeguard children and families, and deliver statutory services. These may include:

• Education establishments:
  Nurseries, childcare providers, schools, and colleges your child attends or is due to attend.

• Health services:
  Health visitors, school nursing teams, Child and Adolescent Mental Health Services (CAMHS), and NHS Trusts involved in your care.

• Emergency services:
  Lancashire Constabulary and Lancashire Fire and Rescue Service for safeguarding and safety purposes.

• Government departments:
  Such as the Department for Education, Department for Work and Pensions, and Ministry of Housing, Communities and Local Government for statutory reporting and programme delivery.

• Local authorities and housing providers:
  Including neighbouring councils and housing associations where support or accommodation is required.

• Voluntary, community, and faith sector organisations:
  For example, Barnardo’s, Child Action Northwest, Victim Support, Homestart, and other approved partners delivering family support services.

We only share information where it is lawful and necessary to provide services, safeguard individuals, or meet statutory obligations.

Any transfers to another country

• No

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.

Your rights

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

• 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.

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 Joanne Winston. You can contact her at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Further information

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).