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Kent Registered Managers Hub privacy notice

We keep this privacy notice under regular review and it was last updated on 13 August 2024.

Kent County Council (KCC) 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.

Who we are

KCC 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 Kent Registered Managers Hub was created to support care managers from all older people, adult, learning disability and mental health care services to, development managers, address skill gaps for the wider care workforce and identify recruitment and retention initiatives that will contribute to good quality care and support for the people they support.

Personal information we collect and use

Information collected by us

In the course of being signed up to the Kent Registered Managers Hub we collect the following personal information when you provide it to us:

  • Personal information such as first and last name, job title, organisational name, team name, organisational full postcode
  • Contact information such as email address, telephone number

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:

  • Reasonable adjustment information such as accessibility requirements such as requirement type, any information on how best we can support you
  • Dietary and allergy information, for example, intolerances, allergies, lifestyle information such as dietary or allergy type, any information on how best we can support you.

How we use your personal information

We use your personal information to:

  • manage training booking system and events and advising training partners on any requirements
  • manage the mailing list of recipients for monthly bulletins, regulation changes, training opportunities
  • understand demand of services, for example, training courses, by using organisational name postcode to identify what parts of Kent are engaging.

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 information) 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

We take the following appropriate safeguards in respect of your special category data when relying on the conditions above:

  • This policy is retained throughout the time we use your data and for 6 months after we cease to use it
  • We have a Retention Schedule which explains how long data is retained
  • 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 will only hold your personal information for as long as necessary. The criteria for determining retention periods are statutory or other industry requirements, legal liability or other legal requirements and best business practice.

We will only hold your information for as long as you are a member of the Kent Registered Managers Hub. You will also be removed from the Kent Registered Managers Hub mailing list if you no longer wish to be a member (retention period reference AS1.4.1).

If you inform us that you wish to unsubscribe from the mailing list, but will retain your Kent Registered Managers Hub membership, we will remove you from the mailing list (retention period reference AS1.4.2).

Information provided for training records (for example, name, contact details, allergy and dietary and reasonable adjustment requirements etc) will only be retained until the training has been completed (retention period reference AS1.4.3).

Who we share your personal information with

We routinely share the above personal information with the following organisations when we collect this personal information from you:

  • Training partners for the purpose of fulfilling course and event requirements. Training partners will be identified as part of communications that you would receive from us.

Each training partner will ensure that they have the relevant agreements in place with us to process your personal information.

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 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. Be aware that 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, 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 emailing kentregisteredmanager@kent.gov.uk. This allows you to withdraw from training, no longer be signed up to mailing list.

On receipt of your email notification we will stop using your information for the purposes that you have asked us to, however, be aware that we may need to circulate this information to our training providers so they can remove your personal information from their course details.

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, 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.