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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

  • 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

  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.

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.

Recipients of the data

The Lancashire Volunteer partnership comprises:

  • Lancashire County Council
  • Blackburn with Darwen Council
  • Blackpool Council
  • Lancashire Constabulary
  • Lancashire Fire and Rescue
  • Office of the Police and Crime Commissioner.

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

Information we share

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

Yes - 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 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 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

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 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).