Recruitment of Volunteer Family Coaches in Family Hubs privacy notice

We keep this privacy notice under regular review and was last updated in May 2024.

Kent County Council (KCC) 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.

You can view an easy read version of this privacy notice (PDF, 269.0 KB).

Who we are

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.

We are responsible as ‘controller’ of that personal information. KCC has commissioned MC Personnel Ltd to recruit 144 volunteers of the Family Coaches Programme for the Family Hubs model across Kent. This work will involve working with children and young people, and parents and carers of babies, children and young people (or those expecting a baby) as well as professionals in Kent within the Family Hub system.

Our Data Protection Officer is Benjamin Watts.

The personal information we collect and use

Information collected by us

In the course of recruitment of Family Coaches, MC Personnel Ltd will collect the following personal information when you provide it to us:

name (if you express interest in taking part in Family Coaches opportunities, and consent to be contacted for this purpose).
email address (if you express interest in taking part in Family Coaches opportunities, and consent to be contacted for this purpose).
phone number (if you express interest in taking part in Family Coaches opportunities, and consent to be contacted for this purpose).
home address and postcode (if you choose to take part in Family Coaches opportunities) so that we can make sure we are representing the widest possible views of families living in Kent.
any experience you have in care or parenting (if you choose to take part in Family Coaches opportunities)
whether you hold a valid DBS certificate (if you are selected to take part in Family Coaches opportunities).

Special category information collected:

We also collect the following ‘special category data’ (personal data which is more sensitive and is treated with extra care and protection) when you provide it to us:

any accessibility, dietary and health requirements relevant to the recruitment process, as well as any disability or accessibility issues that may impact upon your role as a volunteer.
details of any convictions which are not yet spent (i.e. unspent) under the terms of the Rehabilitation of Offenders Act 1974 (as amended).

How we use your personal information

We use your personal information to:

process your application for the volunteer role in conjunction with KCC
ensure that recruitment processes are accessible and that we can cater to your individual needs
ensure that our project is inclusive and includes volunteers from a range of backgrounds.

Reasons we can collect and use your personal information

We rely on the following legal basis under UK GDPR:

Article (6)(1)(e) - Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

When we collect your ‘special categories of personal data’, (such as health information) we rely on the following legal bases:

Article 9(2)(g) - Reasons of substantial public interest (with a basis in law)

We take the following appropriate safeguards in respect of your special category and/or criminal convictions data when relying on the conditions above:

we have a Special Category and Criminal Records Appropriate Policy document. This policy is retained throughout the time we use your data and for 6 months after we cease to use it
we have a Retention Schedule which explains how long data is retained.
we maintain a record of our processing in our ‘Record of Processing Activities’ and record in it any reasons for deviating from the periods in our retention schedule.

How long your personal data will be kept

We keep your personal and special category data for the duration of the project, until 31 March 2025, after which the information is made inaccessible to system users or securely destroyed.

Please see entry CS1.6.14 on KCC’s Retention Schedule for more information.

Who we share your personal information with

We require your personal information to enable us to recruit volunteer Family Coaches with suitable qualities and experience.

If you are not selected to become a Family Coach, your personal information will not be shared with Kent County Council.

Information you provide will be collected and held by MC Personnel Ltd on their secure server, who will only share a limited data set with Kent County Council which will be accessible by commissioners, public health specialists and consultants (and any organisation appointed to deliver Start for Life or Family Hubs activities on behalf of KCC).

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 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 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 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.

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.

UK GDPR also gives you right to lodge a complaint with Information Commissioner, who may be contacted via the Information Commissioner's website or call 03031 231113.

Read our corporate privacy statement.