Kent Country Parks education sessions and courses privacy notice

This notice explains what personal data (information) we hold about you, how we collect, how we use and how we may share information about you. We are required to give you this information under data protection law.

Who we are

We own and run the Kent Country Parks service. We provide a range of statutory and other services to local people and businesses and needs to collect, use and process personal data to deliver these services. 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 ‘data controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

When you submit an Education Enquiry form, Kent Country Parks will use the information you provide only to respond to your enquiry and, where relevant, arrange your education visit. We collect staff contact details such as your name, organisation, email address and phone number. We do not collect children’s personal data through this form.

Your information:

• is used solely to manage your enquiry or booking
• is not used for marketing purposes
• will not add you to any mailing list
• is stored securely within Kent County Council Outlook mailboxes
• is accessible only to the Kent Country Parks Education Team and Business Support Team
• is not shared with third parties.

If you give us the relevant opt-in consent when you submit an Education Enquiry form we may use your personal information to:

• send you marketing information about relevant Kent Country Parks events or services we think may be of interest to you
• send newsletters, annual reports and other relevant information about Kent Country Parks that we think may be of interest to you.

How long your personal data will be kept

We will hold your personal information securely and retain it for 3 and a half years in accordance with our retention schedule.

Reasons we collect and use your personal information

The provision of your personal information is required from you to enable us to facilitate your education session or course.

If you do not provide your personal information, we will be unable to arrange for you to book and pay for your education session or course.

When you accept the terms and conditions of your purchase you enter into a contract with us. We rely on ‘processing is necessary for the Performance of a Contract to which the data subject is a party’ as being the lawful basis on which we collect and use your personal information.

We rely on Articles 6(1)(b) – Performance of a Contract.

Who we share your personal information with

All our staff are employed directly by us and are trained to handle your information correctly and protect your privacy. Your personal information including health data will only be shared with other Kent Country Parks staff. Your personal information, excluding health data, will only be shared with our other staff and departments or commissioned providers of local authority services (call centre and payment services) as required to facilitate your volunteering or where required to by law and with sound legal basis.

This data sharing enables you to book an education session at a Kent Country Park.

Your rights

Under 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 request)
• 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 at any time (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 providing season ticket facilities 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 GDPR.

If you would like to exercise a right, please contact the Information Governance 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 Governance 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:

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.