Business Intelligence

In order to comply with articles 13 and 14 of the General Data Protection Regulation (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

Lancashire County Council Business Intelligence Service may analyse your personal information to improve services and for the following purposes:

  • undertake statutory functions efficiently and effectively
  • understand your needs so that we can plan services to meet them
  • help us to build up a picture of how we are performing at delivering services to you and what services the people of the county need
  • analyse costs and spend of services provided so that we can ensure better and efficient use of public funds
  • evaluate and monitor the health of the county's population to enable us to better protect and improve public health

Pseudonymisation and anonymisation

Lancashire County Council is committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position. Pseudonymisation is a procedure by which the most identifying fields within a data record are replaced by one or more artificial identifiers, or pseudonyms. There can be a single pseudonym for a collection of replaced fields or a pseudonym per replaced field. Anonymisation is the process of removing identifying particulars or details for statistical or other purposes.

Research and Intelligence Team

The Business Intelligence Research and Intelligence Team in Lancashire County Council carries out consultations on behalf of the county council to help inform service delivery. We use the information provided by you in surveys and other feedback to gather your views on council strategy, policy and services, which then help us to plan our services and shape our policies. These surveys are optional. Any personal data supplied will only be used for the purposes outlined in the relevant consultation or survey.

We may, on occasion, collect and process the following types of personal data when carrying out consultations

  • views on topic of the consultation
  • personal information such as address including postcode, email or telephone number
  • statutory information under the Equalities Act 2010, such as sex, age, ethnicity, religion or belief, and disability, to ensure we are supporting or providing services fairly to all groups of people

We also sometimes collect sexual orientation, gender identity, if the respondent is a carer, if the respondent is expecting a child, children and young people in household, disabled young people in household, specific type of disability, job title, and the name of the organisation worked for.

You do not need to submit any equalities information if you do not want to. The county council is committed to the principle that all our customers have the right to equality and fairness in the way they are treated and in the services that they receive. Any information you do give will be used to see if there are any differences in views for different groups of people, and to check if services are being delivered in a fair and reasonable way.

We may collect your personal information through:

  • electronically through an online questionnaire form
  • paper questionnaire form
  • electronically if you contact us from an email address
  • face-to-face interview with an interviewer using a paper or electronic questionnaire
  • letter response that you send us

Our electronic survey data is hosted by Snap Surveys on behalf of Lancashire County Council. The data is stored securely as specified in the Snap Surveys privacy policy. All information you provide is treated in confidence and in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR).

No personal information which can identify you, such as your name or address, will be used in producing reports. We will follow our Data Protection policies to keep your information secure and confidential. Your equality data will be anonymised before it is sent to other teams.

We may use your postcode to carry out a type of profiling to estimate which one of a number of lifestyle groups you are most likely to fall into. We do this using geodemographic segmentation tools. We do not make any decisions about individual service users based solely on automated processing, including profiling.

The Data and Performance Team

Performance Management

Our performance management framework includes three elements: a system of establishing meaningful performance indicators with clear goals and targets, performance monitoring , including a range of performance indicators developed to monitor service standards; monitoring progress against these targets; and performance management, reporting results periodically through performance reports and meetings of those accountable for performance where the actions required are set and reviewed.

Adults, Community Services and Children's Reporting

We provide key decision makers with the information needed to make decisions by identifying key issues and trends in their data. We deliver statutory reporting to central government and local performance indicators. The service develops and disseminates operational reports to adults, community services and children's services managers. Service managers use our information to deploy limited workforce resources effectively.

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 Article 6 (1) of GDPR is:

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(c) Legal Obligation: the processing is necessary for you to comply with the law. You must reference the applicable legislation if you wish to rely on this basis for processing.

(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.

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

Personal data is processed by the Business Intelligence Service virtue of a wide range of legislation that informs the functions of Lancashire County Council as a local authority.

Please contact the Business Intelligence Service if you have specific queries regarding the lawful basis being relied on.

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with Article 9 (2) of GDPR is:

(a) The data subject has given explicit consent to the processing of this personal data.

(g) Processing is necessary for reasons of substantial public interest – under paragraph 6 of Schedule 1 of the DPA 2018: Statutory and government purposes.

(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.

(i) Processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices.

Personal data is processed by the Business Intelligence Service virtue of a wide range of legislation that informs the functions of Lancashire County Council as a local authority.

Please contact the Business Intelligence Service if you have specific queries regarding the lawful basis being relied on.

Recipients of the data

  • Lancashire County Council
  • Lancashire Fire and Rescue Service
  • OFSTED
  • Snap Surveys
  • NHS Digital
  • Our service also shares aggregated, anonymised data with a range of partners to support Lancashire County Council's services and activities. When we do so we carry out checks to ensure that no personally identifiable data is used for this purpose.

Information we share

  • Views, opinions and preferences
  • Email address
  • Post code
  • Age
  • Sex
  • Gender identity
  • Disability
  • Ethnicity
  • Religion or belief
  • Expecting a child
  • Child or young person in the household
  • Disabled child or young person in the household
  • Caring responsibility
  • Job title
  • Organisation name
  • Unique Pupil Number
  • Name
  • NHS Number
  • GP practice data
  • Date of Birth
  • Data of Death
  • Primary Support Reason
  • Accommodation status
  • Employment status
  • If the person has a carer
  • Certain health conditions
  • Certain disability register info
  • Info on services the person receives from LCC
  • Sexual Orientation

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
e.g. email e.g. emails held in Outlook that haven't been exported or moved elsewhere. e.g. encrypted used when emailing personal data to partners. Retained in accordance with appropriate internal retention guidelines
Spreadsheet Spreadsheets containing data extracted from core systems for the purpose of Statutory returns Stored on secure network 3 years from date of submission

Your rights

You have certain rights under the General Data Protection Regulation (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 zzbusinessintelligencefoi@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).