At Active Kent & Medway we aim to provide you with the highest quality service whilst you are accessing our services. We’re committed to protecting and respecting your privacy, and adopt best practice for our record keeping and regularly check and report on how we are doing.
We will:
- only collect personal data for specified purposes
- explain why we are collecting personal data
- where necessary, seek consent relating to the use of personal data
- retain personal data securely and
- only hold personal data for a specified amount of time after which it will be deleted.
Please see our separate Children and Young People Privacy Notice for further information relating to this area of work.
Who are we?
Active Kent & Medway is one of 43 active partnerships located across England, serving the community of Kent and Medway and hosted by Kent County Council. Kent County Council is the data controller and is responsible for the security of the data that you provide and for overall compliance with data protection legislation. Please see Kent County Council’s Privacy Statement here.
Our vision is to get more people, more active more often, and we work with partners and networks across the county to provide opportunities for everyone to get involved in sport and physical activity for enjoyment as well as wider health and social outcomes.
How do we collect information from you?
We obtain information about you through different methods including:
- digitally, through our website or a partner website, or by email
- by telephone
- face to face
- as a hard copy sent to us through the post, or passed to one of our staff in person.
What information do we collect?
Through interacting with Active Kent & Medway this results in personal data being shared and collected by us. Depending on the interaction and your/our requirements, data from the following areas may be collected, stored and used.
Personal Identifiers
Information such as your name, address, email address, telephone number and date of birth. Additionally any records of attendance at any of our events, correspondence or instructions and experience in the sport and your interests in getting further involved in the sport to us.
Active Kent & Medway Website
When you use the Active Kent & Medway website (www.activekent.org) we may also collect digital information about you such as your IP address and your browsing use of our website. This is to gather insight into how you use our website to enable us to make it easier and better for you in future to find what you need, and to report statistical details to our funders.
Online Payments
If you make an online payment for one an Active Kent & Medway service, then it will be processed by PayPal who specialise in the secure online capture and processing of credit/debit card transactions. They act as data processors for Active Kent & Medway and only process personal information in line with our instructions. Follow this link to view the PayPal privacy policy.
No credit/debit card information will be collected or stored by Active Kent & Medway.
Cookies and Tracking Data
As part of enhancing your experience on the Active Kent & Medway website (www.activekent.org), we use Google Analytics software to give us insight into how you use our website, what is popular, what is not, and how people move through the pages on our site. You can opt out of Google Analytics. This should not change any of your experience on our website.
Funding Application Details
Details pertaining to the activities and participants involved as well as any payment or bank details you provide so that we can receive payments from you or you can receive funding from us and details of the financial transactions between us.
Feedback
We will record customer comments and surveys about how we are performing
Your Communications Preferences
We keep a record of any permissions and preferences you give us about what types of communication you are happy to receive from us.
Media
Images, videos and sound files.
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, religious beliefs, sexual orientation and health
- In relation to special category personal data that we do process we do so on the basis that:
- the processing is necessary for reasons of substantial public interest, on a lawful basis
- based on your explicit consent.
This data is collected as part of some equality monitoring questions. We ask these because we want to make sure that everyone is treated fairly and equally, and that no one gets left out. We’ll use it only to help us make decisions and improve our services. We will state clearly the information we will be collecting when you apply. We may share information for reporting purposes but it will be in an aggregated and anonymised format and no identifiable information will be shared.
How is your information used?
• Find out whether the activities you have participated in have made a difference to your levels of physical activity, health and wellbeing
• Monitor and improve programmes and future offerings
• To administer your attendance at any courses, events or programmes you signed up to
• Send you communications which you have requested and that may be of interest to you
• Process a grant or membership in accordance with the relevant criteria and terms and conditions
• To carry out our obligations arising from any funding agreements entered into by you and us
• Seek your views or comments relevant to the area of our work you have engaged with
• Notify you of changes to our services
• Using images/footage for promotional use. These may be published on our websites, social media accounts and printed publications owned and managed by Active Kent & Medway and may therefore be accessible to the general public. They may also be used by partner organisations in promotion of their association with the scheme.
