Kent Community Safety Team Events, Information and Promotion 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), on behalf of the multi-agency Kent Community Safety Team (KCST) collects, uses and is responsible for certain personal information about you.

The Kent Community Safety Team (KCST) is a multi agency team consisting of Kent Police, Kent Fire and Rescue Service (KFRS) and Kent County Council (KCC) staff who help support the work of the Kent Community Safety Partnership (KCSP). The KCST work in a collaborative way to address the key community safety priorities for the county highlighted within the Kent Community Safety Agreement.

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.

Personal information we collect and use

Information collected by us

In order for us to provide you with details of events, follow up to the events, provide updates, messages and share information, we collect the following personal information when you provide it to us:

  • name of person making the booking for an event
  • name/s of person/people attending events (if different/in addition to the above)
  • address
  • contact number
  • email address
  • whether there is any special category data (for example, accessibility, dietary, health requirements)

We may also take promotional photographs at events and your consent will be sought during the registration process.

How we use your personal information

We use your personal information to provide you with details of any Community Safety related:

  • Events – We will communicate with you about your booking and ensure that necessary arrangements are made for accessibility and dietary requirements. We will also contact you to obtain feedback on events attended and to provide information about future events that may be of interest to you.
  • Information – We will share and disseminate community safety information to you that is pertinent to your role/organisation.
  • Promotion - We may use photographs to promote the work of the Kent Community Safety Partnership with your explicit consent.

How long your personal data will be kept

We will hold and use the personal information that you provided to register for an event for 3 years, after which time it will be securely disposed of.

Any photographs and images that are taken at the event, will be stored securely and used only for the purposes detailed within this privacy notice, for 3 years or until you withdraw your consent, whichever comes first.

Reasons we can collect and use your personal information

We rely upon your consent to collect and use your images/personal data is that the data subject has given consent for photographs to be taken for a specific reason

The lawful basis on which we rely for processing your personal details in relation to the management of the event and subsequent follow up, is that processing is necessary for the performance of a task carried out in the public interest namely, for the coordination of community safety related events, promotion of the Kent Community Safety Partnership and the cascading of relevant information to protect communities.

Data relating to your health

You may 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 to make adjustments, so you can attend the event.  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

Your photographs may be used in print and electronic form including but not limited to publications, press, websites, apps and social media platforms.

We may share information with other members of the Kent Community Safety Team for the purposes of undertaking community safety related activities outlined above.

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:

  • withdraw consent (unsubscribe) at any time by contacting the Kent Community Safety Team by emailing communitysafetyunit@kent.gov.uk
  • 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.

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.