This privacy notice explains our procedures for data collection and usage regarding young people as required under the UK General Data Protection Regulation (UK GDPR). Young people are identified as those under 18 years of age. Please see our easy child friendly version of this notice.
Active Kent & Medway currently operate the following programmes where data is collected from young people:
1.Everyday Active Schools is Active Kent & Medway’s primary aged programme which focuses upon working closely alongside targeted schools to create a whole school approach to school improvements through physical activity. Following an initial workshop for all teaching staff, schools are offered ongoing support to help implement their self-designed action plan. We work closely alongside the School Games Organiser (SGO) network to help engage those most affected by inequalities and to support the positioning of physical activity across our network of schools. We may from time to time share your information with relevant partners.
More information about the programme can be found on the Active Kent & Medway website: Everyday Active Schools
2. We are commissioned by Sport England to manage the Active Lives Children and Young People Survey within Kent and Medway. This involves Sport England sending us a list of the schools which have been randomly selected to take part in the survey. We then make contact with the schools and provide information and support to enable the school to take part.
More information about the survey and the process can be found on the Sport England website: Active Lives | Sport England
3. The School Games is a government led programme, inspiring young people to be physically active for life through positive experiences of daily activity and competition. In Kent, the Active Partnership work alongside a network of 13 School Games Organisers (SGOs) covering Kent and Medway to engage those most affected by inequalities and to support the positioning of physical activity across our network of schools.
More information about the programme can be found on the Active Kent & Medway website: Kent School Games
PLEASE NOTE: this notice is relevant to the elements delivered by Active Kent &Medway. Localised opportunities of the School Games programme are the responsibility of School Games Organisers (SGOs) and their host schools who will have separate policies. If you would like to find out further information, please contact your School Games Organiser.
4. Active Kent & Medway help young people access positive experiences in sport and physical activity and provide opportunities to voice their opinions on the development, design, and ongoing delivery of sessions and programmes. We use a variety of methods to collect young people views including surveys, focus groups, graffiti walls and written feedback. More information on our Youth Voice work can be found on the Active Kent & Medway website: Youth Voice
5. FANS (Free Access for National Sports People) members who are in full-time education can apply for a small grant to help with the costs associated with training and competing at a national level.
How do we collect information from you?
Your data is collected either:
- digitally through our website or by email
- via Microsoft Forms (these can be completed anonymously by teachers, spectators, officials and anyone else wishing to feedback on their SG experience, or sign up to a mailing list)
- via Microsoft Lists (via a secure link)
- by telephone or face to face contact
- as a hard copy sent to us through the post or passed to one of our staff in person
- by photograph or video
What information do we collect?
We will only ever collect the minimal amount of information required. Subject to the requirements of the programme / event, we may collect:
- Full name, date of birth and contact details
- School name, year group, teacher names, unique pupil number
- Consent records for photography and first aid
- Anonymous feedback via surveys
- Usage data via cookies (see our Cookie Policy)
- Whether you are in receipt of free school meals
- Financial details (for you to receive funding)
We will state clearly the information we will be collecting when we contact you. If you are under 13 years of age your parents or carer will need to give consent.
Active Kent & Medway’s Photography Policy, designed to safeguard participants, can be viewed upon request. The Policy is also referenced at the point when such consent is sought. Photographs or video may be used by Active Kent & Medway in promotional materials, the press or on our website or social media. Images may also be shared with partners named in ‘How we use the information we hold and who we share it with’ below.
Some Inclusive events may ask for further details regarding their specific education need and disability grouping of pupils, to ensure their needs can be met.
Details of young people taking part in Leadership events (including name) will be used for tracking individuals’ progress through the programme.
Further anonymous feedback may be collected from pupils via surveys – either face to face or in group sessions – to help evaluate and improve the experience and event.
By definition none of this information will be able to be traced back to a specific pupil.
Special Category Data
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- Information about your gender, race or ethnicity and health
How is your information used?
