4 September 2025
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: info@kdn.org.uk
What information we collect, use, and why
This policy takes effect date 29th September 2025.
This policy will be reviewed 29th September 2027.
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Pronoun preferences
- Addresses
- Date of birth
- Emergency contact details
- Health information (including medical conditions, test results, allergies, medical requirements and medical history)
- Dietary information (including allergies and health conditions)
Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) - Information about work, home and living conditions
Information about support requirements - Information about lifestyle,
- interests or personal history
Records of meetings and decisions
We also collect or use the following special category information to provide services and goods, including delivery and third party referrals. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
Addresses - Payment or banking details
- Tax payer information (for Gift Aid purposes)
- We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Records of consent, where appropriate
We also collect or use the following special category information for service updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
Records of consent, where appropriate
We also collect or use the following special category information for research or archiving purposes. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Video recordings of public areas
- Audio recordings of public areas
- Video recordings of private or staff only areas
- Audio recordings of private or staff only areas
- Call recordings
- Dashcam footage – outside vehicle
- Dashcam footage – inside vehicle
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
Health information
Lawful bases and data protection rights - Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
- Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
- If you make a request, we must respond to you without undue delay and in any event within one month.
- To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
- Our lawful bases for the collection and use of your data
- Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- KDN’s data collection is legitimate interest-based due to the benefit of having diverse data on our members, which can lead us to identify possible policy blindspots, failures to reach certain communities, and can help shape our understanding of our duty to members. Furthermore, in certain circumstances, we may collect vital interest information in a case where KDN seeks to intervene or, with consent, share data for another organisation to intervene, in order to aid an urgently struggling member.
- For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- KDN may collect personal information for research or archiving purposes in legitimate interest situations. We may need to use data on the makeup of residents and the overlap in struggles or concerns, and by having concrete data we are able to legitimise our points and further our work with other organisations, such as RBK. We will gain member consent if we wish to share anonymised data with relevant third parties.
- For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- KDN may collect personal information for the purpose of dealing with queries, complaints or claims in legitimate interest situations. We may need to use data on the makeup of residents and identify possible overlap in struggles or concerns. By having concrete data, we are able to develop action plans and further our work with other organisations, such as RBK. We will gain member consent if we wish to share anonymised data with relevant third parties.
- For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Directly from you
- Family members or carers
- Charities or voluntary sector organisations
- Councils and other public sector organisations
How Long We Keep Information:
We review our retention periods of the information we hold about you on a regular basis. We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law.
We will retain your information for the period in which your information is being used for service provision or for our wider functions.
Who we share information with
Joint data controllers
We have a joint controller relationship with Royal Borough of Kingston Council. We process your personal information with that joint controller
for the following reason: Kingston Disability Network, hereafter referred to as KDN, works with the Royal Borough of Kingston Council, hereafter referred to as RBK in order to improve the Council\’s understanding of disabled constituents and their needs. We may share data if RBK refers someone to us, or if we refer someone to the council. However, we will gain consent before proceeding with this..
Others we share personal information with
Charities and voluntary organisations
Care providers
Organisations we need to share information with for safeguarding reasons
Local authorities or councils
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint