LVP (‘we’ or ‘us’) have created this policy to demonstrate our commitment to privacy. The following discloses our information gathering, use and dissemination practices for this website. By using this site, you are deemed to accept the terms of our privacy policy. If you do not agree with this policy, please do not use this website.

PERSONAL INFORMATION WE MAY COLLECT

You are not required to provide any personal information in order to obtain general access to this site. However, in order to access certain services and features of this site, we may require you to provide personal information such as your name and e-mail address. For example, we will collect certain personal information when you contact us via the ‘Contact Us’ form or when you register to receive updates.  We also reserve the right to provide information in times of civil emergency if we consider the provision of such information will assist public services in identifying and protecting vulnerable people. 

We will only keep this information for 3 months after which time your details will be deleted.  Should you wish to continue receiving updates from us then you will need to re-submit your details after 3 months.

DISCLOSURE OF PERSONAL INFORMATION

Please note that we will not share your personal information with any third parties for direct marketing purposes. Any information supplied to us via the online ‘Contact Us’ page will only be used for the purpose of progressing your enquiry or request. Please note your details will be deleted from our site after 3 months.

We reserve the right to disclose user information when required to do so by law or when we have reason to believe that the disclosure of such information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users or anyone else that could be harmed by such activities.

We also reserve the right to provide information in times of civil emergency if we consider the provision of such information will assist public services in identifying and protecting vulnerable people.

LINKS TO OTHER SITES

This site may contain links to other sites that take you outside this site. These sites are beyond our control and are governed by the privacy policies of those sites, which may differ significantly from our own. Please do not assume that the privacy afforded to you by this site is also afforded to you by sites that have links to our own.

AGGREGATE INFORMATION

From time to time, we may collect general, statistical, non-personal information about the use of this site, such as how many visitors visit a particular page, which browsers are being used to view the site. We collect this information via technologies such as ‘cookies’ and ‘IP addresses’. We may use this data to understand how our site is performing and to make improves to enhance visitor experience. This aggregated data does not personally identify you or any other users of this site.

IP ADDRESSES AND COOKIES

In the course of using our site, we automatically track certain information about you, including what browser you are using and your IP address. Like most websites, our site also uses cookies. Cookies are pieces of information that a website transfers to an individual’s hard drive for record keeping purposes. Cookies are used to simplify functions on our site and can be linked to personal information. You can reset your browser to refuse all cookies or indicate when a cookie is being sent. Please be aware, however, that some features of this site may not function or may be slower if you refuse cookies.

The cookies used on our website have been categorised based on information provided by the International Chamber of Commerce UK Cookie Guide. Please note that some cookies used on our website may be set by third-parties.

Session Cookies

These types of cookies are created temporarily, allowing us to link to your actions during a browser session. A browser session starts when you open your browser window and ends when you close it.

Persistent Cookies

These types of cookies remain on your device for a specified period of time, becoming active each time you visit our website.

Strictly Necessary Cookies

These cookies are essential for using our website, enabling the services that you have specifically requested when consenting to using our website. These cookies will be used for basic functions such as remembering your previous actions when navigating our website during a single session.

Performance Cookies

These cookies collect aggregated information about how our visitors use our website. This enables us to improve the functionality of our site and monitor its efficiency.

Functionality Cookies

These cookies allow us to remember your preferences to provide a more personal browsing experience. These cookies may also be used to deliver specific website functions. By using our website, you agree that we can place these types of cookies on your device.

Targeting and Advertising Cookies

These cookies enable effective delivery of adverts relevant to you. These types of cookies are usually set by the third-parties who provide the advertising, therefore, we have no control over and cannot be held responsible for the use of any data collected.

GUIDANCE FOR CHILDREN UNDER 16

We do not knowingly collect information from children under the age of 16 on this site. If you are under 16, please do not provide any personal information to us. Although offensive language will not be tolerated, the forum is not censored and may include language which some, especially under 16 years of age, may find offensive.

If you are under 16 years of age then we will require parental consent before you can start volunteering.

CHANGES TO THESE TERMS

We reserve the right to change the terms of this Policy at any time and will not specifically notify you of any changes. With this in mind, we recommend that you periodically check the Policy for any changes.

DISCLAIMER

This site has security measures in place to protect the loss of, misuse of or unauthorised access to data. We take this responsibility very seriously and make every effort to ensure your personal information is secure. However, no data transmission over the Internet can be guaranteed to be 100% safe. With this in mind, whilst we strive to protect your personal information and privacy, we cannot guarantee the security of any information you disclose or transmit to us online and cannot be responsible for its theft, disclosure or subsequent misuse.

APPENDIX B: PRIVACY NOTICE

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, the Partnership would like to provide you with the following details.

IDENTITY AND CONTACT DETAILS OF THE DATA CONTROLLER

The Lancashire Volunteer Partnership (LVP) is comprised of a number of bodies who act as Joint “Data” Controllers.  These are:  

Lancashire County Council, Blackburn with Darwen Council, Blackpool Council Lancashire Constabulary, Lancashire Fire and Rescue, the Office of the Police and Crime Commissioner and East Lancashire Hospital Trust. This list is subject to change as new organisations join the partnership.

Lancashire County Council act as the lead Controller and may be contacted at the following address:

  • Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

  • The County Council’s 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 an online 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 who will also be subject to appropriate undertaking of confidentiality.

Category of personal data being processed

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

Article 6 (1) Processing shall be lawful only if and to the extent that at least one of the following applies:

  • (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes

The individual is asked for their consent to proceed with the volunteer opportunity and understand that their personal data will be processed for the purpose of assigning the most appropriate opportunity.

  • (c) processing is necessary for compliance with a legal obligation to which the controller is subject (the law says we must do it)

LVP may process personal data relating to individuals as part of the volunteer recruiting process in order to comply with its Health and Safety at Work Act 1974 obligations.

Legal basis for processing special categories of personal data

 The conditions for processing special category data are listed in Article 9 (2) of the GDPR:

  • (a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject;
  • (g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;

LVP relies on GDPR Article 9 (2) (g) substantial public interest by virtue of the following legislation:

Data Protection Act 2018 Schedule 1 Part 2:

  1. Equality of opportunity or treatment
  2. Support for individuals with a particular disability or medical condition

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

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.

Your data will be processed in Toronto, Ontario, Canada via the Better Impact platform.

 Appropriate safeguards are in place to ensure compliance with UK GDPR and data protection legislation which applies within the country where your personal and sensitive information is held.

RETENTION PERIODS

 LVP 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

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).