Lancashire Archives
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 Archives collect and preserve the county’s unique and irreplaceable archives, making them available for personal, family or community history and heritage. Our archive collection contains over 1.5 million documents dating from the 12th century to the present day and includes archives of local government and churches, family papers, school records, maps and plans, and the records of businesses and societies as well as being the corporate memory of Lancashire County Council. The service also offers a bespoke box-making facility designed to provide secure and space-saving packaging for archive and heritage material.
Whenever we use information, we always limit this to only the details that are needed and we ensure that it is used safely and securely. All staff receive training on data protection and information security and information is stored within secure IT systems.
Staff who are authorised to have access to systems or other records have been trained in using those systems and access those records via an individual user name and password.
You are able to sign up to receive email communications about archives and related council services
We use your personal information to provide an archives service.
We record and store this information to help us to:
- Provide access to the archive collections.
- Register you as a member of the Archives Card scheme. This is run by the Archives and Records Association and is a nationally recognised system of reader's tickets for archive services.
- Respond to your enquiries.
- Gather feedback about our service.
- Allow us to contact you about events, activities, exhibitions and service updates, for example changes to opening times or other changes you might need to know about to improve or enable your visit. To subscribe please sign up. Subscribing for email communications is optional and you can opt-out at any time by completing the unsubscribe form.
- Deliver copies of archives.
- Manage our collections for example depositor and gifting arrangements.
Category of personal data being processed
- Personal data (information relating to a living, identifiable individual)
- 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:
(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
(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.
The legislation that informs the public task in this instance is as follows,
- Public Records Act 1958
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:
(a) The data subject has given explicit consent to the processing of this personal data.
(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
Recipients of the data
Information of Archives Card membership is shared as part of the terms of the Archives Card scheme with the Archives and Records Association and other archive services that are part of the scheme.
There are certain circumstances where we are required to share your personal information by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals and only the minimum information for the purpose will be shared.
Data about archive service users may also be used for business planning and research purposes by Lancashire Archives and the County Council Business Intelligence team, to understand demand and to improve our services. This will always be done in a way that does not identify individuals unless that is strictly necessary.
- Eventbrite
- Lancashire County Council Business Intelligence
- Lorensbergs
- MailChimp
- Police
Information we share
- Name
- Address
- Phone numbers
- Email address
- School/college details
- Financial transactions
- Event bookings
- PC use history
- Personal device type
We do not view or retain any credit or debit card information you may share with a third-party Payment Provider.
Our aim is only to hold information to help us give you the right service at the right time. This data is only recorded when it is appropriate and with your knowledge.
Any transfers to another country
Yes - We will always process as little personal data as is necessary to meet the purpose of the processing activity. We will inform you where your personal and sensitive data will be stored and of the additional safeguards that we have taken to ensure compliance with UK GDPR and data protection legislation which applies within the country where your personal and sensitive information is held, should this be outside of the UK.
Updating your details
- You can amend details by contacting the archive service
- You can opt-out of our e-marketing at any time by completing the unsubscribe form.
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 |
|---|---|---|---|
| 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 | |
| Archives Card membership | Registration for a national network card to access archives | Password protected systems | Unverified applications deleted after 3 months. User data retained for 10 years after leaving the scheme. Retention periods managed by ARA as Data Controllers. |
| Financial transaction details | This includes details of payments for prints released using the Netloan print release system. | Password protected systems | Retained for 7 years from conclusion of financial transaction |
| Computer usage information | Information regarding computer and printer usage is retained on the Netloan system | Password protected systems | Retained for 5 years from date of activity |
| User interactions with the archives service | Users contact the archives service through various means including feedback, queries, compliments, complaints, booking for events and facilities. | Password protected systems | Retained in line with legal requirements and established best practice. Please contact Archives Service for details of specific retention periods. |
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 service then please contact the Archives record.office@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).