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.
The Museum Service provide public access to, and engagement with 6 historic buildings, displaying collections and exhibitions illustrating Lancashire life. The Heritage Learning team delivers award-winning curriculum-based Primary, Secondary, Further Education and Higher Education provision alongside wider heritage and cultural learning, both site-based and as outreach, as well as a range of creative partnership projects. The team also manages a wide-ranging loans scheme with a broad collection of original and replica artefacts for use in schools and other organisations. The Conservation and Collections team comprising conservators, technicians and designers provides specialist support to museums and heritage sites across Lancashire. It offers a paid service to organisations and individuals across the region.
Whenever we use information, we always limit this to only the details that are needed and we ensure that it is used safely and securely. All staff receive training on data protection and information security and information is stored within secure IT systems.
Staff who are authorised to have access to systems or other records have been trained in using those systems and access those records via a user name and password.
You are able to sign up to receive email communications about museums and related council services.
With your consent we collect and process some information about customers, visitors, enquirers, donors and potential donors. We record and store this and some other information to help us to:
Our aim is only to hold information to help us give you the right service at the right time. This data is only recorded when it is appropriate and with your knowledge.
(a) Personal data (information relating to a living, identifiable individual)
(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)
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.
(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
The legislation that informs the public task in this instance is as follows,
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.
(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
There are certain circumstances where we are required to share your personal information by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals and only the minimum information for the purpose will be shared.
Data about museum service users may also be used for business planning and research purposes by Museums Services and the County Council Business Intelligence team, to understand demand and to improve our services. This will always be done in a way that does not identify individuals unless that is strictly necessary.
With your consent we may share information with:
We do not view or retain any credit or debit card information you may share with a third-party Payment Provider.
Our aim is only to hold information to help us give you the right service at the right time. This data is only recorded when it is appropriate and with your knowledge.
Yes - 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.
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 |
|---|---|---|---|
| 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. | |
| Conservation and collections records | Records relating to the collections, conservation, de-accessioning and disposal, loans, donations, bequests. | Password protected systems | Permanent |
| Financial transaction details | Details of provision of paid services to individuals, organisations and schools. | Password protected systems | Retained for 7 years from conclusion of financial transaction |
| User interactions with Museum Services | Users contact Museum Services through various means including feedback, queries, compliments, complaints, visitor books, booking for events and facilities. | Password protected systems | Retained in line with legal requirements and established best practice. Please contact the Museum Service for details of specific retention periods. |
| Administration records | Details in office diaries of bookings, appointments. | Hard copy in secure filing cabinets. | Retained for a maximum of 5 years |
| Photographs, images, voice and video recordings | Hard copy or digital records | Password protected systems. Hard copy in secure filing cabinets. |
Retained in line with consented agreement, with consent resought as necessary |
You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:
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.
If you would like more information about this specific service then please contact the Museum Service at museums.enquiries@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).
