At Active Kent and 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:

in writing: Active Kent and Medway, Worrall House, 30 Kings Hill Avenue, Kings Hill, Kent, ME19 4AE.

or by telephone: 03000 414001.

We may change our privacy notices from time to time, so please check the Active Kent and Medway website ( occasionally to ensure that you’re happy with any changes.

Who are we?

Active Kent and Medway is a service within and part of 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. We are an integrated team of Kent County Council and Sport England funded staff, working together as the Active Partnership for Kent. 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 will obtain information about you when you complete the online form via our website (

As part of enhancing your experience on the Active Kent and Medway  website  (, we have installed a number of tracking facilities that 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.

For more information please see our website privacy policy:  Active Kent and Medway website privacy policy  

What information do we collect?

We rely on your consent to store and process the personal information that we collect You will provide us with your name and contact details as well as information related to your coaching qualification and connections to any sports clubs or organisations.

How is your information used?

We will use your information to communicate with you regarding appropriate coaching support and advice. The communications will include emails and occasional  newsletters with information about Project 500 and Coaching in Kent. The personal contact details you provide will be used only for this purpose.

The demographic and coaching information you provide may be used for monitoring and evaluation purposes and to inform future work. No personal contact information will be included in any reports.

How long will we hold your information?

Your information will be stored for two years and then disposed of securely. We will contact you before the end of the two years to confirm if you still wish to receive communications from us.

Who has access to your information?

Only Active Kent & Medway will have access to your information and we will not share personal contact details with any third parties without your permission. The data will be stored  securely in a password protected document that only assigned officers will have access to.

Active Kent & Medway website

In order to provide our online services we work with our digital development partners (Cyber), who help us manage our website ( 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.

None of your digital personal identifiable information is ever shared with anyone outside the process of submitting and storing your data at Active Kent and Medway.

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:

in writing: Active Kent and Medway, Worrall House, 30 Kings Hill  Avenue, Kings Hill, Kent, ME19 4AE.

or by telephone: 03000 414001.

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 ]

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  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 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