Estates Service

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

We use your personal information primarily to manage Lancashire County Council’s property estate including:

  • Dealing with enquiries regarding Lancashire County Council’s land (or land that was once owned or used by Lancashire County Council or believed to be so)
  • Managing Lancashire County Council’s occupation and use of third party property
  • Managing third party use and occupation of Lancashire County Council property
  • Ensuring the safety of individuals when on or near Lancashire County Council property
  • Ensuring the security of Lancashire County Council property
  • Effecting suitable insurance cover and risk management
  • Provide notifications and communications in regards to a proposed road development - some elements of this will be undertaken by contractors.
  • Support the work of creating and improving roads/bridges including compulsory purchase orders and compensation matters.
  • Acquisitions and Disposals of sites
  • Management of the LCDL Business Parks

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

Category of personal data being processed

  1. 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.

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(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.

We have legal grounds to process this information because it is necessary to comply with a legal duty or fulfil a public task. This includes under the:

  • Landlord and Tenant Acts 1927, 1954, 1988
  • Landlord and Tenant (Covenant) Act 1995
  • Agricultural Holdings Act 1986
  • Localism Act 2011
  • Local Audit and Accountability Act 2014
  • Highways Act 1980
  • Land Compensation Act (1973)

We also process personal information where it is necessary for the performance of a contract (eg lease, licence, sale, service and maintenance contract).

Recipients of the data

We may share your personal information with other organisations and public bodies, in particular:

  • Agents/legal representatives acting on your behalf
  • Contractors and partner organisations involved in our Schemes
  • Statutory bodies (Environment Agency, Police, parish councils, Trading Standards, etc.)
  • Members of the public
  • Other local authorities
  • Lancashire County Council county councillors
  • Banks or other financial institute that may hold Mortgage rights

We share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

We will also share your information, subject to contractual and other legal safeguards, with organisations contracted by Lancashire County Council to provide a service to the council or directly to you. These service providers are known as data processors and have a legal obligation under UK GDPR and to Lancashire County Council to look after your personal information and only use it for providing that service.

These organisations include:

  • Contractors undertaking work on LCC's behalf.
  • Partners jointly working on a scheme (such as District Councils etc)

Finally, we may also share your information across different departments of the Lancashire County Council, where it is necessary for our public tasks or functions to do so.

Information we share

The information we may collect and use may include your:

  • Personal details
  • Contact details
  • National Insurance number
  • Preferred contact method
  • Financial information
  • Details of payments made by you to Lancashire County Council and Lancashire County Council to you
  • Contractual information
  • Documentary data: passport, drivers' licence and birth certificate
  • Open data and public records: electoral register and information about individuals that is openly available on the internet.
  • CCTV Footage (including ANPR footage)
  • Land Registry information/property information

Any transfers to another country

None

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.

The Estates Service may retain your details including correspondents and contractual information for a period of 10 years, following the completion of the scheme/contract. In some cases, the information will be retained as a permanent record.

Stored in LCC files and encrypted when emailing personal data to contractors/partners.

File type Description Security Retention period

e.g. email

e.g. emails held in Outlook that haven't been exported or moved elsewhere.

e.g. encrypted used when emailing personal data to partners.

e.g. Retained in accordance with appropriate internal retention guidelines

Electronic files

Information required for undertaking the role. (emails, correspondents, contracts, contact details etc). Information/documents requested for a specific task

LCC Network,

Files are retained while sites are active and for a period of 10 years following scheme or contract completion/ council interest ended.

Hard files

Historic files on sites, containing contractual information, and correspondents

Stored and retrieved from Record Management / Deed Room

Files retained while site active and for a period of 10 years following scheme or contract completion / council interest ended.

Where Information has historical/significant importance it may be held for permanent record

Lancashire Archives preserve the historical records of Lancashire including corporate records of LCC that may record an important event or activity.

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 estates.admin@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).