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Data Protection Privacy Notice (Fair Processing Notice)

This privacy notice explains how South Ribble Borough Council may use and share your personal information.  We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.

Business in South Ribble Privacy Notice

In order to comply with the UK General Data Protection Regulation (UK GDPR) relating to personal data collection, South Ribble Borough Council would like to make you aware of the following details.

This privacy notice explains how South Ribble Borough Council may use and share your personal information.  We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.

The Council is registered as a data controller with the Information Commissioner's Office (registration number Z496241X) because we collect and process personal data.  This collection and processing of personal data applies to both council employees and members of the public.

This Privacy Notice only covers South Ribble Borough Council. It does not cover links within this site to other externally operated websites. If you transfer to another site, please read the Privacy Notice or Statement relating to their information.


How South Ribble Borough Council may use your information

South Ribble Borough Council is committed to providing excellent public services. In order to do this, we collect, process, and hold personal data in order to provide public services. The information may be collected on paper, online forms, by telephone, email, CCTV or by members of our staff, or one of our partners.

We may collect and process your information for the following purposes:

  • to deliver public services and other council functions
  • to ensure we meet our legal obligations
  • to provide the service you requested
  • to monitor and improve performance in responding to your service request
  • to obtain your opinion about our services
  • to contact you by post, email or telephone
  • to process financial transactions
  • to prevent and detect fraud or crime
  • to collect monies owed to the Council

We may share your information where we have any legal obligation to do so, or where we believe that by doing so we can provide you with a better standard of service. 

We may process your information overseas using services that are hosted inside the European Economic Area, but only with data processing agreements that meet our obligations under the Data Protection Act.


Identity and contact details of the data controller

  • South Ribble Borough Council, Civic Centre, West Paddock Leyland PR25 1DH


Contact details of the data protection officer


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:

  • It is necessary to meet our legal obligations with the Department for levelling up, Housing and communities, and it is necessary for the performance of a task carried out in the public interest.


Data Sharing with Third Parties


We may share your information with third parties where we have a legal obligation to do so, or where permitted under Data Protection legislation, or with a third party working on behalf of the Council to deliver services.

Your data may be shared with Chorley Council as part of Shared Services agreements.

We will strive to ensure that any third party who we share personal data with has sufficient systems and procedures in place to prevent any loss of data.

We will not share your data with third parties for marketing or sales purposes, or for any commercial use without your prior express consent.


Recipients of Data


Boost partners:

Blackburn with Darwen Council
Burnley Borough Council
Blackpool Borough Council
Chorley Council
Hyndburn Borough Council
Lancaster City Council
Pendle Borough Council
Preston City Council
Ribble Valley Borough Council
Rossendale Borough Council
West Lancashire Borough Council
Wyre Council


Business Support partners can include:

Lancashire Skills Hub


Lancashire Adult Learning


Runshaw College

Preston College

Blackburn College
University of Central Lancashire
Lancaster University
Edge Hill University

Lancashire Mind

Innovation Agency

The Growth Company
Chamber of Commerce East Lancashire/North West Lancashire
Northern Automotive Alliance
NW Aerospace Alliance
University of Sheffield/AMRC North West
People Plus

Other training organisations


Information we share

We will only share the necessary and relevant information required to provide your business with help, advice and relevant funding opportunities.

  • Company name
  • Company address
  • Company contact details
  • Company personnel contact details
  • Nature of business
  • Individual client name
  • Individual client contact details
  • Details of the client journey/hours spent
  • Ethnicity of business owner
  • Disability of business owner
  • Age of business owner
  • D.O.B
  • Gender
  • Employment status
  • Nature of business enquiry
  • Notes relating to business enquiry
  • Outcome of any grant fund awarded including amount
  • Outcome of any job creation including details of the job (ethnicity, gender)
  • Turnover
  • Gross Value Added (GVA)

This information is required to monitor external funding such as the UK Shared Prosperity Fund (UKSPF). Funding bodies require details of the clients that have been assisted by government funded schemes.


Retention periods

South Ribble Borough Council will only store information received from their involvement with you for as long as is legally required or in situations where there is no legal retention period they will follow established best practice. At the end of the retention period electronical data will be deleted and any physical files will be confidentially disposed of.

