Community Warden Service privacy notice

We keep this privacy notice under regular review and was last updated on 2 August 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.

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.

The Community Wardens provide a range of services and work with local organisations and residents to enable the people of Kent to live safely and independently in their communities, create strong resilient neighbourhoods and improve quality of life.

Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

In the course of providing the Community Warden service to you, we collect the following personal information when you provide it to us:

  • Name
  • Contact details (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:

  • Details of medical conditions (if relevant and appropriate)
  • Details of incidents.

How we use your personal information

We use your personal information to signpost you to or make referrals to appropriate support services. Details of these options will be discussed with you and your consent will be obtained prior to making any referrals.

Reasons we can collect and use your personal information

We rely on Article 6(1)(e) as the lawful basis on which we collect and use your personal data, i.e. that ‘processing is necessary for the performance of a task carried out in the public interest’.

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

We rely on the substantial public interest condition from Schedule 1 of the Data Protection Act 2018 when relying on Article(9)(2)(a) to process your special category data.

If you do not provide personal data (name, contact details and relevant medical conditions) we may not be able to ensure that any necessary health needs are met.

How long your personal data will be kept

All personal information recorded by the Community Wardens in accordance with the above are stored within controlled pocket notebooks, and retained securely for a total of 7 years after which time, the notebooks are securely destroyed. Only relevant and necessary information may be shared with partners who are signatories to the Kent and Medway Information Sharing Agreement - a documented protocol which sets out how public services in Kent and Medway share information whilst respecting the privacy and confidentiality of individuals and protecting their personal information whilst ensuring they receive effective and efficient services.

Who we share your personal information with

We do not routinely share any personal information. Where there is a need to share your details for signposting or referral purposes, we will obtain your consent before any referrals are made.

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

Your rights

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

  • where we have relied upon consent, you can 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 GDPR.

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 the Kent Community Warden Service by emailing community.wardens@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, or write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.

Read our corporate privacy statement.