We may use your information to:
- Manage participation in events and programmes including additional entry criteria to ensure eligibility and for health and safety requirements
- Seek your views or comments relevant to the project
- Notify you of changes to our services
- Send you communications which you have requested and that may be of interest to you inline with the ongoing support offered through Active Kent & Medway programmes
- Track leadership progress
- Administer first aid and safeguarding
- Communicate with schools
- Share anonymised reports with partners
- Record permission for photos and videos to be taken at events. Name, school and record of consent / non-consent may be shared with official photographers and event deliverers to help ensure those without permission are not photographed
- Publish case studies and promotional materials with consent
- Demonstrate programmes impact
- For you to receive funding
We may request that we visit your school to develop case studies for the purpose of promoting the Everyday Active Schools programme and providing best practice examples for others. This may include the collection of images of participants at sessions. Where we do this, we will ask the adult responsible for the activity to complete a consent form that includes participant names and confirmation they have photo consent from an appropriate parent, carer or guardian. Images may appear in website articles, social media posts, printed publications or promotional materials. Names will not be used in any publicly available promotional material but are collected with consent confirmation as part of our safeguarding policy to protect participants.
If your school agrees to take part, we will share your contact details with Sport England to enable them to send you the bespoke School Active Lives Children and Young People Report and Equipment vouchers, subject to meeting the criteria. Sport England have their own privacy policies which can be found on their website Active Lives | Sport England. We may pass your information to our third-party partners for example schools, your district’s School Games Organiser for the purpose of providing this service to you. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service.
We will not sell or rent your information to third parties or share your information with third parties for marketing purposes.
Reasons we can Collect and use your Personal Information
We may process personal data under the following lawful bases:
- Consent has been given to the processing of personal data for one or more specific purposes – for example acknowledgement of parental permission for photography purposes at an event
- Contractual obligation e.g. event booking
- It is necessary for compliance with a legal obligation to which we are subject
- It is necessary in order to protect your vital interests – such as providing emergency first aid at our events which take into account individuals’ needs; or conferring membership for the school
- Performance of a public task in the public interest.
- Legitimate interests (e.g. Data is used to provide partners with aggregated and anonymised statistics about who is taking part in our events, to secure future funding and improve our services.)
We process equalities monitoring data for reasons of substantial public interest to ensure equality of opportunity or treatment. We want to make sure that everyone is treated fairly and equally, and that no one gets left out. We won’t share this information with anyone else. We’ll use it only to help us make decisions and improve our services.
No personal or identifiable information is shared with anyone outside of Kent County Council.
How Long We Hold Your Information
- We retain data only as long as necessary
- Event data: up to 3 years
- Leadership tracking: up to 4 years
- Photography: up to 4 years
- Membership data: duration of membership plus 1 year
- Paper records: securely destroyed within 7 days of upload
Everyday Active School Members will have their details kept for as long as they are a member school and for up to one whole school year following any revocation of their membership.
Anonymised participant data from School Games (with all names, school names and medical details removed) will be kept for 3 years for evaluation and analysis purposes.
Active Kent & Medway is required to retain details relating to any medical or safeguarding incidents or accidents that occur as part of any Active Schools events for 3 years following the event date. Third party event deliverers and venues may have similar policies – please check with them in the case of any such incident.
Should you provide personal information to us on paper, we will store it securely in lockable storage until such time as we may upload it onto relevant system(s), at which point the paperwork will be securely destroyed. This may typically happen in the case of late registration data for School Games events, in which case paper forms will be securely destroyed within 7 days.
Paper records of participants’ medical, disability and safeguarding data, shared with third party event deliverers and venues during the event will be securely destroyed within 5 working days of the event.
We review our retention periods for personal information on a regular basis. We are required by law to keep some information, but in general we will only keep information for as long as is necessary and relevant to any contract you hold with us or involvement you have within one of our ongoing programmes.
Your Rights
Under UK GDPR law you have:
- The right to be informed
- The right to access your data
- The right to correct or delete data
- The right to object to certain uses
Who to Contact
Please see our main Privacy Notice for details.
Changes to Our Privacy Policy
We will review this policy on annual basis or sooner if legislation requires.
If you need this information in a different format, please email us at activekent@kent.gov.uk
Last updated: January 2026.