Kent Travel Saver and Kent 16+ Travel Saver privacy notice

We keep this privacy notice under regular review and it was last updated on 3 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. We are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Benjamin Watts.

The personal information we collect and use

Information collected by us

In the course of enabling access to transport schemes we may collect the following personal information when you provide it to us:

• name
• address
• date of birth
• contact details
• a photograph
• evidence of eligibility to access the scheme
• financial information (if you need to make a payment for the service to be provided)

We may also obtain personal information from other sources as follows:

• other KCC departments
• educational establishments and/or care providers
• commissioned providers of local authority services (call centre and payment services)

How we use your personal information

How long your personal data will be kept

We will hold your personal information for the period in which travel or benefit is being provided plus 1 year or in accordance with our published retention schedule.

Reasons we can collect and use your personal information

We rely on the individual giving clear consent for us to process their personal data for a specific purpose as the lawful basis on which we collect and use your personal data.

The provision of personal data is required from you to enable us to facilitate your access to the scheme(s).

If you do not provide the personal information required as identified then you will be unable to access the scheme(s).

Who we share your personal information with

We routinely share:

• personal data where it is necessary to enable access to schemes / benefits such as for the processing of payments and the production of travel passes
• personal data where it is necessary to ensure that you are and remain eligible to access the scheme.

This information may be shared with:

• 3rd party travel card manufacturers
• payment processors
• educational establishments and/or care providers
• transport providers

This data sharing enables appropriate travel arrangements to be made.

For a list of our third party suppliers please email public.transport@kent.gov.uk quoting a GDPR request.

We have a data processing agreement in place with our third party suppliers who process your data on our behalf.

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 UK 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 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 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 on individuals’ rights under 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 explicit consent to process your personal and special category information, you can withdraw your consent to our use of your data at any time.

You can do this by: emailing us at public.transport@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 United Kingdom General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner who may be contacted on 03031 231113.

For further information, read our privacy statement.