This notice explains what personal data (information) we hold about you, how we collect, how we use and how we may share information about you. We are required to give you this information under data protection law.

Who we are

The Kent Country Parks service is owned and run by Kent County Council. Kent County Council provides a range of statutory and other services to local people and businesses and needs to collect, use and process personal data to deliver these services. 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 ‘data controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

When we collect and use your personal information we will comply with the Data Protection Principles. In order to collect personal data this must be provided to us via our online booking platform. Information provided to us in relation to a purchase of a season ticket in any other format, including written or verbal information will be transferred to our online booking platform in order to administer your purchase. The online booking platform is accessed through the Kent County Parks website and notification about cookies is provided. The booking platform is hosted by a third party.

In order for you to purchase a standard annual season ticket from us we collect the following personal data via our online booking platform when you provide it to us:

• Your contact details (e.g. name, email address, full postal address, telephone number and country of residence)
• A password
• The date that you wish the annual season ticket to be valid from
• The vehicle registration number(s) that you wish to be linked to your season ticket
• Financial information (e.g. debit / credit card information to make a payment for the service to be provided)

In order for you to purchase a Blue Badge annual season ticket from us we collect the following personal data via our online booking platform when you provide it to us:

• Your contact details (e.g. name, email address, full postal address, telephone number and country of residence)
• A password
• The date that you wish the annual season ticket to be valid from
• Your Blue Badge number
• In the event that you are not the Blue Badge holder but their nominated carer then additional personal information about the Blue Badge holder (e.g. name and full postal address)
• The vehicle registration number(s) that you wish to be linked to your season ticket KCP Privacy Notice Season Tickets – V3 04.06.18 - HP
• In the event the vehicle is registered to a carer and not the Blue Badge holder then additional information about the vehicle owner (e.g. name, full postal address)
• Financial information (e.g. debit / credit card information to make a payment for the service to be provided)

We use your personal information to:

• administer your season ticket and exemption from parking charges for the duration of the validity period of the season ticket (in accordance with our Terms and Conditions), send you a booking confirmation by email and to contact you to advise of any changes to your season ticket after it has been purchased
• arrange payment and/or refunds of your season ticket (in accordance with our Terms and Conditions) via WorldPay or via KeyIVR.

In order to purchase a season ticket you are required to set up an account with us. This will allow you to manage your personal information, delete your account with us, view and amend your past, current and future bookings if applicable and to make new bookings (in accordance with our Terms and Conditions).

If you give us the relevant opt-in consent when you create your account, we may use your personal information to:

• send you marketing information about relevant Kent Country Parks events or services we think may be of interest to you
• send newsletters, annual reports and other relevant information about Kent Country Parks that we think may be of interest to you.

How long your personal data will be kept

We will hold your personal information securely and retain it for 3 and a half years in accordance with Kent County Council’s retention schedule.

Reasons we collect and use your personal information

The provision of your personal information is required from you to enable us to administer your season ticket and provide exemption from parking charges for the validity period of your season ticket.

If you do not provide your personal information, we will be unable to arrange for you to purchase a season ticket or to arrange for your vehicles to be exempt from parking charges.

When you accept the terms and conditions of your purchase you enter into a contract with us. We rely on ‘processing is necessary for the Performance of a Contract to which the data subject is a party’ as being the lawful basis on which we collect and use your personal information.

We rely on Articles 6(1)(b) – Performance of a Contract.

Our booking platform is provided by a third-party supplier and used to capture and manage your booking details to arrange the provision of your season ticket. All customer data is stored using industry standard encryption including back-ups. The data is managed by Field Dynamics who are accredited to manage customer data to industry standards (ISO27001) and take credit or debit card payments (PCI-DSS). The third-party is able to access personal data in the course of supporting, maintaining and developing the KCP Privacy Notice Season Tickets – V3 04.06.18 - HP booking system on our behalf. They are contractually bound through G Cloud 8 Framework Agreement RM1557Viii GET17001 to ensure compliance with the Data Protection and specifically that data accessed in the course of their work is not accessed unnecessarily, retained or misused. Data is not retained by the third party after the end of the contractual arrangement with them.

Your name and vehicle registration number(s) is shared with Euro Car Parks Ltd and stored using industry standard encryption including back-ups. Euro Car Parks Ltd retain details of your vehicle registration number for the duration of your season ticket validity plus 10 days following the expiry of your season ticket. This data is retained for the purpose of ensuring that exemptions have been captured correctly according to the payments and length of stay of your vehicle. Data relating to the use of pay and display machines, pay-by-phone and other payment mechanisms are retained for six months to ensure your ability to appeal a potential parking charge notice. Vehicle registration marks from payment mechanisms are maintained separately and exclusively for the purpose of payment and are separate from Automatic Number Plate Recognition data. Euro Car Parks Ltd are contractually bound through contract ECP/ANPR/SLA last updated on 01.04.2018 to ensure compliance with Data Protection and specifically that data shared in the course of this contract is not accessed unnecessarily, retained or misused.

Further details about how Euro Car Parks Ltd may use and store your data can be found on the Euro Car Parks website.

Who we share your personal information with

All our staff are employed directly by Kent County Council and are trained to handle your information correctly and protect your privacy. We routinely share your information with other Kent Country Parks staff where it is necessary to ensure provision of your season ticket. Your information will only be shared with other Kent County Council staff, Kent County Council departments or commissioned providers of local authority services (call centre and payment services) as required to facilitate your booking or where required to by law and with sound legal basis.

This data sharing enables you to purchase a Kent Country Parks season ticket.

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 providing season ticket facilities 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.