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Kent Children's University Privacy Notice

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

Please note that Kent Children's University operates under The Education People.  We sit within the Outdoor Learning Service in The Education People.

Who are we?

The Education People (TEP) collects, uses and is responsible for certain personal information about you. 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 'controller' of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

KCC's Kent Children's University™ (KCU) team aims to promote exciting learning opportunities and experiences outside normal school hours for children aged 5 to 14. At the heart of its work is the ambition to raise aspirations, boost achievement and foster a love of learning, so that young people can make the most of their abilities and interests. We work with schools, parents, carers, children and young people as well as relevant learning partners, to support schools and families to raise attainment.


The personal information we collect and use

Information collected by us

In the course of adminstering the KCU we collect the following personal information when you provide it to us:


School Membership (collected and held by the school)

  • The names and genders of the children


Family Membership

  • Your personal information (such as name, address, contact details)
  • Your child's personal information (such as name, address, date of birth)
  • Current school (if applicable)
  • Opt-in request to receive eNewsletters and notifications from KCU about services on offer
  • WorldPay/FuturePay agreement numbers and payment log


We also obtain personal information from other sources as follows:

  • Names and current school year group for children in care in Kent and Medway (aged 7-12), along with the names and postal addresses for their carers, from Virtual School Kent
  • Quality Assurance, CU-activity-related marketing and contact details are collated as part of the Validation process for working as a partner with KCU.  This Validation process is set by the National Children's University Trust


How we use your personal information

We use your personal information to:

  • Register schools, children, young people and learning partners with Kent Children's University
  • Send postal and e-notifications (including Newsletters) regarding KCU developments and opportunities
  • Issue certificates to schools or families of those who Electively Home Educate (EHE)
  • Monitor the award levels that the children are working towards and have previously achieved
  • Market learning partners on the National Children's University website


How long your personal data will be kept

We will hold your personal information securely and retain it from the point you join Kent Children's University until you decide to leave.  We will delete electronic and hard copies of the child/young person (and associated details) one month after termination.  The 4-week period is to allow families the chance to renew if required.

Consent forms for historic and future KCU activities will be held on record until the young person reaches the age of 25, after which the information will be archived or securely destroyed.


Reasons we can collect and use your personal information

We rely on consent to collect and use your personal information. If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment).

Who we share your personal information with:

  • The child's current school including Independent schools
  • National Children's University (purely for opted-in learning partners who have been Quality Assured by KCU)


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


Your Rights

Under the 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 Requests)
  • 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
  • Winthdraw consent (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 Commissioners Office (ICO) on individuals' rights under the General Data Protection Regulation.

If you would like to exercise a right, please visit https://www.theeducationpeople.org/privacy-notice/


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 (The Education People)

If you wish to enforce any of your rights under applicable data protection laws, we will respond to your request without undue delay and by no later than one month from receipt of any such request, unless a longer period is permitted by applicable data protection laws.

Questions and complaints

Please contact our Data Protection Officer at the address below if you either:

• have any questions about anything in this document

• think that your personal data has been misused or mishandled

• wish to request a copy of any of your personal data held by Us (where such data is held) by making a subject access request (SARS)

Peter Baldock, Data Protection Officer - Commercial Services Group 1 Abbey Wood Road, Kings Hill, West Malling, Kent ME19 4YT

Email: dpo@csltd.org.uk


You can also make a complaint to the Information Commissioner, who is an independent regulator.

Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: casework@ico.org.uk

Contact form: https://ico.org.uk/global/contact-us/email/

Telephone: 0303 123 1113 Textphone: 01625 545860