• Monitor your usage of the Active Kent & Medway website
• Recognise you and your preferred settings on the Active Kent & Medway website through data recorded via website cookies
• To comply with health and safety and safeguarding requirements
• Ensure equality of opportunity or treatment
• Carry out our obligations arising from any contracts entered into by you and us
Reasons we can Collect and use your Personal Information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
• Article 6 (1) (a) Your consent. You are able to remove your consent at any time. You can do this by contacting us at activekent@kent.gov.uk
• Article 6 (1) (b) We have a contractual obligation
• Article 6 (1) (f) We have a legitimate interest
• Article 6 (1) (e) Improve business operations as part of a public task
• Article 6 (1) (c) Legal reasons
And for Special Category Data:
• Article 9 (2) (a) Your consent
• Article 9 (2) (b) Necessary for obligations under employment
How long will we hold your information?
We will only retain your personal information for as long as it is required, to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. It will be retained in accordance with KCC’s data retention schedule.
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, as well as any applicable legal requirements.
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 for the relevant service or for as long as is set out in any contract you hold with us.
Regarding funding applications, if your application is successful, then we will keep your information for the length of the project outlined in the application plus two years. If your application is unsuccessful then we will keep your information for two years from the date of the application.
Original film footage and photographs are retained for the length of the project outlined in the application plus five years, after which time they will be disposed of. After this time, photographs and film footage may still appear in previously published website articles, social media posts, printed publications or promotional materials.
Who has access to your information?
To help us provide some of our services, we may need to pass your information to our third party partners and other associated organisations. When we use third party service providers we will clearly state the information that we will share, and who it will be shared with. We will only disclose the personal information that is necessary to deliver the service but if you would like to find out more information about a specific product or service then please contact us by email at activekent@kent.gov.uk.
Active Kent & Medway Website
Your data is accessed only by Active Kent & Medway and its digital partners for essential services. In order to provide our online services we work with our digital development partners (Cyber Media Solutions and SportSuite), who help us manage our website (www.activekent.org). When you provide information through our website, they act as data processors for Active Kent & Medway and only process personal information in line with our instructions. They will have physical access to data collected through our website in order to do their essential works but will never use or access it outside of supporting us to resolve any technical issues.
Third Parties
We share personal information with the following parties:
• Any party approved by you
• Other service providers and advisors – for example, email marketing specialists, payment processors
• Professional advisors, data analysis and IT services (e.g. website, video- and teleconference services, Microsoft applications)
• External funding providers – to provide intelligence on our work areas as part of our service agreement
• Our partners and activity providers – for the purposes of providing you with
information on any tickets, opportunities, products and services, for the purposes of
arranging any events or workshops you have registered your interest in and for any
competition or awards process you have entered or where you have nominated
another person
• The government or our regulators -where we are required to do so by law or to assist with their investigations or initiatives
• Police, law enforcement and security services – to assist with the investigation and prevention of crime and the protection of national security.
None of your digital personal identifiable information is ever shared with anyone outside the process of submitting and storing your data at Active Kent & Medway.
We will not sell your information to third parties or share your information for marketing purposes.
We do not disclose personal information to anyone else except as set out above.
Your Rights
Under the GDPR you have a number of rights which you can access exercise free of charge which that allow you to:
- Know what we are doing with your information and why we are doing
- Ask to see what information we hold about you
- Ask us to correct any mistakes in the information we hold about you
- Object to direct marketing
- Make a complaint to the Information Commissioners Office
Depending on our reason for using your information you may also be entitled to:
- Ask us to delete information we hold about you
- Have your information transferred electronically to yourself or to another organisation
- Object to decisions being made that significantly affect you
- Object to how we are using your information
- Stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation https://ico.org.uk/
If you would like to exercise a right, please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk
Keeping Your Personal Information Secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
All information you provide to us is stored on secure servers. This includes as an account on our website, a CRM system, and Microsoft Sharepoint to enable us to administer communications with you and marketing information where explicit consent has been given. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Links to other Websites
Our websites may contain links to and from external websites, advertisers and affiliates. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.
Who to Contact
The accuracy of your information is important to us. If you would like to update or amend the information that we hold about you, then please contact us with the subject ‘Data Access Request’.
By email: activekent@kent.gov.uk
In writing: Active Kent & Medway, Worrall House, 30 Kings Hill Avenue, Kings Hill, Kent, ME19 4AE.
or by telephone: 03000 414141
Please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk or by writing to the Data Protection Officer at Sessions House, Maidstone, Kent ME14 1XQ.
The United Kingdom General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner. Follow this link to make a complaint or telephone 0303 123 1113.
For further information please follow this link to Kent County Council Privacy Statement.
Changes to Our Privacy Policy
We will review this policy on an annual basis or sooner if legislation requires.
Last updated January 2026.