Hugh and Montague Leney privacy notice
We keep this privacy notice under regular review and was last updated on 15 February 2023.
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.
This privacy notice is in relation to the Hugh and Montague Leney (Travelling) Award Trust.
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. We are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Benjamin Watts.
KCC implemented an application form that allows students to apply for monetary awards to aid funding for humanitarian projects overseas. KCC and The Hugh and Montague Leney Trust will assess to see if applicants meet the requirements.
The personal information we collect and use
Information collected by us
In the course of working with you we collect the following personal information when you provide it to us:
- Application information, for example: name, address, date of birth, email address, home address, school name, school address, reasons for applying, name of head teacher.
- Details of the planned trip, for example: name of place student is planning to go, route and method of travel, funding details.
How we use your personal data
We use your personal information to:
- assess application to see if student is eligible for the monetary award
- assess if the intended trip meets requirements
- let financial services know how much will be awarded.
Reasons we can collect and use your personal information
We rely on Article 6(1)(a) as the lawful basis on which we collect and use your personal data.
- Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
How long your personal data will be kept
We will hold your personal information for only as long as necessary and we rely on retention period CS4.6 to ensure your personal information is deleted and/or disposed at the end of the maximum retention.
Who we share your personal information with
We routinely share with:
- Trustees of the Hugh and Montague Leney Travelling Awards Trust (Mr Dan Polden, Mr Paul Johnson, Mrs Valerie Mitchell. Ms. Ana Rowley, Mr Steve Manion)
- Administrative Support to the Trustees, Miss Lily Moseley.
This data sharing enables applications to be reviewed and for the monetary award to be granted.
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 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 Commissioner's 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 but we may be required to hold or use your information to comply with legal duties. Please note that your request may delay or prevent us from considering your application for a loan.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the United Kingdom General Data Protection Regulation.
If you would like to exercise a right, please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk.
Your right to withdraw your consent
Where we rely on your consent to process your personal information, you can withdraw your consent to our use of your data at any time.
You can do this by contacting KCC on 03000 411016 or by email hughmontagueleneytrust@kent.gov.uk.
Information will no longer be processed, and information will be deleted securely. Applications made will be closed and the monetary award will not be granted.
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 United Kingdom General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner who may be contacted via their website or by calling 0303 123 1113.