Adult Disability Short Breaks 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 or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

The Short Breaks Service is provided by Lancashire County Council Adult Disability Service. There are eight short break services across Lancashire, providing 24 hour support 7 days per week throughout the year.

Short Break Services support people with disabilities in a home environment to enable unpaid family carers to take a break from their caring role. The accommodation is modern, fully equipped and has been specifically designed for safe and easy use

The service is registered with and inspected by the Care Quality Commission. The Service currently supports approximately 400 people across all districts of Lancashire.

Support is delivered by a team of staff, including a Registered Manager, Team Managers and Community Support Workers. The level of support provided is determined according to assessed needs and includes areas such as

  • Tasks associated with daily living i.e. personal care
  • Promoting independence and wellbeing
  • Supporting good health
  • Participating in the community.

Information is collected and processed to

Ensure people are safe and well:

  • We need to ensure that we provide the right supports which are tailored to meet a person's individual needs
  • Make sure people are protected from harm.

Report on and improve the way we work:

  • We need to monitor and evaluate what we do – this helps us plan better services for the future and compare ourselves with other similar services.
  • To demonstrate compliance to external bodies (CQC)

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:

(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.

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.

(h) Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.

Supporting legislation

Care Act 2014 - Part 1, Assessing needs, section 9 Assessment of an adult's needs for care and support states that if it appears that an adult may have needs for care and support so the authority must assess.

Care Act 2014 - Part 1, Assessing needs, section 10 Assessment of a carer’s needs for support states a carer may have needs for support and the authority must access this.

Local Government Act 2000 - Section 2 gives the local authority the power to do anything they consider likely to achieve the promotion or improvement of the social wellbeing of their area.

Health and Social Care (Safety and Quality) Act 2015 – Chapter 28

Recipients of the data

  • Independent Sector Care and Support Providers
  • Health professionals
  • Care Quality Commission

Information we share

The Short Breaks Service collects and holds information about the people who are supported by the service. Our aim is only to hold information to help us give people the right support at the right time. However we are also required by law to hold some information about people we support.

This includes

People supported information

  • Name
  • Date of Birth/Age
  • Contact Number/s
  • Email Address/s
  • Address
  • Ethnicity and Religion
  • Next of kin contact details where relevant
  • Other agency involvement
  • Care records including support plans and daily diary sheets
  • Health and safety information, risk assessments and accident/incident forms
  • Health conditions and medications including professionals involved and appointment details
  • Records of financial transactions where a person requires staff support to manage money.

Next of kin information

  • Name
  • Date of Birth/Age
  • Contact Number/s
  • Email Address/s
  • Address

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 Retention Period
Email Emails held in Outlook that haven't been exported or moved elsewhere. 1 year from the date received and then automatically deleted.
Client Records

Support Plans and reviews, medication and health records

Health and Safety information such as Incident Forms and Risk Assessments

Records of financial transactions where support in this area is part of a person's support plan.

Copies of correspondence which may be shared with the service to inform their support or in the event of a long term placement where the person becomes resident.

Destroy 3 years after death of service user or after case has been 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


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 the Adult Disability Short Break Service then please contact

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:

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).