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Permitted List 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

We are Kent County Council (KCC). KCC 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 and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

The Permitted List is a list of contractors and consultants who are approved to carry out work on land owned by the Highway authority (i.e. KCC) and/or closed landfill sites in Kent. We collect the following personal information as part of the application process:

  • named company contact
  • named individuals for Health and Safety purposes
  • named referees
  • email addresses for the above
  • telephone number
  • postal address
  • company insurance details

How we use your personal information

We use your personal data for:

  • contacting the named persons regarding the application process for general queries / references
  • publishing company name, address, email address and telephone number (where consent is given) on our website
  • ongoing validations such as insurance checks
  • contact you regarding an enquiry or complaint
  • contact you regarding a change in service or inform you of a new service relevant to you.

How long your personal data will be kept

We will hold your personal information securely and review companies on the list at least once a year as part of our annual insurance checks. In the event up to date insurance is not provided and/or no contact can be made with a company via the details held on record, this will result in removal from the list and will mean that your details are no longer published on our website (where applicable).

Companies who are no longer on the list will have their information retained for a maximum of 4 years from the time their membership of the list elapses.

Reasons we can collect and use your personal information

We rely on Article 6(1)(a) on which to collect and use your personal information which is on the basis that the data subject has given consent.

You may withdraw your consent at any time.  If you do withdraw your consent no further personal information will be collected and the existing personal information shall only be retained in accordance with KCC’s data protection policy.

The provision of personal information is required from you to enable us to carry out administrative tasks relating to the application / validation process and publish contact details (where consent is given) on our website.

Who we share your personal information with

All information could be shared with:

  • KCC staff

Information published on the website could be shared with:

  • any member of the public

This published information sharing enables contact to be made with the company / individual for work enquiries.

We will share personal information with law enforcement or other authorities if required by applicable law.

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:

  • where we have relied upon consent, you may withdraw your consent at any time
  • 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 your information appearing on our permitted list or on our public website.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's 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.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, 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.