Privacy Policy

We keep this privacy notice under regular review and was last updated on 27 September 2024.

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 (DPA). We are responsible as 'controller' of that personal information. Our Data Protection Officer is Benjamin Watts.

Multiply is a Government funded programme which aims to support learners in boosting their confidence in maths skills. This involves KCC and our external partner training organisations designing and delivering a wide range of courses that include maths in their content. In order to report to the Department of Education and to gain feedback from learners, personal information will need to be collected directly from learners by the training organisation delivering the Multiply Programme. This will then need to be shared with Kent County Council and the Department of Education.

Personal information we collect and use

Information collected by us

In preparation and delivery of the training courses we collect the following personal information when you provide it to us:

• Name, title, legal sex, date of birth
• Contact details (address, telephone number, email address)
• Residency status
• Employment status
• Type of Benefits received
• National Insurance number
• Qualifications

We also collect the following special category data:

• ethnicity
• specified health conditions, disabilities and learning difficulties

How we use your personal information

We use your personal information to:

• provide reports to the Department of Education for the purposes of funding and potential research purposes
• to gain feedback on the course from the learner to assess and inform future service delivery
• to check that learners have attended a course and to investigate suspected inconsistencies in attendance data
• for research purposes and analysis

Reasons we can collect and use your personal information

We collect and use your personal information to carry out tasks in the public interest. We rely on the following legal bases under UK GDPR:

• Article (6)(1)(e) - Public task: the processing is necessary to perform a task in the public interest or for official functions (task or function has a clear basis in law).

When we collect or share special category personal data, we rely upon the following lawful bases under UK GDPR:

• Article (9)(2)(g) - Reasons of substantial public interest

We rely on the statutory and government purposes condition from Schedule 1 of the Data Protection Act 2018 to process your special category data.

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

• we have an Appropriate Policy document in place when using your special category and/or criminal records data
• 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 any reasons for deviating from the periods in our Retention Schedule

How long your personal data will be kept

Kent County Council keep your personal data as part of the Learner Record Service for 7 years after which the information is made inaccessible to system users or securely destroyed.

Who we share your personal information with

• teams within Kent County Council working to improve outcomes for children, young people and adults
• commissioned providers of local authority services
• partner organisations signed up to the Kent & Medway Information Sharing Agreement, where necessary, which may include health visitors, midwives, housing providers, Police, school nurses, doctors, and mental health workers
• Department for Education and other government departments as required

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 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 Commissioner's Office

Depending on our reason for using your information you may also be entitled to:

• object to how we are using your information
• 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
• 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 Information Commissioner's Office on individuals' rights under the UK 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.

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 UK GDPR also gives you the right to lodge a complaint with the Information Commissioner who may be contacted at their website or telephone 0303 123 1113.

For further information visit, please see the Kent County Council Privacy Statement.