Innovation Delivery Team privacy notice

We keep this privacy notice under regular review and it was last updated on 9 February 2022.

Kent County Council respects 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.

This privacy notice is strictly in relation to the activities of the Innovation Delivery Team.

Who we are

Kent County Council collects, uses and is 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.

The Design and Learning Centre has merged with our Project and Portfolio Management Team to become the Innovation Delivery Team. The vision of the Design and Learning Centre will continue to be at the centre of what we do, by working collaboratively to create the right conditions for innovation to work, understanding problems and designing solutions the Innovation Delivery Team will enable innovation and change to make a difference every day.

Personal information we collect and use

Information collected by us

As part of the Innovation Delivery Team, we collect personal information from you in the following ways:

Events, workshops & training
Newsletter sign up
The development of case studies
Our website

We collect the following personal information via the methods listed above when you provide it to us:

Name
Job Title
Organisation
Email Address
Signature
Contact Telephone Number
Your image via photograph or video

We 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 us:

Your view and/or experiences which may include special category data such as health, ethnicity, religious information.

How we use your personal information

We use your personal information in the following ways:

to send you newsletters and regular updates on projects, upcoming events and training where you have consented to be part of a distribution list
to create and maintain distribution lists for our projects (see page 1 for the full list of our projects), where emails will be sent periodically with updates, event invitations and other information deemed to be of use, we will only contact you where you have consented to be part of a distribution list
to develop content for our web pages, including the uploading of your image in the form of photographs, videos and case studies.
to create videos and other forms of media (e.g. pictures)
to develop promotional material (e.g. flyers, brochures, posters, pull up banners, newsletters and presentations delivered internally and externally)
as part of our social media and newsletter content
we use attendance lists at all events, workshops and training sessions so we can see who is in attendance for safety reasons so in case of an emergency or evacuation we can account for all attendees. We also use this information following attendance at an event, workshop or training session to send you a post event, workshop or training session communication. We will not share your contact details and will only use them in the above two ways during and following attendance at one of our events, workshops or training session.

The information you provide to us in relation to case studies, video and other media (e.g. photographs) may be uploaded into the public domain via our website, social media content and newsletters. This means the information you provide will be accessible to the general public.

How long your personal data will be kept

Newsletters

We will hold the information via Mailchimp to manage our newsletters; please see Mailchimp’s Privacy Notice for more information. This information will only be held while we have your consent, which can be withdrawn at any time by unsubscribing from our mailing list via a link we include on all our newsletters.

Distribution Lists

If you have subscribed to a project distribution list as listed above, your contact information/preferences will be held in a secure database/contact list until such time that you remove your consent.

Case studies

Information supplied as part of case studies will be held in by us internally for 3 years unless you withdraw your consent prior to this point. Once you have withdrawn your consent or your consent has expired the information will be held in line with Kent County Council’s Data Protection Policy before being securely destroyed.

If you no longer wish for us to use the information you have shared with us you can withdraw your consent at any time by notifying the Innovation Delivery Team in writing either via email (innovationdeliveryteam@kent.gov.uk) or by post, which is to be addressed as follows: Innovation Delivery Team, 3rd Floor Invicta House, Maidstone, ME14 1XX. On receipt of your notification we will stop using your information in future publications, but it may continue to appear in publications already in circulation.

Video and other media

Please refer to the signed permission form in relation to the use of your image captured via video or other media (e.g. photographs), as this will be retained as per the signed consent form. Videos that are captured by the Innovation Delivery Team will also be stored online via our YouTube account; for more information please see YouTube’s Privacy Policy.

Information supplied to us in the form of videos and other images will be securely held by us for three years unless you withdraw your consent prior to this point. Once you have withdrawn your consent or your consent has expired, the information will be held in line with Kent County Council’s Data Protection Policy before being securely destroyed.

If you no longer wish for us to use the information you have shared with us you can withdraw your consent at any time by notifying the Innovation Delivery Team writing either via email (innovationdeliveryteam@kent.gov.uk) or by post, which is to be addressed as follows: Innovation Delivery Team, 3rd Floor Invicta House, Maidstone, ME14 1XX. On receipt of your notification we will stop using your information in future publications, but it may continue to appear in publications already in circulation.

Social media

As part of our social media activity we use information such as videos, images and case studies to build content for our posts. The Innovation Delivery Team will use the @IDT_Innovation Twitter account to share this information, for more information please see Twitter's Privacy Policy. We will only use information that you have already consented for us to use and once the consent has expired we will no longer use the information supplied in future social media posts.

On receipt of your notification we will stop using your information in future social media posts, but it may continue to appear in social media posts already in circulation.

Sign in sheets (workshops, events and training): All sign in sheets will be held for three months from the date of the event; this will allow sufficient time for any follow up communications that are related to the event, workshop or training session attended.

Reasons we can collect and use your personal information

When we collect your personal data, we rely on the following legal bases:

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

When we collect your ‘special categories of personal data’, (such as health, race, ethnicity, sexual orientation) we rely on the following legal bases:

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

The provision of the information we collect from you is reliant on consent and is required from you to enable us to use the information you have provided in the ways set out within this privacy notice. 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.

Who we share your personal information with

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.

NHS and care services

We have processes in place for considering requests for data disclosures for purposes beyond direct care which is consistent with national data opt-out policy. Our organisation is compliant with the national data opt-out policy.

To find out more about the NHS’ wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, visit the NHS website. If you do choose to opt out, you can still consent to your data being used for specific purposes.

Your rights

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

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 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

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.

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.