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Lancashire Outdoor Education Service

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 Outdoor Education Service (LOE) is part of Lancashire County Council and for the last seventy years has offered high quality outdoor education services and learning.  We are a major provider of high quality outdoor learning opportunities with three Outdoor Education Centres, each set in a beautiful and unique location within Lancashire and The Lake District.

Each of our three centres offers a unique and individual experience, catering for pupils in the early years, primary, secondary and special schools, as well as youth and uniformed groups, families and adults from across the country.  We offer a broad range of programmes - both adventurous and educational and our approach is broad and inclusive, aiming to inspire a lifelong love of the outdoors.

We offer outstanding activities which lead to memorable learning - at whatever age!

We deliver holistic learning experiences in an outdoor environment, in keeping with the new National Curriculum and the commitment to outdoor learning.  LOE can deliver a broad and balanced programme which acknowledges that personal development is essential to wellbeing and achievement.  We offer children, young people and adults the chance to experience learning in the outdoors through walking, hill-climbing, canoeing, climbing, mountaineering, caving and sailing. 

Our underlying aim is to develop successful, confident and responsible learners of all ages. We achieve our aim in the outdoors with a consideration for not only what is being learned but where and how.

Category of personal data being processed

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

Lancashire Outdoor Education Service collects the following information in order to manage and facilitate the service:

  • Visitor name
  • Visitor address
  • Visitor date of birth
  • Visitor gender
  • Parent/carer contact number (if a child is visiting a centre)
  • Group leader email address
  • Looked after status (if a child is visiting a centre)
  • Visitor dietary requirements
  • Name of School (if a child is visiting a centre)
  • Year group (if a child is visiting a centre)
  • Bedroom lists (if a visit is residential)
  • Group registers
  • Activity group lists
  • Daily log

b) 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)

Lancashire Outdoor Education Service collects the following special category information in order to manage and facilitate the service:

  • Health issues or concerns
  • Visitor special educational needs/disability information

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with Article 6 GDPR will be at least one of the following:

Art. 6 (1) (a) GDPR

The individual has given clear consent for you to process their personal data for a specific purpose.

Art. 6 (1) (c) GDPR

Processing is necessary for a task that the Service has a legal obligation to carry out in the exercise of official duty vested in the controller by virtue of the Activity Centers (Young Persons' Safety) Act (1995) and the Adventurous Activities Licensing Authority Regulations (2004).

Art. 6 (1) (d) GDPR

Processing is necessary in order to protect the vital interests of the data subject or another natural person.

Art. 6 (1) (e) GDPR

Processing is necessary for a task carried out in the public interest or in the exercise of official duty vested in the controller by virtue of the Activity Centers (Young Persons' Safety) Act (1995) and the Adventurous Activities Licensing Authority Regulations (2004). 

Legal basis for processing special categories of personal data

The legal basis for processing any special category personal data, in accordance with Article 9 GDPR will be at least one of the following:

  • Art. 9 (2) (a) the data subject has given explicit consent to the processing of this personal data.
  • Art. 9 (2) (c ) the Service has a legal obligation to process data in the exercise of its  official duties vested in the controller by virtue of the Adventurous Activities Licensing Authority Regulations (2004).
  • Art. 9 (2) (d) processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.
  • Art. 9 (2) (g) processing is necessary for reasons of substantial public interest

Recipients of the data 

The information you provide to Lancashire Outdoor Education Service may be internally with our Outdoor Tutors, Freelance Tutors, Business Support Officers and site staff in order to arrange your visit to one of our Centres.

We collectively gather visitor numbers for statistical purposes in order to review and develop our Service Business Plan.

Lancashire Outdoor Education Service does not share personal information with any other third party organisations.

Information we share

The following categories of information will be shared with the Outdoor Tutors, Freelance Tutors, Business Support Officers and Site Staff at our Centres in order to arrange your visit to us.

  • Visitor name
  • Visitor address
  • Visitor date of birth
  • Visitor gender
  • Parent/carer contact number (if a child is visiting a centre)
  • Group Leader email address
  • Looked after status (if a child is visiting a centre)
  • Health Issues or concerns
  • Visitor special educational needs/disability information
  • Visitor dietary requirements
  • Name of school (if a child is visiting a centre)
  • Year group (if a child is visiting a centre)
  • Bedroom lists (if a visit is residential)
  • Group registers
  • Activity group lists
  • Daily log

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
Email Emails held in Outlook that haven't been exported or moved elsewhere Encrypted email used when emailing personal data to partners. 1 year from the date received and then automatically deleted.
LOE Booking Forms Completed booking forms Saved to a centre specific electronic drive with access limited to appropriate centre staff. Held in the centre for two years and then archived centrally for a further year
Rooming Lists Details of which individual slept in which room and bed if the visit to the centre is residential Saved to a centre specific electronic drive with access limited to appropriate centre staff. In the case of groups under the age of 18, held in the centre for two years and then archived centrally until the individual has reached the age of 45   In the case of groups over the age of 18, held in the centre for two years and then archived centrally for a further 8 years
Group Registers Register of each individual attending as part of a visiting group Saved to a centre specific electronic drive with access limited to appropriate centre staff. In the case of groups under the age of 18, held in the centre for two years and then archived centrally until the individual has reached the age of 45   In the case of groups over the age of 18, held in the centre for two years and then archived centrally for a further 8 years
Activity Group Lists Details of the individual groups undertaking each activity Saved to a centre specific electronic drive with access limited to appropriate centre staff. In the case of groups under the age of 18, held in the centre for two years and then archived centrally until the individual has reached the age of 45   In the case of groups over the age of 18, held in the centre for two years and then archived centrally for a further 8 years.  
Daily Log   Details the daily activities each group is undertaking along with bedrooms lists, activity group lists and the programme for the Group Stored in reception area and accessible by staff only. In the case of groups under the age of 18, held in the centre for two years and then archived centrally until the individual has reached the age of 45   In the case of groups over the age of 18, held in the centre for two years and then archived centrally for a further 8 years.  
Photographs/Videos of visits to the centres Photographs/Videos of visits to the centres Saved to a centre specific electronic drive with access limited to appropriate centre staff. Two years and then destroyed

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 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 project then please contact outdoor.education@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)