Historic Environment Record

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 Historic Environment Record contains details on local archaeological sites and finds, historic buildings and historic landscapes. This is a primary source of information for planning, development-control work, and land management. It also fulfils an educational role.

Information on new sites and finds and additional details about existing sites is provided by professional archaeologists, museums, local researchers and the general public. With your consent we record and store some information from contributors to help maintain accurate primary source records. This data is only recorded when it is appropriate and with your knowledge.

Category of personal data being processed

  1. Personal data (information relating to a living, identifiable individual)

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 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.

Lancashire County Council relies on UK GDPR Article 6 (1) (e) by virtue of the following legislation and national guidelines:

Legal basis for processing special categories of personal data

This service does not process special category personal data as part of the duties that it carries out.

Recipients of the data

The information may be viewed internally by members of staff authorised to have access to the Lancashire Historic Environment Record. These staff have been trained in using this system and access the records via an individual user name and password.

The information shared externally is limited to the names of the data contributors. The Lancashire Historic Environment Record is a publicly accessible archive and contributors confirm they are satisfied for their name to be credited publicly as the source for that data. This is required to ensure appropriate referencing of the primary source of the data.

Recipients comprise of the following:

  • Exegesis Spatial Data Management Ltd who host the Lancashire Historic Environment Record

Information we share

The Lancashire Historic Record collects the following information in order to maintain accurate primary source records.

  • Name
  • Email address
  • Home address
  • Phone number

The only personal information shared with other third party organisations are the names of data source contributors.

Any transfers to another country

  • No – The service does not process personal data outside of the United Kingdom.

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
Email Emails held in Outlook that haven't been exported or moved elsewhere. e.g. encrypted used when emailing personal data to partners. e.g. 1 year from the date received and then automatically deleted.
Database records Archive primary source records containing names of data contributors held on server hosted by Exegesis Spatial Data Management Ltd Password protected systems Permanent

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 the Historic Environment Record then please visit https://www.lancashire.gov.uk/council/planning/historic-environment-record/ where you can find a range of information. If you can't find what you are looking for then please contact archaeology@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).