Forever Active Kent Grants privacy notice
We keep this privacy notice under regular review and was last updated on 26 June 2026.
We respect 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.
View an easy read version of the Forever Active Kent Grants privacy notice (PDF, 670.8 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.
This programme aims to strengthen and expand the network of providers across Kent who deliver primary prevention, community-based interventions. Its goal is to increase physical activity among Kent residents aged 50 and over, promoting the associated benefits for physical, cognitive, and emotional wellbeing.
The programme will deliver three 12-week evidence-based physical activity programmes per year, for up to three years. These programmes will focus on activities that improve strength and balance, targeting communities that will benefit the most.
Our Data Protection Officer is Benjamin Watts.
The personal information we collect and use
Information collected by us
In the course of delivering the physical activity programmes we collect the following personal information when you provide it to us:
- Name.
- Postcode.
- Telephone and mobile number.
- Email Address.
- Gender.
- Age.
We also collect your special category data (which is more sensitive and receives extra protection), including your ethnicity and limited health related information. This may include details about your mobility (such as walking ability or balance), disabilities that may require adjustments or support, and any relevant health conditions you choose to share to help us ensure that activities are safe, appropriate, and accessible for you.
How we use your personal information
We use your personal information to make sure the programme is delivered safely, appropriately, and fairly. Your activity provider uses the information you give them to:
- confirm you are eligible for the programme
- understand your needs and ensure that activities are suitable and safe for you
- manage your participation, including bookings, attendance, and any support you may require
- make reasonable adjustments where needed.
Active Kent & Medway (part of Kent County Council (KCC)) receives identifiable personal data about you, which is used to:
- understand who is taking part in the programme
- monitor programme reach, engagement, and performance
- evaluate the outcomes and impact of the programme
- understand whether the programme is effective and represents good value for public money
- carry out research and analysis to improve future services
This information helps us make sure the programme is meeting its aims, reaching the right groups, and supporting the health and wellbeing of residents across Kent.
Reasons we can collect and use your personal information
When we collect your personal data, we rely on the following legal basis:
- Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
When we collect your ‘special categories of personal data’ (such as health information), we rely on the following legal basis:
- Article 9(2)(h) - processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services.
We rely on the health or social care purpose condition from Schedule 1 in the Data Protection Act 2018 to process your special category data.
We take the following appropriate safeguards in respect of your special category data when relying on the conditions above:
- We have a retention schedule which explains how long data is retained (see records AS4.12.02, AS6.6.33, AS6.6.34).
- 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 only keep your personal data for as long as it is needed for the purposes of delivering, monitoring, and evaluating the programme. After this, it will be securely deleted.
Personal data collected by providers from programme participants
| Category | Retention period |
|---|---|
Personal and health information you provide to your activity provider (for example, contact details, mobility information, disability and health details needed to ensure safe participation) | Kept for up to 2 years from the date of your last contact with the provider. |
| Programme participation information (for example, attendance records, referral details, demographic data) | Kept for up to 2 years |
Data held by Active Kent & Medway (KCC)
Active Kent & Medway collects personal data from the providers that will be anonymised or aggregated when published. Data will be collected and used in line with the Active Kent & Medway privacy notice.
| Category | Retention period |
|---|---|
| Programme monitoring, performance, evaluation and reporting data (for example, KPIs, anonymised demographic data, activity reach and outcomes). | Kept for up to 6 years for audit, reporting and service management purposes. |
| Grant programme provider information (for example, performance returns, monitoring reports, documentation submitted as part of grant administration). | Kept for up to 6 years after the end of the grant period. |
Who we share your personal information with
Once your personal information is received by Active Kent & Medway, it is shared with the research partner based in the Public Health Team within Kent County Council. This internal sharing of information will support research and analysis to improve future services.
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. 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.
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:
- dpo@kent.gov.uk
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.