Facilities Management – Employee Car Park Registration

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

When Lancashire County Council employees register for a car parking space, we need to process the applicant's personal data in order to complete the request. This facilitates the provision of staff car parking in accordance with the relevant parking policies and procedures.

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:

(f) Legitimate Interests: pursued by the controller or by a third party.

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 is relying on Article 9 (2) (g) Substantial Public Interest for the processing of special category personal data by virtue of the Data Protection Act 2018 Schedule 1 Section 10 Part 2 Substantial Public Interest Condition (8) Equality of opportunity or treatment.

Recipients of the data

The following services within Lancashire County Council:

  • Facilities Management
  • Human Resources
  • Health Safety & Environment
  • Equality and Cohesion

Your personal data will not be shared outside of Lancashire County Council without your permission or unless there is a lawful basis for doing so.

Information we share

Application form:

  • Full name
  • Email address
  • Work address
  • Work contact telephone number
  • Payroll number
  • Work I/D badge number
  • Blue badge serial number (if applicable)
  • AD log on name
  • Vehicle details (vehicle registration number)

Reasonable Adjustment request form:

  • Name
  • Work location
  • Contact details
  • Relevant medical condition

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.

File type Description  Security Retention period
email Emails held in Outlook that haven't been exported or moved elsewhere. Encrypted used when emailing personal data to partners. Retained in accordance with appropriate internal retention guidelines
Personal data collected as part of the car parking registration process Database of registered staff Stored on LCC secure FM drive with restricted access Registrations are renewed on an annual basis. Those not renewed are retained 1 year from the date of registration then deleted.

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 

Or 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 activity then please contact Askfm@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).