Lancashire Fire and Rescue Service Privacy Notice - Service Employee Awards

We process only what is needed for recognition.  This typically includes:

• Identification: Full Name (preferred name, if applicable)

• Employment-related: Length of service (e.g. 10 year, 20 years etc), start date (month/year), job title/department.

• Imagery: Photograph of you for the award event brochure and photos from award events.

• Publication preferences: Opt-out status for example.

• Awards: Long Service Awards, Academic Achievements, Commendations and Star Awards

Special Category data.

We do not intentionally process Special Category data (e.g. health, ethnicity, religion) for this purpose.  If event photos could inadvertently reveal such data you have the right to opt out of publication of these images.

Sources of data

• Human Resources systems and employment records

• Your direct submissions

• Event photography

Lawful basis for processing

The information collected by Human Resource Department is classed as personal data. In order to process Personal Data, we must have a lawful basis under Article 6 of the GDPR.

General Data Protection Regulation

The condition for processing under the GDPR will be:

• Article 6 (1) (f) of the GDPR, 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.

Automated decision making, including profiling.

When Lancashire Fire and Rescue Service process this information, we will not process your data to make a decision by wholly automated means.

Change of purpose.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who will we share your data with, with regards to awards.

• Internal:

• Human Resources,

• Corporate Communications,

• Centralised Admin,

• Service Management Team,

• Executive Board

• Combined Fire Authority (CFA)

External:

• Service Awards are reported to the CFA annually, CFA minutes are published to the internet

• Award Event information, such as photos will be published on the Service Website and social Media Channels.

 In both cases, limited data about award recipients will enter the public domain.

 For further information relating to how the Service uses your personal data, please refer to the Employee Privacy Notice.

How long will you keep hold of my information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, we will retain and securely destroy your personal information in accordance with applicable laws, regulations and our retention schedules.

In certain circumstances the Data Protection Act 2018 will provide you with various rights regarding your personal information, such as the right to;

• Request sight of the information that we are holding on you

• Request the rectification of any inaccurate personal data

• Request erasure of personal data

• Request restriction of processing

• Object to the processing of your data

• Data portability

• Lodge a complaint with the Information Commissioner’s Office

• Request to withdraw consent where the processing is based on consent

To find out more about your rights click here.

 If you have any concerns or would like to discuss how we use your information, please contact:

Information Governance

Lancashire Fire and Rescue Service

Fire Service HQ

Garstang Road, Fulwood, Preston, PR2 3LH.

Email: infogov@lancsfirerescue.org.uk

Telephone: 01772 866842 

Or:

The Data Protection Officer. Email: dominichowell@lancsfirerescue.org.uk

You can also contact the Information Commissioner's Office for further guidance or to lodge a complaint at:

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

www.ico.org.uk

Telephone: 0303 123 1113