File Type



Retention Period





Data record (fields as listed above under “What data will be shared”)

Database records containing the fields required by funding provider UKSPF

Data held on a password protected system which is regular backed up

UKSPF records need to be retained for a minimum of 7 years.

Hard copy file

Forms and other paperwork regarding your support under the UKSPF funded scheme

Files are mainly stored securely in locked cabinets and due care and attention is taken to avoid unlawful or unauthorised disclosure while in use

UKSPF records need to be retained for a minimum of 7 years.


Detect and Prevent Fraud or Crime


South Ribble Borough Council is required by law to protect the public funds it administers. We may use any of the information you provide with other bodies in order to prevent and detect fraud or crime.  This includes the Cabinet Office, the Department for Works and Pensions, other local authorities, HM Revenues and Customs and the Police.

National Fraud Initiative and Data Matching


The National Fraud Initiative (NFI) is an exercise that matches electronic data within and between public and private sector bodies to prevent and detect fraud. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. 

We participate in the Cabinet Office's National Fraud Initiative and we are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014.  It does not require the consent of the individuals concerned.

Data matching by the Cabinet Office is subject to a Code of Practice.

View further information about the National Fraud Initiative.

Your Rights

Your rights under the EU General Data Protection Regulations (GDPR).

  • The Right to be informed; you have the right to be informed how your data is processed, via Privacy Notices such as this.
  • The Right of Access; you have the right to access the personal information we hold about you.
  • The Right to Rectification; we endeavour to ensure that information we hold about you is correct and up to date.  You may find that the information we hold is no longer accurate.  Please contact the Council to have the information corrected.
  • The Right to Erasure; you have the right to have your personal data erased and to prevent processing in specific circumstances:
  • Where the data is no longer necessary in relation to the purpose for which it was originally collected
  • When you withdraw consent for the data to be processed
  • When you object to the processing of the data and there is no overriding legitimate interest for continuing the processing
  • Your data was unlawfully processed
  • Your information has to be erased in order to comply with a legal obligation

However we may refuse to comply with your request for erasure for the following reasons:

  • To comply with a legal obligation for the performance of a public interest task or exercise of official authority
  • The exercise or defence of legal claims
  • To exercise the right of freedom of expression and information
  • For public health purposes in the public interest
  • Archiving purposes in the public interest, scientific interest, historical interest or statistical purposes
  • The Right to Restrict Processing; you have the right to ask us to stop the processing of your personal data.  However, this may cause delays or prevent us providing/delivering a service to you.
  • The Right to Data Portability; you have the right to request your personal data in a structured, commonly used, machine readable format for transfer to other providers.
  • The Right to Object; you have the right to object to your personal data being processed at any time.
  • Rights in Relation to Automated Decision Making Including Profiling; you have the right to insist on human intervention if a decision is based on the result of automated processing


If you want to exercise any of these rights then you can do so by contacting:

Data Protection Officer
South Ribble Borough Council
Civic Centre
West Paddock
PR25 1DH

Or email:

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.

Right to Complain


If you are unhappy about the use of your data and would like to make a complaint, or would like to exercise any of your other rights then please let us know.

If you aren't satisfied with our response, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO). Their contact details are below:


Telephone Calls

We will inform you if we record or monitor any telephone calls you make to us.  We do not record any financial card details if you make payments to us over the telephone.


If you email us we may keep a record of your contact, your email address, and the email.  For security reasons we will not include confidential information about you in any emails we may send to you, unless you consent to this.

Any email, including its content, may be monitored and used by South Ribble Borough Council for reasons of security and for monitoring internal compliance with council policy. This includes the content of emails and attachments. For example, inappropriate or offensive content would be blocked. Please be aware that you have a responsibility to ensure that any email you write or forward is within the bounds of the law.


General access to South Ribble Borough Council's public website does not store or capture personal information.

During your use of our website, we automatically collect statistical data. This is used to identify how many people are accessing our website, which browsers they are using and which is page is most popular etc. The information cannot personally identify you and is only used to improve our online services.

This site contains links and references to other websites. Please be aware that this Privacy Policy does not apply to those websites and we encourage you to read the policy of every website that you visit.


South Ribble Borough Council
Civic Centre, West Paddock
Leyland, Lancashire PR25 1DH
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