Cookies and privacy

Cookies and privacy

Last Updated: 22 July 2025

Live Well Kent & Medway (LWKM) is a partnership between Shaw Trust and Porchlight, funded by Kent County Council and NHS Kent and Medway. This Privacy Policy explains how we collect, use, and protect your personal data when you engage with our services or visit our website.

1. Who we are
Live Well Kent & Medway is commissioned by Kent County Council (KCC) and NHS Kent and Medway, and delivered by Shaw Trust and Porchlight. Shaw Trust and Porchlight are joint Data Controllers for the purposes of data protection legislation.

Contact Details
Shaw Trust – Data Protection Officer
Black Country House, Rounds Green Road, Oldbury B69 2DG
Email: data.protectionmailbox@shaw-trust.org.uk

2. What personal data we collect

We may collect the following types of personal information:

  • Identity and contact data – name, date of birth, email, phone number, address, postcode
  • Health and wellbeing information – mental or physical health data, support needs (where voluntarily provided)
  • Referral data – how you accessed the service, referrer details
  • Equality and diversity information – ethnicity, gender, religion, or sexual orientation (voluntary)
  • Service interaction data – appointments, outcomes, support provided
  • Technical data – IP address, browser type, device information, cookies (see Cookie Policy)

3. How we collect your data

We collect your data in the following ways:

  • Directly from you – via forms, phone calls, web enquiries or in-person support
  • From partner organisations – including GPs, NHS services, councils or referral agencies
  • Through our website – using cookies and usage analytics
  • From public sources – e.g. when fulfilling safeguarding obligations

4. Why we use your data

We use your data to:

  • Assess your needs and provide appropriate support
  • Contact you regarding appointments or services
  • Refer you (with your consent) to trusted support providers
  • Monitor service quality and contract performance
  • Comply with legal or safeguarding obligations
  • Improve our services through anonymous analysis

5. Lawful basis for processing
We rely on one or more of the following UK GDPR bases:

  • Consent – for marketing or voluntary services
  • Public task – to deliver commissioned public services
  • Contract – to deliver services you have signed up to
  • Legitimate interest – to improve our services and site performance
  • Legal obligation – e.g. safeguarding or regulatory reporting
  • Substantial public interest – where we process special category data for health or equality monitoring

6. Who we share your data with

We may share your information with:

  • Kent County Council and NHS Kent & Medway (service funders)
  • Local partners delivering support
  • Referral agencies (e.g. health, housing, employment)
  • IT or CRM system providers (under contract)
  • Regulators, safeguarding bodies, or legal authorities where required

We do not sell or rent your data to third parties.

7. How long we keep your data

We retain your data only for as long as needed:

  • Support service data – up to 7 years from last contact
  • Referral records – in line with our safeguarding and contractual obligations
  • Cookies and website data – see Cookie Policy

After this, your data is securely deleted or anonymised.

8. How we protect your data

We take data security seriously. Measures include:

  • Encrypted storage and secure servers
  • Role-based access controls
  • Staff training and policy compliance
  • Data Protection Impact Assessments (DPIAs) for new systems or processes
  • Contracts and vetting for all third-party suppliers

9. International transfers

Your data is primarily stored in the UK. If we use suppliers who process data outside the UK/EEA, we ensure appropriate safeguards (such as Standard Contractual Clauses or UK Addendum).

10. Your data protection rights

You have the right to:

  • Access your personal data
  • Correct inaccuracies
  • Request deletion (in some cases)
  • Restrict or object to certain processing
  • Withdraw consent at any time (where consent is used)
  • Request data portability
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, email: data.protectionmailbox@shaw-trust.org.uk

To complain to the ICO: www.ico.org.uk

About cookies

Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.

Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.

You can at any time change or withdraw your consent from the Cookie Declaration on our website

Learn more about who we are, how you can contact us, and how we process personal data above.

Your consent applies to the following domains: www.livewellkent.org.uk

How do we use cookies?

As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data. The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website. We do not use any third-party marketing cookies.

What types of cookies do we use?

Necessary

Necessary cookies are required to enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data.

Functional

Functional cookies help perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.

Analytics

Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.

Advertisement

Advertisement cookies are used to provide visitors with customized advertisements based on the pages you visited previously and to analyse the effectiveness of the ad campaigns.

Uncategorized

Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet.

How can I control the cookie preferences?

You can change your cookie preferences any time by clicking the above button. This will let you revisit the cookie consent banner and change your preferences or withdraw your consent right away.

In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. Listed below are the links to the support documents on how to manage and delete cookies from the major web browsers.