Community Warden Service privacy notice

This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you.  We are required to give you this information under data protection law.

Who we are

Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The Community Wardens provide a range of services and work with local organisations and residents to enable the people of Kent to live safely and independently in their communities, create strong resilient neighbourhoods and improve quality of life.

Personal information we collect and use

Information collected by us

In the course of providing the Community Warden service to you, we collect the following personal information when you provide it to us:

  • name
  • contact details (address, telephone number)
  • details of medical conditions (if relevant and appropriate)
  • details of incidents

Personal details are only recorded where relevant and necessary.

How we use your personal information

We use your personal information to signpost you to or make referrals to appropriate support services. Details of these options will be discussed with you and your consent will be obtained prior to making any referrals.

How long your personal data will be kept

All personal information recorded by the Community Wardens in accordance with the above are stored within controlled pocket notebooks, and retained securely for a total of 7 years after which time, the notebooks are securely destroyed. Only relevant and necessary information may be shared with partners who are signatories to the Kent and Medway Information Sharing Agreement - a documented protocol which sets out how public services in Kent and Medway share information whilst respecting the privacy and confidentiality of individuals and protecting their personal information whilst ensuring they receive effective and efficient services.

Reasons we can collect and use your personal information

The lawful basis on which we collect and use your personal data is that ‘processing is necessary for the performance of a task carried out in the public interest’.

As we may collect and use your special categories of personal data (relevant medical conditions) normally face to face but occasionally over the telephone, the lawful basis on which we collect and use this personal data is that ‘the data subject has given explicit consent for the processing.’

Data relating to your health

We need to collect and process data relating to your past, current and future health in so far as it is necessary to provide a safe working environment for you and for others. This is a requirement of the Health and Safety at Work Act and of the regulations made pursuant to that Act.

You may from time to time provide us with information about your physical and mental health, for example you may wish us to know about a health issue or disability you may have for the purpose of allowing us, our managers or our partner organisations to make adjustments to your volunteer working environment.

We rely upon explicit consent for the processing of this information. If you provide us with this information we will only process it (including sharing the information with our partners) to the extent that it is necessary for that purpose.

You may withdraw your consent at any time. If you do withdraw your consent no further personal information will be collected and the existing personal information shall only be retained in accordance with KCC’s data protection policy. If you do withdraw your consent we will not be able to ensure that any necessary health needs are met.

Who we share your personal information with

We do not routinely share any personal information. Where there is a need to share your details for signposting or referral purposes, we will obtain your consent before any referrals are made.

We will share personal information with law enforcement or other authorities if required by applicable law.

Your rights

Under the GDPR you have rights which you can exercise free of charge that allow you to:

  • where we have relied upon consent, you can withdraw your consent at any time
  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you (subject access request)
  • 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:

  • 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. 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 GDPR.

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 write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.

Read our corporate privacy statement.