Privacy Notice

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 Education Improvement – Equality and Diversity Team process the data of children and young people and their families to enable us to provide support for these children and young people across Lancashire, with the goal that children and young people achieve their full potential.

We sometimes share the information we collect with other teams in Lancashire County Council, particularly those involved in education or with schools.

 

We support children and young people and families in a number of ways:

• English as additional language advice and support
• Gypsy Roma Traveller education advice and support
• Pupil mentoring for children and young people at risk of exclusion or those who have been excluded
• Support accessing mainstream education including schools, colleges and early years
• Wider support in accessing education (eg appeals, attendance, SEND)

 

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:

(e) Public Task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law. We will cite the applicable task/function and its' basis in law if we wish to rely on this basis for processing.

Where the Equality and Diversity Team relies on the lawful basis of (e) Public Task to process your personal data, it does so by virtue of the following legislation:

Education Act 1996 (section 13 and section 14)

 

Legal basis for processing special categories of personal data

The legal basis for processing special categories of personal data relating to you, in accordance with the UK GDPR is:

(g) Processing is necessary for reasons of substantial public interest.

Where the Equality and Diversity Team relies on the lawful basis of (g) Substantial Public Interest to process your personal data, it does so by virtue of the following legislation:

Data Protection Act 2018 Schedule 1 Part 2 (8) - Equality of opportunity or treatment

Data Protection Act 2018 Schedule 1 Part 2 (16) - Support for individuals with a particular disability or medical condition

 

Recipients of the data

 Lancashire schools

• Other Lancashire County Council teams (eg Pupil Access, Children Missing Education, Children family Wellbeing)

 

Information we share

Date of admission to school (option to say not in School)

• School Number (option to say not in school)
• School Name
• School Contact named person
• School email contact
• School address
• Pupil name
• UPN
• Date of Birth
• Sex
• Year Group
• Home Address
• Parent Name
• Parent contact details (telephone and email)
• First language
• ANY other languages used
• Country of Origin (if not UK)

 

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
Children and young people referrals to Equality and Diversity team	Children and young people's details referred through an e-form	Stored in an application accessible to designated users in the team.  User roles varied	Retained in accordance with appropriate internal retention guidelines. (6 years past referral for audit purposes or 6 years' past 18 years old for those requiring repeat support)
Email	Emails held in Outlook that have not been exported or saved anywhere	Stored in Outlook accessed on work devices with multi-factor authentication	Retained in accordance with appropriate internal retention guidelines. (6 years past referral for audit purposes or 6 years' past 18 years old for those requiring repeat support)

 

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.

 

Further information

If you would like more information about this specific service then please contact equalityanddiversity@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).