Making a difference community awards 2019

Privacy notice for award nominations

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

Who we are

Hinckley & Bosworth Borough Council (HBBC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) 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 Julie Kenny.

Your personal information

Processing of your personal details is necessary to carry out a public task - which in this case is processing the nomination of the named nominee. We will always ensure that your information is held confidentially and accessed only by those people involved in processing the nomination.

Personal details of the nominee  

Processing of the nominee’s personal details is also necessary to carry out the public task - which in this case is the purpose of the conferring by us of any award. We collect the personal information necessary to process applications. This is with the purpose of making a determination of eligibility and suitability for an award. 
We may collect or receive sensitive personal data about a nominee. Such data includes personal data revealing ethnicity, disability or health conditions if this is part of the nomination story.

Nominations should always be made in confidence. There is no requirement for the nominator to obtain the consent of the nominee.  

Information collected by us

In the course of running the awards process, from nomination to awards, we collect the following personal information, when you (the nominator) provide it to us:

  • Nominee’s personal information (such as name, address, contact details, mobile phone number, date of birth, gender)
  • Nominee’s special category information (such as ethnicity, disability, health conditions) if this is part of the nomination story
  • Nominator’s personal information provided (such as name, address, organisation and contact details, mobile phone number)
  • Information provided by the person giving consent if parent/guardian (such as name, address, contact details, mobile phone number)
  • Reason for nomination (achievements and efforts recognised)
  • Any further details such as issues or challenges you have faced, working together with others and in your community
  • Details of events and services that you access through us and other organisations (such as school, voluntary organisations and youth groups)
  • Photographs and images provided with nomination, and any other photographs or images supplied with consent

We also obtain personal information from other sources:

  • Further comments from your nominator about your more recent achievements and efforts to ensure we are up to date with the story.

How we use your personal information

We use your personal information to:

  • Maintain a secure nominations log for recording purposes within the category and district nominated within. This data is held with a central team and not shared
  • Transfer and pseudonymised (where we remove any information that may identify you or your nominee) your nomination story into a Word document for the judging panel
  • Securely save your nomination form and further information submitted into a secure area
  • Present awards and certificates
  • To facilitate script/sound bite research and development with the nominator, the young person and their parent/guardian
  • Where consent has been given for photos and recordings, these will be used by the HBBC press office to publicise the event
  • Evaluate and quality assure the services we provide throughout the organisation of the awards

How long your personal data will be kept

We will hold the finalists personal information securely by retaining the name and contact details of the finalists to be able to invite them to events and promotion of their award after the event. After this time the personal information will be securely destroyed. All nomination forms are securely destroyed after three months.

Photos and recordings will be used by the HBBC press office and will be placed online and enter the public domain.

Reasons we can collect and use your personal information

We collect and use your personal information as we have a legitimate interest to collect awards nominations to promote positive stories and to celebrate the efforts and achievements of people and groups across the borough.

Following the judging process, we will rely on the consent of the winners to process their personal information. If the nominee is 13 or over we will seek their consent prior to the awards stage. If they are under 13 or have difficulty in making your their decisions, we will seek consent from a parent/guardian.

We rely on consent for the taking and use of photos, sound bites and video recordings. The approved photographer will be made aware of those who have not provided their consent.

The nominee may withdraw your consent at any time. The nominator may request that the council withdraw their information or the nomination. If you request that the nomination or your details are withdrawn prior to judging, your nomination will not be processed any further and any personal information that had been collected will be held in line with data protection legislation.

If you are nominated for the award and you remove your consent after the awards evening, your name will be removed from the website.

If you withdraw your consent to photographs and video recording being taken prior to the award ceremony your photograph will not be taken at the event.

If you withdraw your consent after the photographs have been put online, if able to, we will remove your photograph from the webpage.

Who we share your personal information with

  • Pseudonymised (anonymous) information is passed to the judging panel
  • The person or organisation who made the nomination. For example, school will receive information on how far nomination has got, and a photograph of the event for school newsletter, where consent has been given
  • HBBC’s office in order to issue press releases which are issued following judging rounds, and photos and information of name, age (date of birth), town and a summarised story are provided, where consent has been given
  • The presenters of the award ceremony so that they can read the agreed script and share your positive story with the audience

Your information will not be shared with any third party unless we are required to do so by law.

Your rights

Under 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 request)
  • 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
  • Withdraw consent at any time (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.

The UK Information Commissioner's Office (ICO) website contains further information about your rights, including the circumstances in which they apply on individuals’ rights under GDPR.

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

Contact our Information Governance Officer to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for, please use our contact form

You can contact our Data Protection Officer:

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner. You can contact the Information Commissioner's Office (ICO) at:
 Wycliffe House 
 Water Lane 
 Wilmslow
 Cheshire SK9 5AF
 Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
 Alternatively, visit the Information Commissioner's Office (ICO) website or email casework@ico.org.uk 

Further information

Read our privacy and cookies

Last updated: 13/05/2019 15:14