Who we are
We are an organisation called Active Kent & Medway which is part of Kent County Council. We help lots of organisations like sports clubs and schools to make it easier for everyone to play sport and be more active. We also help to organise the Kent School Games which your school might take part in.
What is a privacy notice about?
Sometimes we have to collect personal information about you, but we also have to follow certain rules and laws when we collect this information. This notice explains what information we may collect from you, what we must do and what you can do if you are not happy with anything.
What information do we collect?
We may collect:
- Your name
- How old you are or what school year you are in
- If you get free school meals
- Your opinion e.g. whether you enjoyed an event you attended
- Photos or videos of you (only with you or your parent or carer’s permission)
- Your parent or carer’s name
- If you are old enough to use our website then we may have collected some information about you such as your username or email address
We may also need to collect and use some more sensitive information about you, such as information about your race and health.
Why do we collect this information?
Sometimes we may collect, use or share information about you, but we are careful to do this only when it is necessary. The reasons why we have information about you and how we use that information will depend on how you are involved with Active Kent & Medway.
We use your information to:
- Help you join in with events safely
- Keep track of who in joining in to see how well we are doing
- Make sure everyone is treated fairly
- Share results with other people we work with to make our work better
- Try and get more people being active
Why do we share information about you?
There are certain people that we need to share your information with. These include:
- People who work with us
- People who help us organise events
- Someone who looks after you
How long do we keep information about you?
We only ever keep your information for as long as we need to or as is required by law before deleting it. We keep your data safe and don’t give it to anybody who doesn’t need it.
Your rights
- Know what we collect about you
- Ask to see your information
- Ask us to fix or delete the information
- Say no to photos or videos
- Stop sending you information
- Stop using your information, if you or your parent or carer previously told us that is was ok but you’ve changed your mind
Sometimes, we might not be able to do exactly what you ask — like if the law says we have to keep some information. But you can always ask, and we’ll explain why if we can’t do something.
We might need to involve your parents or carers in this, but if you have any questions or concerns about information we hold about you, you can ask your parents or carers to contact us at activekent@kent.gov.uk
If you’re worried about how we are using information about you, you can also ask your parents or carers to tell the UK Information Commissioner. The Information Commissioner looks into problems if they think companies are not using information about people properly. The ICO’s website is here www.ico.org.uk
What about consent?
If you’re under 13, we ask your parent or carer for permission. You can still say no to things like photos.
Summary of Your Privacy Rights
- We collect your name, age, and school info
- We ask permission before taking any photos or videos
- We may ask about your needs to help you join in safely
- We use your data to help make our events better
- Your data is kept safe and where no one else can see it
- You can ask to see or change your data
- Parents or carers give permission if you’re under 13
- If you are not sure about anything covered in the policy, send us an email at activekent@kent.gov.uk
More information
You can find out more about how we use your information in our full privacy notice. If there is anything that you don’t understand then ask an adult you trust like your teacher or someone in your family to help you.
If you have any questions for us then our email address is activekent@kent.gov.uk.