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Information charter - LGSS

Information charter

Data Protection Act 1998

LGSS processes personal data for the purposes of promoting and protecting internationally, the interests of the United Kingdom and its citizens and contributing to a stronger world community. Recipients of the personal data we may hold on you may include other UK government departments and public authorities. The 1998 Data Protection Act gives you the right to request information about yourself.

This information charter sets out the standards that you can expect from LGSS when we request or hold personal information about you. It also explains how you can access your personal data, and what you can do if you think standards are not being met.

Definition of personal information

Personal data is information that relates to living individuals. It does not include information relating to the deceased or to groups or communities of people, organisations or businesses or aggregate statistical information.

Environmental Information Regulations

The Environmental Information Regulations 2004 gives you a general right of access to information we hold which concerns environmental matters.

Freedom of Information

The Freedom of Information Act 2000 gives you a general right of access to all other information we hold.

How we manage personal information

The Data Protection Act 1998 regulates the management of personal information. We need to handle personal information about you so that we can provide services for you. The following information outlines the way in which we look after that information.

When we ask you for personal information we promise to:

  • make sure you know why we need it
  • only ask for what we need and not to collect too much or irrelevant information
  • protect it and make sure no unauthorised person has access to it
  • only share it with other organisations as the law allows
  • let you know if we share it with other organisations to provide you with better services and if you can refuse
  • make sure we don’t keep it longer than necessary
  • give you a description of the information we hold about you
  • tell you why we are holding the information
  • tell you who it could be disclosed to
  • let you have a copy of the information

In dealing with your information we will:

  • abide by the law in handling your personal information
  • consider the risks when we are planning to use or hold personal information in new ways
  • provide training to staff who handle personal information and respond appropriately if personal information is not used or protected properly

In return, we ask you to:

  • give us accurate information
  • tell us as soon as possible if there are any changes, such as a new address. This helps us to keep your information reliable and up to date

Keeping personal information

We will keep your data for as long as is needed to provide you with a service or conduct our business in accordance with our functions and our records management policy. We may also keep it for longer in order to meet other legislative requirements, or to answer requests for information from ongoing or impending statutory inquiries.

Procurement activity

You can view current procurement activity that LGSS has undertaken on behalf of its partners. Download our Procurement Activities.

Procurement exemptions

Procurement exemptions are sometimes granted in circumstances where the complete procurement process cannot be followed. You can view a list of procurement exemptions valued between £250k-£500k, which have been approved by the relevant authority in the most recently reported financial quarter. Procurement Exemption Log.

Sharing information with others

Any personal data you provide will be held securely and processed in accordance with the Data Protection Act 1998 and other relevant legislation. We may disclose your information to other organisations so that we can carry out our functions, or to enable others to perform theirs. Other organisations may include:

  • other government departments and agencies
  • local authorities
  • police and other law enforcement agencies
  • courts and other judicial bodies
  • foreign governments and other authorities
  • foreign law enforcement and judicial bodies
  • fraud prevention bodies

Any information about you that we pass to a third party will be held securely by that party.

Non-personal information

Non-personal information is information which does not identify any individuals but is provided to LGSS in the normal course of business. This can include tender documentation and service specifications.

The Freedom of Information Act and the Environmental Information Regulations require us to consider any request for access to non-personal information. When this information is requested we will:

  • seek the view of the organisation who provided us with the information
  • release only the information which cannot be reasonably covered by one of the exemptions of the acts
  • work in a spirit of openness and transparency
  • maintain an honest dialogue with organisations so that they understand our obligations to them as our customers

Through these commitments, we will keep to the law, including the Data Protection Act 1998 and the Freedom of Information Act 2000.

How to ask for your data

The 1998 Data Protection Act gives you the right to request information about yourself.

Make a subject access request by emailing

Include as many details as possible in your request, for example any information that can help us identify or distinguish your from others of the same name (account numbers or references) and details of the specific information your require, including relevant dates.

Independent advice

To get independent advice about data protection, privacy and data-sharing issues, including if you feel that your data is being processed in breach of the DPA or other legislation, you can contact the Information Commissioner’s Office.

Tel: 0303 123 1113 or 01625 54 57 45

Fax: 01625 524510


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


Registration information

You do not have to register to use the LGSS website, but you may need to provide details if you want to make enquiries, receive certain information about the site or to view the full text of certain documents.

The only mandatory information we require in these circumstances is: your name, your organisation, telephone number, and email address. This information is stored securely on our database. Until such time as you request that we delete this information, your details may be stored.


If you are asking for information we do not already publish on the site, we will deal with your query. If your question is technical, we may need to pass it to third party providers. In such cases we will only pass on personal data if it is necessary to do so, and we will not keep your personal data or records of our correspondence longer than necessary.


Cookies are pieces of data created when you visit a website. LGSS uses cookies to gather information on how visitors use our website, we then use this information to help us improve our site and so that you get the best user experience. Cookies used on our website include:

Session cookies which store your ‘preferences’ while you move around the site. You can set your computer not to accept cookies if you wish. This will not in any way affect your ability to access the information on the site, but will prevent you logging into any of the personalised facilities and using the added functionality that the site offers.

Google Analytics cookies track page views and content engagement to improve the website in future.

Hotjar tracks a user’s journey through the website so we can improve the experience.

Log files

Log files allow us to record visitors’ use of the site. The system puts together log file information from all our visitors, which we use to make changes to the layout of the site and to the information in it, based on the way that visitors move around it. Log files do not contain any personal information. If this privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

The LGSS website user cookies and log files to facilitate the smooth running of the site. It does not use cookies to collect any personal information about you except that required for system administration of our web server. Session cookies are deleted when you close your browser. By continuing to use this site it means you have agreed to cookies being used and stored on your computer. However, you can choose to restrict or block cookies by enabling or disabling them at any time using your internet settings for each browser you use.

Modern slavery and human trafficking statement

LGSS is committed to eliminating acts of modern slavery and human trafficking within its client’s business and in its supply chains, sub-contractors and partners. Download our LGSS Statement on Slavery and Human Trafficking Statement.