Public Health – Children's Oral Health Survey

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 public health team in Lancashire County Council offer services for children, young people and families that aim to improve their health and wellbeing. This includes the undertaking of oral health surveys.

We will check the teeth of a sample of children, aged 3 years, who are attending a childcare setting in Lancashire.

The survey results are shared with Public Health England and the anonymised results ensure local areas' can understand the oral health of local children and this supports the planning of oral health improvement initiatives.

Lancashire County Council commissions UCLAN dental clinic to undertake this survey for us using trained dentists.

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.

(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.

The legal obligation that informs this data processing is by virtue of the following legislation:

Lancashire County Council has a general duty to share health and social care data under Health and Social Care Act 2012

The NHS Bodies and Local Authorities Regulations 2012 Statutory Instruments 2012 No.3094 (part 4) http://www.legislation.gov.uk/uksi/2012/3094/made

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.

(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.

The legal obligation that informs this data processing is by virtue of the following legislation:

Lancashire County Council has a general duty to share health and social care data under Health and Social Care Act 2012

The NHS Bodies and Local Authorities Regulations 2012 Statutory Instruments 2012 No.3094 (part 4) 

Recipients of the data

  • Lancashire County Council
  • University of Central Lancashire
  • Public Health England

Information we share

  • A code number for each child (rather than the child's name)
  • The child's date of birth – but omitting the day - only month of birth and year are forwarded,
  • The child's home postcode
  • Ethnicity

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 used when emailing personal data to partners. 1 year from the date received and then automatically deleted.
Scanned paper documents Parental consent forms will be scanned to a secure electronic folder then destroyed Securely  held by UCLAN service provider 1 year from the date received then deleted
Oral health survey results Anonymised data of results Encrypted by UCLAN service provider when sending electronically to PHE and Lancashire County Council No data retained

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:

Public Health Service Team
Health Equity Welfare and Partnerships
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Or email:  PHAdmin@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)