At Active Kent & Medway, we’re committed to protecting and respecting your privacy. We aim to provide you with the highest quality service whilst you are accessing our services. To do this, we must keep records about you and the services we provide for you. We aim to maintain high standards, 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.
If you have any questions regarding this policy or our privacy practices, then please contact
us:
by email: activekent@kent.gov.uk
in writing: Active Kent & Medway, Kent County Council, Worrall House, 30 Kings Hill Avenue, West Malling, Kent, ME19 4AE.
We may change our privacy notices from time to time, so please check the Active Kent & Medway website (www.activekent.org) occasionally to ensure that you’re happy with any changes.
Who are we?
Active Kent & Medway is a service within Kent County Council funded by Sport England working as the Active Partnership for Kent. 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. 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.
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.
As the programme expands, we will be working 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 – ActiveKent
How do we collect information from you?
We obtain information about you when your school is invited the join the Everyday Active Schools Programme by either Active Kent & Medway or your local School Games Organiser or if you contact us to enquire about joining the programme.
Your data is collected either:
• digitally through our website or by email
• via Microsoft Form
• 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
Cookies and tracking data
As part of enhancing your experience on our 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. For more information please visit www.activekent.org/privacy.
What information do we collect?
The personal information we collect will include your name, contact details and information appropriate to the Everyday Active Schools programme. We will state clearly the information we will be collecting when we contact you.
Across the academic year, Active Kent & Medway will use a number of different approaches to gain information for monitoring, evaluation and learning purposes, whether that be meetings via Microsoft Teams or surveys via Microsoft Forms. Any quotes or information used to demonstrate the impact of the Everyday Active Schools programme will be anonymised.
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.
How is your information used?
We may use your information to:
• 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.
Information gathered may be used to promote the Everyday Active Schools programme and demonstrate it’s impact. Through this information, no individuals will be identifiable.
How long will we hold your information?
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.
Who has access to your information?
We will not sell or rent your information to third parties or share your information with third parties for marketing purposes. If your school agrees to join the Everyday Active Schools Programme, your information will be shared with the relevant School Games Organisers who will support your involvement within the programme. We may pass on your information to our partner services within Kent County Council which link to the Everyday Active Schools Programme and who can provide additional support, resources and opportunities. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service such as The Youth Sport Trust and Sport England.
How you can access and update your information
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:
by email: activekent@kent.gov.uk
in writing: Active Kent & Medway, Worrall House, 30 Kings Hill Avenue, Kings Hill, Kent, ME19 4AE.
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 it
• 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.
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.
Who to Contact
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.