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Award nominations - Privacy notice

Who the council is and what the council does

The Unsung Heroes nomination awards is an Community recognition and the acknowledgement by a community or social group of a notable achievement within the district.

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.

Cotswold District Council is a data controller under the Data Protection Legislation as the council collects and processes personal information about you in order to provide services and meet their statutory and regulatory obligations

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Cotswold District Council
Council Offices, Cirencester, GL7 1PX
Email: data.protection@cotswold.gov.uk
Tel: 01993 861194

Why the council needs your information and how the council uses it

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 district.

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 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 If you request that the nomination or your details are withdrawn prior to judging, your nomination will not be processed any further and any personal information that had been collected will be held in line with data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.

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 Community services 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 council press office to publicise the event
  • Evaluate and quality assure the services we provide throughout the organisation of the awards

What is the legal process for collecting and processing this data

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.

The council does not sell your personal information to anyone else.

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.

Under the Data Protection Legislation: UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, the lawful bases we rely on for processing this information are:

  • UK GDPR Article 6 (1) (a) Consent – the data subject has given consent to the processing of his or her personal data for one or more specific purposes 
  • UK GDPR Article 6 (1) (e) Public Task – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the council.

What type of information is collected from you

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.

Who your information may be shared with (internally and externally)

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
  • The council’s communications team 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.

The council will not share your information with third parties for marketing purposes. 

How long the council keeps your information (retention period)

We will hold the finalist's 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 council’s press office and will be placed online and enter the public domain.

Once your data is no longer needed it will be securely and confidentially destroyed or disposed of the data in line with retention schedules.

How the council protects your information

Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas. The council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.

The council will not transfer your personal data outside the EU without your consent.

The council have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

The council will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights

You have the following rights under the Data Protection Legislations:

  • To access your personal data
  • To be provided with information about how your personal data is processed
  • To have your personal data corrected
  • To have your personal data erased in certain circumstances
  • To object to or restrict how your personal data is processed
  • To have your personal data transferred to yourself or to another business in certain circumstances
  • To be told if the council have made a mistake whilst processing your data and the council will self-report breaches to the Commissioner.

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. The council is working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information the council holds is inaccurate or out of date, please email us or write to us at:

Community Services
Cotswold District Council
Council Offices, Cirencester, GL7 1PX
Email: community.support@Cotswold.gov.uk

Further information

If you would like to know more about how the council uses your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please contact the Data Protection Officer at data.protection@cotswold.gov.uk

For more information about data protection please visit: www.cotswold.gov.uk/about-the-council/council-data-and-access-to-information/data-protection/

If you are concerned about the way the council is handling your personal information you can contact the Information Commissioner (ICO): https://ico.org.uk/make-a-complaint/

The council reserve the right to update this privacy notice from time to time by publishing a new version on our website.

 

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