Age Friendly Ambassadors privacy notice

We keep this privacy notice under regular review and it was last updated on 22 June 2026.

We respect your privacy and are 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.

View an easy read version of the Age Friendly Ambassadors privacy notice (PDF, 614.5 KB).

Who we are

We collect, use and are 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. Our Data Protection Officer is Benjamin Watts.

We have commissioned Involve Kent, a voluntary, community and social enterprise (VCSE) organisation based in Kent, to deliver the Age Friendly Kent Ambassadors’ Scheme as part of the Age Friendly Communities work led by our Public Health team. The scheme aims to amplify older people’s voices and promote age-friendly initiatives, enabling ambassadors to help shape community action plans that reduce isolation, improve wellbeing and strengthen age-friendly environments. Involve Kent will recruit, train and support volunteers, coordinate activity and gather feedback to support reporting and evaluation.

The personal information we collect and use

Information collected by us

In the course of running the Age Friendly Ambassadors’ scheme, Involve Kent collect personal information when you provide it to them. They collect:

• name, date of birth, address and contact details
• volunteer application information
• information related to our relationship with you (such as agreements, correspondence, meeting notes and attendance at events)
• feedback you provide about activities or events
• bank details.

Involve Kent 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 them. This can include:

• race or ethnicity
• information about health conditions or disabilities that may be relevant to your circumstances or the support you require.

We collect personal information, We collect:

• volunteer recruitment, training completion and involvement information collected by Involve Kent
• feedback or evaluation responses collected by either Involve Kent or the evaluation partner.

How we use your personal information

Your personal information is used to:

• recruit and support Age Friendly Ambassadors
• carry out DBS checks
• provide necessary training and volunteer support
• provide reasonable adjustments
• monitor participation across protected characteristics
• evaluate, impact assess, and quality assure the services we provide
• reimburse your travel expenses
• communicate information to you about Age Friendly Communities opportunities, events and other initiatives
• include in meeting minutes when you attend co-production or partner meetings to record attendance and contributions
• promote the Age Friendly programme on social media and other marketing methods for case studies (with consent)
• keep you safe from harm
• respond to enquiries and comments
• support our duties to improve population health and reduce inequalities.

Reasons we can collect and use your personal information

The following lawful basis is relied on when collecting your personal data:

• Article 6(1)(a) - Consent: the individual has given clear consent to process their personal data for a specific purpose.

When collecting your 'special categories of personal data' (such as health information), the following lawful basis is relied on:

• Article (9)(2)(a) - the individual has given explicit consent to the processing of those personal data for one or more specified purposes

The safeguarding of children and individuals at risk condition in the Data Protection Act 2018 is relied on to process your criminal convictions data.

We take the following appropriate safeguards in respect of your special category and/or criminal convictions data when relying on the conditions above. We:

• have an Appropriate Policy Document (our Adult Social Care and Health Directorate) in place when using your criminal convictions data
• 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

Your personal information will be held for the duration of the programme (30 April 2028) plus 12 months.

Who we share your personal information with

Involve Kent will share anonymised data with academic or research partners commissioned to conduct a process evaluation of the scheme to learn about how it was implemented, what worked, and what didn't work.

Ambassadors will be invited to participate in interviews/focus groups if they wish to, governed by our academic partner’s ethics approval. Personal data and anonymised data will be shared with our teams where needed for safeguarding, public health intelligence, or programme management.

Anonymised data will be shared with district partners involved in local Age Friendly Communities projects.

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

We will share personal information with our legal and professional advisers in the event of a dispute, complaint or claim. We rely on Article 9(2)(f) where the processing of special category data is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

Your rights

Under UK GDPR you have rights which you can exercise 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 (Subject Access Requests)
• 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
• withdraw consent (if applicable).

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. 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 .

Your right to withdraw your consent

Where we rely on your consent to process your personal information, you can withdraw your consent to our use of your data at any time. You can do this by contacting Involve Kent:

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.

Contact

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, through email or post at:

UK GDPR also gives you right to lodge a complaint with Information Commissioner, who may be contacted via the Information Commissioner's website or call 03031 231113.

Read our corporate privacy statement.