Term Time Only compensation privacy notice

This notice explains what personal data (information) we hold about you, how we collect and 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) provides a wide range of statutory and other services to local people and businesses and needs to collect, use and process personal information about you. 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.

Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

To meet our statutory obligations to process eligibility for Term Time Only compensation, the following personal information will be collected:

  • data from payroll providers

To process and validate your claim for Term Time Only compensation, you will be required to supply the following information:

  • name
  • job title(s)
  • work location(s)
  • directorate (where appropriate)
  • employee reference number(s)
  • email address
  • home address
  • telephone number
  • National Insurance Number
  • additional requirements

How we use your personal information

We use your personal information to validate and process your Term Time Only compensation claim.

We seek to ensure that our information collection and processing is always proportionate.

Who we share your information with

To process Term Time Only compensation claims, we will be required to share your information with the following third parties:

  • Advisory, Conciliation and Arbitration Service (ACAS) - ACAS is an independent public body who will provide an advisory service to employees regarding the COT3 process (COT3 is the agreement which records the terms of settlement)
  • Invicta Law - To process Term Time Only compensation eligibility and validation of ET1 claims

How long your personal data will be kept

We will hold your personal information in accordance with the KCC Retention Schedule.

We will not hold this information for longer than is reasonably necessary in providing a service to your employer or as is required by law.

Upon expiry any personal data will be securely destroyed.

Where information may be held

Information may be held at our offices and those of our service providers, representatives and agents to support the compensation claim.

Your rights

Under the GDPR you have a number of rights which you can access 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
  • 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.

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 Commissioners Office (ICO) on individuals’ rights under the 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.

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.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who can be contacted on 03031 231113.

Read our corporate KCC privacy statement.

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.