This notice is one of a set which explain what data we collect, store and process to provide our services to customers. It also sets out the legal basis we are using for collecting the data stated.
It should be read alongside our overall privacy notice and the breach process, which sets out what we will do should any data we collect be lost or misused.
What data does this notice cover?
Under the Fire and Rescue Services Act Section 7, we have a legal duty to provide an emergency response service to fires, road traffic collisions and any other emergency which we can reasonably foresee occurring within Kent and Medway. To perform this role, we will collect personal sensitive information about people we have provided services to at emergencies, their personal circumstances and their health.
We will also seek to learn from the incidents that we attend so that we continually improve what we do. We also have legal powers to undertake investigations to understand the circumstances that caused the incident to occur in the first place in certain circumstances.
Our legal bases
We will collect:
- Under our legal obligation to provide an emergency service, we will collect data on 999 calls taken, including names, addresses, and voice recordings, including radio messages
- Under our legal obligation to provide an emergency service, we will collect records of decisions taken at operational incidents, including details of any casualties
- Under our legal obligation to provide an emergency service, we will collect data on the resources mobilised to incidents, and which employees attended.
- Under our legal obligation to provide an emergency service, we will collect some details of casualties at incidents, such as assumed age and assumed gender
- In the public interest, we will collect data (including special category data relevant under Article 9 Para 2(g) – necessary for reasons of substantial public interest) to enable us to investigate the cause of fires that are serious or suspicious.
- Under our legal obligation to secure water supplies for firefighting we will collect and process requests from the public to inspect and maintain firefighting hydrants
- Under our legal obligation to obtain information about premises and people for the purposes of providing an emergency service, we will collect data that informs the risk assessment in the preplanning phase.
Who might we share your data with?
In the public interest, we will use data gathered at incidents to manage and report on our performance. We will also provide data to other agencies on the number and type of incidents we have attended without revealing any personal identifiable data.
In the public interest, we will provide incident-level returns to government on the number and type of incidents that we have attended, which will include sensitive personal data being passed by Kent Fire and Rescue Service. If you have any queries on how the government subsequently reprocesses this data you can view the government’s privacy notice for the incident recording system.
If we provide medical treatment to you at an incident, to protect your vital interests and without your consent, we will provide details to the ambulance service or other medical personnel employed by the NHS on the treatment we have administered and the conditions we found you in at the start and during any incident you are involved in.
In the public interest, we will share personal identifiable data we may hold of known associates and family members with agencies involved in domestic homicide reviews.
We may also share images of fire scenes taken by our Fire Investigation team with forensic investigators appointed by insurers. These will be shared in order to assist with their enquiries in determining the origin and cause of any fires they may be investigating. However, any images shared with forensic investigators acting on behalf of an insurer will not include images of identifiable persons, either living or dead.
We may on occasions use this data to contact you to ask for feedback on the service we provided to you or conduct research aimed at promoting public safety. You do not have to respond to these requests or provide any feedback or information and any feedback or information you do provide will only be used to improve or optimise our services.
Where is the data stored?
Emergency call data is collected under contract by Kent Police, and passed into our network under the Kent and Medway Information Sharing agreement. It is then held within our network, and combined with data from attending officers, forming an incident log. Elements of this information is passed to the government via a secure data link.
- Records of any data passed to health professionals to protect vital interests are included within this incident log, and are completed after the incident by attending crews.
- Requests relating to hydrants are stored in our document management system and in email records and are subject to routine deletion.
- Decision logs are stored in hard copy in a secure cabinet within the Authority’s estate.
- Pre-planning and premises risk information is stored within our CRM database system.
- Investigations into the cause of fires are stored within our document management system.
How long will we hold your data for?
- We hold data on incidents we have attended from April 2009 onwards.
- Call records are held for seven years unless subject to public inquiry.
- Decision logs are destroyed after six years, unless subject to public inquiry.
- Requests from the public to maintain hydrants are retained for a maximum of a year.
- The outcomes of fire investigations are held for six years unless subject to public enquiry.
What are my rights?
You have the right of access to any data we hold which identifies you. You can ask to see it by making a subject access request.
We do not charge for making a subject access request.
Sharing data with Kent Police and other enforcing agencies is a legal duty placed upon us, and you cannot remove your consent to us doing so.
If you want to amend any data we hold about you, or query why we hold it, please email email@example.com or use the details on our contact us page.