Lancashire Volunteer Partnership

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

The Lancashire Volunteer Partnership (LVP) is comprised of a number of bodies who act as Joint "Data" Controllers. These are:

Lancashire County Council, Blackburn with Darwen Council, Blackpool Council, Lancashire Constabulary, Blackpool Teaching Hospital and East Lancashire Hospital Trust. This list is subject to change as new organisations join the partnership.

Lancashire County Council act as the lead Controller and may be contacted at the following address:

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

Lancashire Volunteer partnership matches volunteers with the most appropriate placement opportunities according to their skills, abilities and experiences. Volunteers are recruited from local communities and matched with the most appropriate volunteer opportunities according to their skills, abilities and experiences. All volunteers apply for placements online through a system called “Better Impact”.

All administrators for the "Better Together" system will be Disclosure and Barring Service (DBS) checked or be level 3 police vetted. Your information will only be accessible by staff involved with the Lancashire Volunteer Partnership and on some occasions ICT support staff.

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:

Article6(1) Processing shall be lawful only if and to the extent that at least one of the following applies:

(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes

There may be occasions where individuals are asked for their consent for the processing of their personal data.

This may be in circumstances where they are invited to sign up to receiving newsletters from partner organisations, or are asked for photography consent from stakeholder organisations.

Where LCC and other organisations are providing a service to individuals, whilst their 'consent' may be sought to engage with LVP and to become a volunteer, this may be distinct from the lawful basis used to process their personal data.

(c) processing is necessary for compliance with a legal obligation to which the controller is subject (the law says we must do it)

LVP may process personal data relating to individuals as part of the volunteer recruiting process in order to comply with its Health and Safety at Work Act 1974 obligations.

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Where an individual volunteers to become a volunteer within Lancashire via the LVP platform, they understand that LCC and wider partner organisations have a requirement to process their personal data for the purposes of managing their volunteer profile, facilitating volunteer opportunities and making certain personal data visible to partners who may wish to recruit the individual as a volunteer.

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 for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject;

The LVP partner organisations may process special category personal data relating to individuals as part of the volunteer recruiting process in order to comply with it's Health and Safety at Work Act 1974 obligations.

(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;

LVP relies on GDPR Article 9 (2) (g) substantial public interest by virtue of the following legislation:

Data Protection Act 2018 Schedule 1 Part 2:

Recipients of the data

The Lancashire Volunteer partnership comprises:

Lancashire County Council
Blackburn with Darwen Council
Blackpool Council
Lancashire Constabulary
Blackpool Teaching Hospital

Your personal data is processed on an online platform hosted by Better Impact.

Information we hold

Volunteers will provide their information through a system called "Better Impact" once the information has been submitted each partner organisation receives an email notification stating that a volunteer has registered, only the name and contact details of the volunteer will be shared at this point.

When the partner organisation logs into the "Better Impact" system they will be able to view the categories of information listed below. This information is needed so that the most appropriate volunteer opportunity can be offered by the Lancashire Volunteer Partnership organisations.

Name, address date of birth
Gender, ethnicity, language skills
Previous employment, training or volunteers
Availability
Qualifications, training and Awards
Health and safety information, risk assessments, health issues
Emergency contact details
Parent consent details*
Appropriate checks
References
Police vetting*
DBS*
Record of Official documentation signed*
Conditions of acceptance
Health and safety information
Record of volunteering hours
Associated clients

*these details are only recorded if they are appropriate to the opportunity applied for.

Any transfers to another country

Your data will be processed in Toronto, Ontario, Canada via the Better Impact platform.

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.

Retention periods

Lancashire Volunteer Partnership 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.	1 year from the date received and then automatically deleted.
Volunteer details	Your details that are stored on Better Impact in relation to your role as a volunteer	System security in place by Better Impact	6 years after the file is closed

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 lvp@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).