Awards Nominations Service Privacy Notice
Privacy Notice for the Awards Nominations
We celebrate, support and endorse exemplary and consistent achievement within our communities through the granting of awards.
Processing activity - it is necessary for us to collect and hold personal information about you, which will be used for the administration of our awards nominations process.
Information requirements - the personal information we collect from you (the nominator) will, depending on the type of award, include:
- nominee’s information (name, address, email, telephone number(s), date of birth, gender))
- your (nominator’s) information (name, address, organisation, email, telephone number(s))
- parent/guardian’s information a parent/guardian information (name, address, email, telephone number(s))
- reason(s) for nomination (eg: achievements and efforts recognised)
- any further details we may ask for, such as issues or challenges the nominee has faced, working together with others and in their community, main purpose and the activities of your (nominator’s) organisation, benefactors, costs etc.
- general correspondence between you and us on matters related to your application
- photographs and images provided with the nomination
Some of the information that is collected is classified as special category personal data (health, gender, and ethnicity). This is processed for reasons of substantial public interest under the laws that apply to us (see below) where this helps to meet our broader social obligations such as where it is necessary for us to fulfil our legal obligations and regulatory requirements. We have a Data Protection Policy that sets out how this information will be handled.
Lawful bases1 - our lawful bases for processing your personal information:
- is that it is necessary for the performance of a task in the public interest or in the exercise of official authority vested in us, pursuant to the:
- Section 1 of the Localism Act 2011
- consent of parents/guardians in support of the nomination application and ensuing publicity
- consent of successful nominees to ensuing publicity
Data sharing - where your personal information is shared through digital feeds such as on our website and/or through social media, the content can be shared by anyone after it is published. The contents can be viewed throughout the world and not just in the United Kingdom.
We are required by law to protect the public funds we administer. We may share your information if we are required to do so by law - for example, by court order, or to prevent fraud or other crime. We may also share your information with a number of other organisations for example with the Ombudsman (where you have complained to the Ombudsman and we are asked to investigate your complaint). We may share your information with our elected Councillors.
We may rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018. Please refer to the Kent and Medway Information Agreement for further details on our sharing arrangements.
Anonymisation - your personal information eg: ethnicity may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data cannot, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in our reports.
Retention period - We keep your personal information for the minimum period necessary. The information outlined in this Privacy Notice will be kept in accordance with the retention periods referred to in the Policy and Corporate Support Information Asset Register. All information will be held securely and disposed of confidentially.
Right to object - where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.
Where we rely on consent, a successful nominee or their parent/guardian can ask us to stop using their (nominee’s) name, image(s) and/or voice recording at any time, in which case, these will not be used in future publications, but may continue to appear in publications already in circulation, including through digital feeds.
Changes to this Privacy Notice - we review this Privacy Notice regularly and will place updates on our website.
For further details of how we process your personal information and for details on your additional rights please refer to our:
1 Note that we may process your personal information on more than one lawful basis depending on the specific purpose for which we are using your information the preparation of statistics for use in our reports.
GDPR Awards Nominations Service Privacy Notice