Lockdown Legends privacy notice

This notice explains what personal data (information) we hold about you, how we collect, 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) collects, uses and is responsible for certain 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.

The Kent Lockdown Legends project for young people is run by Integrated Children's Services. The programme celebrates the positive stories during Lockdown and beyond of our young people across Kent.

We collect and use your personal information to undertake the Lockdown Legends project, which promotes positive stories of young people and celebrates the efforts and achievements of young people and groups across Kent.

Nominations are considered by young people and our youth teams across Kent. All nominees will receive a recognition certificate to celebrate their nomination. Following receipt of the recognition certificate, consent is required before we are able to contact the young person, interview them about their achievements and for inclusion in our celebratory video / photo montage which will be featured on YouTube and across our social media channels.

Personal information we collect and use

Information collected by us

In the course of running the Lockdown Legends project, from nomination to celebration, we collect the following personal information, when you (the nominee) or nominator provide it to us:

  • nominee’s personal information (such as name, address, contact details, mobile phone number, date of birth, gender)
  • nominator’s personal information provided (such as name, address, organisation and contact details, mobile phone number)
  • information provided by the person giving consent if parent/guardian (such as name, address, contact details, mobile phone number)
  • reason for nomination (achievements and efforts recognised)
  • any further details such as issues or challenges you have faced, working together with others and in your community.
  • photographs and images provided with nomination, and any other photographs or images supplied or taken with consent.

We also obtain personal information from the following other sources:

  • further comments from your nominator about your more recent achievements and efforts to ensure we are up to date with the story.

How we use your personal information

We use your personal information to:

  • maintain a secure nominations log for recording purposes. This data is held with a central team and not shared.
  • provide all nominated young people with a recognition certificate and letter seeking consent to include the young person in our celebratory video.
  • securely store your nomination form and further information submitted
  • allow district and area nominations panels to present certificates in line with local arrangements, via Kent County Council.
  • to facilitate script/ sound bite research and development with the nominator, the young person and their parent/guardian.
  • where consent has been given for photos and recordings, these may be used by the project team and by the KCC press office to publicise the project
  • evaluate and quality assure the services we provide throughout the Lockdown Legends project

How long your personal data will be kept

We will hold the Lockdown Legends nominated young person’s personal information securely by retaining the name and contact details of them to be able to invite to reunion events and promotion of their award after the event. After this time the personal information will be securely destroyed. All nomination forms are securely destroyed after one year.

Photos and recordings will be used by the project team and KCC press office and will be placed online and enter the public domain.

Reasons we can collect and use your personal information

We collect and use your personal information as we have a legitimate interest to collect Lockdown Legends nominations to promote positive stories of young people to celebrate the efforts and achievements of young people across Kent.

Following receipt of nominations, we rely on consent to process your personal information and proceed with the celebratory video. If you are 13 or over, we will seek your consent. If you are under 13 or have difficulty in making your own decisions, we will seek consent from your parent/guardian.

We rely on consent for the taking and use of photos, sound bites and video recordings.

You may withdraw your consent at any time. If you withdraw your consent before the award, your nomination will not be processed any further and any personal information that had been collected will be held in line with the KCC data protection policy.

If you are nominated for a Lockdown Legends award and you remove your consent after the award is made, your name will be removed from the website/ YouTube channel /social media sites, however it may not be possible to remove all images/ videos once they are in the public domain.

If you withdraw your consent to photographs and video recording being taken prior to the award, your photograph or video images will not be taken.

If you withdraw your consent after the photographs or video have been put up online, if able to we will remove your photograph or video from the webpage/ YouTube channel / social media sites, however it may not be possible to remove all images/ videos once they are in the public domain.

Who we share your personal information with

  • Information is passed to the nominations team.
  • The person or organisation who made the nomination e.g. school will receive information on how far nomination has got, and a photograph of the event for school newsletter, where consent has been given.
  • Kent County Council press office in order to issue press releases which are issued following nominations, and photos and information of name, age (date of birth), town and a summarised story are provided, where consent has been given.
  • The producers of the award video so that they can share your positive story via our YouTube channel and social media sites.

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

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 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 GDPR.

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, 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.