Lincolnshire County Council is known as the “controller” of the personal data that we collect about you. We process and hold your personal data in order to provide public services. This notice explains how we use and share your personal data.
Why do we collect your personal information?
Lincolnshire County Council holds a wide variety of personal data which is used to deliver public services. The council’s services are categorised into the four directorates. Further detailed information about the way those services use personal data can be found by selecting the directorate area below:
- Children's services
- Adult care and community wellbeing
- Finance and public protection
- Environment and economy
In relation to the above services, we will process your personal data for the following purposes:
- For the service you requested, and to monitor and improve our performance in responding to your request.
- To allow us to be able to communicate and provide services and benefits appropriate to your needs.
- To ensure that we meet our legal obligations and in order to exercise our statutory powers in the public interest.
- Where necessary for law enforcement functions.
- Where necessary to protect individuals from harm or injury.
- To allow the statistical analysis of data so we can plan the provision of services.
We will only collect personal data that we need in order to deliver services to you and as far as is reasonable and practicable we will ensure that personal data is accurate and kept up to date.
What personal data do we collect?
We will collect personal data about you in order to help us deliver the right service. The personal data we collect may include:
- Name, address and other contact details
- Family details
- Births and deaths
- Lifestyle and social circumstances
- Financial details
- Employment and education details
- Visual images, personal appearance and behavior
- Licenses or permits held
- Student and pupil records
We also process special categories of personal data that may include:
- Physical or mental health needs
- Racial or ethnic origin
- Sexual Orientation
- Trade union membership
- Political affiliation and political opinions
- Criminal convictions data;
- Civil and criminal proceedings, outcomes and sentences.
- Religious or other beliefs of a similar nature
How do we collect your personal data?
Personal data can be collected in many different ways but predominantly as set out below:
Face-to-face: Personal data can be collected from you in person at council premises, in your home or any other place where it may be arranged for you to meet with an officer or elected member of the council in order to discuss or receive services.
Telephone calls: Ordinarily we will inform you if we record or monitor any telephone calls you make to us. Recordings may be used as evidence of the call and for our staff training and quality purposes. We may also ask you to provide personal data over the telephone.
Emails: If you email us, we may keep a record of your email address and the email as evidence of the contact. We are unable to guarantee the security of any email initiated by you and we recommend that you keep the amount of confidential information you send to us via email to a minimum. We recommend that where available you use our secure online services.
Using our website: The council utilises services provided by Google Analytics to record the IP addresses of visitors to the council’s website. Google Analytics uses this information to provide the council statistical data showing visitor numbers, if visitors are new or returning, what pages have been viewed and for how long, what times of day the website is mostly accessed and detail of how many people are looking at the website at any one time. The council does not use this information to identify individuals. Find out more about Google Analytics.
The website links to other systems that may record personal data if you:
- subscribe to, or apply for, services that require personal data
- contact the council and leave your contact details to allow us to respond
You may be provided with further specific privacy information at any point that you access a system that collects personal data from you.
We have installed CCTV systems in some of our premises used by members of the public which may record your personal data.
Each CCTV system will have its own site or task specific objective which includes crime prevention and detection, public safety, traffic management, parking enforcement and surveillance of buildings, land and highways for the purposes of maintenance and repairs.
In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for further information about the scheme. We will only disclose CCTV images to others who intend to use the images for the purposes stated above and where the law allows us to do so.
CCTV images will not be released to the media for entertainment purposes or placed on the internet. Images captured by CCTV will not be kept for longer than necessary.
Who do we get your personal data from?
Personal data is collected in a number of ways:
- Provided to us by members of the public, sometimes anonymously
- Provided by another professional organisation involved in the provision of services
- Provided by another professional organisation to allow the research and intelligence necessary to perform our statutory functions
- Provided to us directly by you when you sign up to a service we are providing
- Professional organisations may include other public sector bodies such as health, police services and schools.
- We may also receive information from government bodies and regulators such as the Department of Work and Pensions and Her Majesty’s Revenue and Customs.
Who do we share your personal data with?
The type of service you receive and your personal circumstances will dictate who we share your personal data with.
Where necessary, we will share your personal data with organisations that deliver services on behalf of the council.
We will only share your personal data where it is necessary to do so and in accordance with law. Where necessary we may share your personal data with the following categories of recipients:
- Healthcare, social and welfare organisations and professionals
- Providers of goods and services
- Financial organisations, including debt collection, tracing and credit referencing agencies
- Elected members
- Local and central government
- Ombudsman and regulatory authorities
- Professional advisors and consultants
- Police forces, other law enforcement and prosecuting authorities
- Voluntary and charitable organisations
- Disclosure and Barring Service
- Courts and Tribunals
- Utilities providers
How long do we keep your personal data for?
We are required to retain your personal data only for as long as is necessary, after which it will be securely destroyed in line with the council’s retention policy or the specific requirements of the organisation who has shared personal data with us.
Retention periods can vary and will depend on various criteria including the purpose of processing, regulatory and legal requirements, and internal organisational need. Retention periods are defined within council’s retention guidelines.
How do we keep your personal data safe?
We have an information assurance framework in place which ensures that appropriate technical and organisational measures are in place to help keep your personal data secure and to reduce the risk of loss and theft.
Access to personal data is strictly controlled based on the role of the professional. All staff are required to undertake regular data protection training and must comply with a variety of policies designed to keep your information secure.
Your personal data is not processed outside of the EU by us unless adequate safeguards are in place. Find out more about the council’s information security policies.
You have a number of rights which relate to your personal data. You are entitled to request access to any personal data we hold about you and you can also request a copy.
Find out how to make a request.
Where we a relying on your consent to process your personal data you are entitled to withdraw your consent at any time. You can also request that we correct any personal data we hold about you that you believe is inaccurate; request that we erase your personal data; request that we stop processing all or some of it and request that automated decisions are made by a person.
We are obliged to consider and respond to any such request within one calendar month.
If you wish to make a request or make a complaint about how we have handled your personal data, contact the Data Protection Officer by emailing DPO@lincolnshire.gov.uk
Alternatively, you can:
- email firstname.lastname@example.org
- write to Lincolnshire County Council, County Offices, Newland, Lincoln, LN1 1YL
- fax 01522 516137
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office.
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To find out how we use your information, read our privacy notice.
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