We keep this privacy notice under regular review and it was last updated in October 2021. There is a child friendly alternative to this privacy notice.

Active Kent & Medway respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

Who are we?

Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018. We are responsible as ‘controller’ of that personal information.

Active Kent & Medway is a service within and part of Kent County Council. 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.

Our Data Protection Officer is Benjamin Watts.

The personal information we collect and use

Information collected by us

In the course of the children and young people insight survey we collect the following personal information when you provide it to us:

  • school name
  • school year
  • whether you are eligible for free school meals

We also collect the following ‘special category data’ (personal data which is more sensitive and is treated with extra care and protection) when you provide it to us:

  • information about whether you have a disability and, if so, the nature of that disability
  • information about your ethnic origin
  • your gender

How we use your personal information

We use your personal information to:

  • investigate the physical activity/sport attitudes and behaviours of children and young people in Kent and Medway
  • inform future programmes and activities offered

Reasons we can collect and use your personal information

We rely on public task (Article 6(1)(e)) as the lawful basis on which we collect and use your personal data.

We rely on substantial public interest (Article 9(2)(g)) as the lawful basis on which we collect and use your special categories of personal data.

We take the following appropriate safeguards in respect of your special category data when relying on the conditions above:

  • we have a Special Category Appropriate Policy Document
  • this policy is retained throughout the time we use of your data and for 6 months after we cease to use it
  • we have a Retention Schedule which explains how long data is retained
  • we maintain a record of our processing in our ‘Record of Processing Activities’ and record in it any reasons for deviating from the periods in our Retention Schedule.

How long your personal data will be kept

We will hold your personal information for:

  • Individual responses will be retained for 2 years after which they will be reviewed and securely disposed of, in line with KCC’s data retention schedule (LC3.2.07).
  • Collated insight/reports will be kept indefinitely.

Who we share your personal information with

We will not share individual responses, however we will share aggregated reports with school PE teachers and School Games Organisers (SGOs). SGOs are employed by a host school to work within districts in Kent to help to improve and add value to their district’s school sport offer.

We will use pseudonymisation, masking and data minimisation techniques to reduce the risk of individuals being identified, such as suppressing numbers below five for a particular demographic and stripping names or identifying comments from free text responses.

This data sharing enables PE teachers and SGOs to gain a broad overview and insight on the pupils they provide physical activity and sport for. The report will allow them to use the data effectively to inform their internal school and district plans. A county-wide report will be compiled for sharing county insight to partners.

We transfer your data to the following countries or organisations outside the UK:

  • We use Microsoft Forms to collect your responses. This means we transfer your data to Microsoft who store our data in the EU based on a decision in law, that the data protection laws in the EU are adequate. Please follow this link for a copy of the law.

Your Rights

Under the UK GDPR you have a number of rights which you can access free of charge which 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 Commissioner’s Office.

Depending on our reason for using your information you may also be entitled to:

  • object to how we are using your information
  • 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
  • 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. Please note: your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the United Kingdom 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

The accuracy of your information is important to us. If you would like us to update, amend or delete the information that we hold about you, then please contact us:

by email: activekent@kent.gov.uk
in writing: Active Kent & Medway, Kent County Council, Worrall House, 30 Kings Hill Avenue, Kings Hill, Kent, ME19 4AE.
or by telephone: 03000 414001.

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.

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

profile photo of Daniel Bromley

Daniel Bromley

Clubs and Schools Development Officer