Democratic and Member Services

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 8X

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

To comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, this privacy notice applies to Lancashire County Council's Democratic and Member Services activity. Democratic and Member Services supports the Monitoring Officer across a broad range of activity - principally providing support for the Council's decision-making arrangements, meeting the Council's statutory responsibilities in respect of decision making, enabling elected members to carry out their democratic role and support to the Returning Officer in relation to County elections.

Activity includes –

Democratic Decision-Making including provision of Council Meetings and associated constitutional and legal administration
Commissioning of District and Borough Electoral Services to provide the administration of elections for Lancashire County Council
To support the process for electing and the administration support of Lancashire County Councillors, including co-opted members and independent chairs
To support the Lord Lieutenant of Lancashire and Chairman of the Council and associated schedule of civic events
To support the Local Pension Board
To support any joint Health Scrutiny Committees
To receive, and process petitions made to the Council
Company services
Champion Member and Parish Champion Member local grants
Wording – Lancashire Leaders

As detailed above, Democratic and Member Services provides support to a range of activities and in doing so we collect and process data using a Committee Management system called Modern.Gov. Any report, going to a county council committee meeting for a decision is submitted via this system. Therefore, the report author's name, contact number, and email address will be stored in the system and on the report. In addition, any external user/organisation who is required to send a report to a county council meeting would need to be registered on the system. The information required would only be their name, contact number, and email address.

Modern.gov also allows members of the public to self-register to the system, so they can receive email notifications about decisions being taken by the county council, as well as information relating to a council meeting such as when an agenda or minutes for a particular meeting has been published. Self-registered users are also able to access the council's petitions which allows members of the public to post e-petitions on our website.

When registering to the site, we only require basic information such as your name, email and address to allow us to send you the information that you have subscribed to view.

Staff who are authorised to have access to the systems to view the data have been trained in using those systems and access the data via a username and password. All staff receive training on data protection and information security and information is stored within secure IT systems.

Category of personal data being processed

Personal data (information relating to a living, identifiable individual)

Legal basis for processing personal data

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

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(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.

(e) Public Task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. You must reference the applicable task/function and its' basis in law if you wish to rely on this basis for processing.

Lancashire County Council can justify processing your personal data using Article 6 (1) (c) Legal Obligation and Article 6 (1) (e) for the purposes set out within this Privacy Notice by virtue of the following legislation:

Local Government Act 1972 Schedule 12A, Part 1
Representation of the People Act 1983
Local Government (Access to information) Act 1985
Local Government Act 2000
Localism Act 2011
Local Authorities (Referendums) (Petitions) (England) Regulations 2011 s.12
Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
Openness of Local Government Bodies Regulations 2014
Public Records Act 1958 and 1967

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.

Lancashire County Council relies on UK GDPR Article 9 (2) (g) Substantial Public Interest by virtue of the following legislation:

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

Recipients of the data

Lancashire County Council
Civica (modern.gov)

Information we share

At County elections we receive and process information from District and Borough Councils in regard to the elected members;

Name
Address
Contact telephone numbers
Email address

We will then collect and process the following information:

Name
Title
Date of Birth
Partners name
Address
Contact telephone numbers
Email address
Car make, model and registration
Details of disabilities where appropriate for car parking arrangements
Bank and account details
National insurance number

For registration of interest declaration

Employment, office, trade or profession or vocation, sponsorship, contacts, licences or corporate tenancies with LCC, any beneficial interests in bodies with a place of business or land in LCC area;
A declaration of interest of spouse, civil partner or someone with whom the member is living with as such

We may also process the following special category information:

Visual images, e,g. photographs and video council meetings
Trade union membership
Political affiliation
Ethnicity
Gender
Dietary requirements

Any transfers to another country

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
Agenda(s)	Names, Telephone Number and email address(s) of the report author and/or any information in the agenda relating to an individual.	Public information unless restricted by virtue of any paragraph of Part 1 of Schedule 12A to the Local Government Act 1972.	Indefinitely
Minute(s)	Names, Telephone Number and email address(s) of the report author and/or any information in the agenda relating to an individual.	Public information unless restricted by virtue of any paragraph of Part 1 of Schedule 12A to the Local Government Act 1972.	Indefinitely
Report(s)	Names, Telephone Number and email address(s) of the report author and/or any information in the agenda relating to an individual.	Public information unless restricted by virtue of any paragraph of Part 1 of Schedule 12A to the Local Government Act 1972.	Indefinitely
User interactions with the councils system.	Users can self-register to the system to receive email notifications relating to the decisions taken by Lancashire County Council, as well as signing e-petitions.	Password protected systems	1 year from date of last login.
Champion Member / Parish Champion Member local Grants	Names, address, telephone and contact details Constitution documents relating to the organisation Bank details and breakdown of expenditure	Records for the Local Member Grants Scheme and Champions Grants Scheme are held by Democratic Services in restricted access folders on the LCC server and in Microsoft Teams, and correspondence relating to both grants scheme is managed through the LPTLocalMemberGrants@lancashire.gov.uk team mailbox which is also restricted access. Records relating to successful grant applications are retained for six years. All councillor/officer decisions relating to the Local Member Grants Scheme and Champions Grants Scheme are published on the council's websitecouncil's website. Therefore a record is kept indefinitely of an organisation's name and the amount of money they are awarded / not awarded under the relevant scheme.	Six years if approved. If the grant is not approved, the information we have submitted will be destroyed but a record of our organisation's name, amount requested, and what we wanted the grant for will be retained for 12 months

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 democratic.services@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).