We’re taking your personal data seriously
Explore Kent Privacy Policy
At Explore Kent, we’re committed to protecting and respecting your privacy.
This privacy notice explains how we collect, use, store and protect your personal data when you interact with Explore Kent, including when you submit events, contact us, take part in competitions or use our services.
Explore Kent is delivered by Kent County Council, which is the data controller and responsible for ensuring your personal data is handled in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We will:
- only collect personal data for specified purposes
- explain why we are collecting personal data
- where necessary, seek consent relating to the use of personal data
- retain personal data securely and
- only hold personal data for a specified amount of time after which it will be deleted.
If you have any questions regarding this policy or our privacy practices, then please contact us:
by email: explorekent@kent.gov.uk
in writing: Explore Kent, Kent County Council, County Hall, Maidstone, Kent, ME14 1XQ
or by telephone: 03000 414141 (Monday to Friday, 9am to 5pm).
We may change our privacy notices from time to time, so please check the Explore Kent website (www.explorekent.org) occasionally to ensure that you’re happy with any changes.
Who are we?
Explore Kent is a Kent County Council led partnership with public, private and voluntary sector partners. It promotes and encourages Kent’s residents and visitors to access, enjoy and benefit from Kent’s natural and outdoor spaces.
Kent County Council works with a range of countryside, leisure and active travel services, including Kent Downs National Landscape, Kent Country Parks, Countryside Management Partnerships, Kent Sport and Highways, to ensure users receive a consistent and high-quality service.
The personal information we collect depends on the service you use, but may include:
- Name
- Organisation or group name
- Email address and telephone number
- Event or competition entry details
- Images and supporting content you upload
We will always make clear what information is required at the point of collection.
Events submission and events uploader
When you submit an event using the Explore Kent events submission form, we collect information to allow us to review, manage and publish your event.
This may include:
- Your name and organisation or group name
- Email address and contact details
- Event details, including dates, location and description
- Images uploaded to promote your event
Submitted events do not appear on the website immediately. All events enter a moderation process and are reviewed by Explore Kent staff before publication.
Images and event information are stored securely within our systems. Access is restricted to authorised Explore Kent staff and approved partners with a business need to manage events.
In some cases, events may be shared across other Kent County Council websites, such as Kent Downs National Landscape or related services, using an internal event distribution system. Where relevant, you will be informed that your event may be shared and given the opportunity to opt in or opt out.
Partner and organiser accounts
Some event organisers or partners may be given access to a secure self-service area to manage their own events and organisation details.
Where this applies:
- You will be responsible for keeping your login details secure
- You may be able to add, edit or copy events via a front-end form
- Organisation details such as logos, descriptions and contact information may be displayed publicly alongside your events
Access is managed securely and partners do not have access to the website administration system.
What information do we collect?
The personal information we collect depends on the service you use, but may include:
- Name
- Organisation or group name
- Email address and telephone number
- Event or competition entry details
- Images and supporting content you upload
We will always make clear what information is required at the point of collection.
How is your information used?
We may use your information to:
- Process and manage event submissions
- Publish approved events on our website and social media channels
- Communicate with you about your submission or enquiry
- Administer competitions and select winners
- Seek feedback to help improve our services
- Notify you of changes to Explore Kent services
We only use your personal data where we have a lawful basis to do so. This is usually because:
- You have given your consent
- It is necessary to perform a task in the public interest
- It is necessary to deliver a service you have requested
How long will we hold your information?
We review our retention periods for personal information on a regular basis. We are required by law to keep some information, but in general we will only keep information for as long as is necessary for the relevant service or for as long as is set out in any contract you hold with us. If you would like to find our more information about a specific product, service or retention period then please visit the relevant webpage on our website (www.explorekent.org) or contact us by email at explorekent@kent.gov.uk.
Who has access to your information?
We will not sell or rent your personal data to third parties.
Your information may be shared with trusted third-party suppliers or partner organisations where this is necessary to deliver a service you have requested. In all cases, only the minimum information required is shared, and appropriate data protection agreements are in place.
How you can access and update your information
The accuracy of your information is important to us. If you would like to update or amend the information that we hold about you, then please contact us:
by email: explorekent@kent.gov.uk
in writing: Explore Kent, Kent County Council, County Hall, Maidstone, Kent, ME14 1XQ
or by telephone: 03000 414141 (Monday to Friday, 9am to 5pm).
Your Rights
Under UK GDPR, you have the right to:
- Be informed about how your data is used
- Access the personal data we hold about you
- Request correction of inaccurate data
- Object to direct marketing
- Request deletion of your data in certain circumstances
- Request restriction of processing
- Request data portability
- Object to how your data is being used
- Lodge a complaint with the Information Commissioner’s Office
Some rights may be limited where we are required to retain information to meet legal obligations. Exercising your rights may affect your ability to take part in certain Explore Kent services.
To exercise your rights, contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk.
Keeping your personal information secure
We use appropriate technical and organisational measures to protect your personal data from loss, misuse or unauthorised access.
Access to personal data is limited to staff and partners who have a genuine business need. All data is handled in line with Kent County Council security policies.
If a data security breach occurs, we will act promptly and notify you and relevant regulators where legally required.
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 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 visit https://www.kent.gov.uk/about-the-council/about-the-website/privacy-statement