Medway Valley Countryside Partnership
Events Privacy Notice
Last Updated 14/05/2018
Who are we?
We are the Medway Valley Countryside Partnership; a not for profit conservation organisation, part of Kent County Council and work in in partnership with them.
Kent County Council 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 personal information we collect and use
Information collected by us:
In the course of Medway Valley Countryside Partnership projects/ activities/ events we collect the following personal information when you choose provide it to us:
- Contact details- Email address, home addresses, telephone numbers
- Bank details- to set up as suppliers through KCC iProc system related to certain projects only. Then the information is deleted by Medway Valley Countryside Partnership and
- We also take images and photos of people attending our events, which we use for publicity and marketing purposes with consent of participants via our photo consent forms.
How we use your personal information
We use your personal information to:
- Contact you regarding relevant projects/ activities which you have shown prior interest in
- Share on our social media platforms (this relates to photographs only)
- Share photos with funders as evidence of projects
How long your personal data will be kept
We will hold your personal information for:
- If you opt in to receive event information then your personal data (name, number, email) will be stored by MVCP until you wish to ‘opt out’ and at which time the information will be deleted.
- It is all held securely within our organisation database which only members of the MVCP staff have access to.
Reasons we can collect and use your personal information
We rely on legitimate interests as the lawful basis on which we collect and use your personal data.
We rely on processing being carried out in the course of its legitimate activities with appropriate safeguards as the lawful basis on which we collect and use your special categories of personal data.
Our legitimate interests are maintaining the ability to send out activity programmes and training opportunities, being able to contact you regarding future events/projects relevant to those in which the information was obtained.
The provision of your contact details is required from you to enable us to contact you regarding future events/projects relevant to those in which the information was obtained.
Who we share your personal information with
We do not pass on your details to any third parties outside of the Medway Valley Countryside Partnership without your explicit consent. With your consent via filling out our photo consent forms we do routinely share
Images/ photographs on our social media platforms:
This data sharing enables us to promote events and share updates on projects/ activities.
Update our project funders on projects which they are funding
We will share personal information with law enforcement or other authorities if required by applicable law.
Under the GDPR you have rights which you can exercise free of charge that 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 firstname.lastname@example.org.]
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 email@example.com 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 firstname.lastname@example.org or by writing to the Data Protection Officer at Sessions House, Maidstone, Kent ME14 1XQ
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 may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.
For further information, please view the Kent County Council Privacy Statement.