This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.
Who are we?
North Yorkshire Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). To acknowledge and celebrate the fantastic work done by people within the North Yorkshire area, North Yorkshire Council would like residents to nominate people or organisations for their exceptional work.
The council has appointed Veritau to be its Data Protection Officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
What personal information do we collect?
When administering the schemes, the council will collect the following personal data:
- full name
- address
- contact details including email address and telephone number
- parent or guardian name, address, email address and telephone number (if nominator is under 16 years old)
For the award nominee, we collect the following personal data:
- full name
- address
- contact details including email address and telephone number
- parent or guardian name, address, email address and telephone number (if nominee is under 16 years old)
- images (for nominations made by video and shortlisted nominations)
- reason for nomination (achievements and efforts recognised)
- bank account details if there is a prize associated with the awards(finalists only. Constituted group only, not individual – for payment of prize monies)
Why do we collect your personal information?
We collect this data for the purpose of conferring an award. The information is necessary to assess the nominations and to communicate directly with nominees and nominators. The contact details will be used to send letters and to arrange judging and videoing visits. Some information is used to promote the awards.
Who do we obtain your information from?
All information collected in relation to the award nominee is collected from the award nominator.
Who do we share this information with?
In delivering the award schemes, we may share personal information with the following:
- nominee or voluntary group information is passed to the judging panel
- the nominee will be informed of the nominator’s name (if not already known)
- the administrators, judges and photographer of the competition. The photographer is contracted by North Yorkshire Council
- if you receive an award your name, voluntary group and achievements may be publicised on the North Yorkshire Council website – this will only be done with your consent
How long do we keep your information for?
We will only keep your personal data for as long as it is needed for the purposes of determining award winners.
Nominees
- name, address, phone number, email, full nomination forms, video and photographs: three months
Shortlisted nominees
- name, address, phone number, email, full nomination forms, video and photographs and a short description of the reason for nomination: six months
- shortlisted nominees who receive a highly commended certificate will have their details used for longer
Finalists
- name: three years (to enable the administrators of the awards to ascertain eligibility for future awards)
- address, phone number, email: one year
- full nomination forms: six months
- video and photographs: one year
- short description of the reason for nomination: six months
Bank account details are held for groups only, in line with the council’s financial policies and procedures. No details are held for individuals.
What is our lawful basis for processing your information?
North Yorkshire Council relies on the following lawful basis to process your personal data:
- UK GDPR Article 6 (1)(a) – 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) – processing is necessary for the performance of a task carried out in the public interest
- UK GDPR Article 6(1) (f) Legitimate Interests - processing is necessary for the purposes of the legitimate interests pursued by the controller
For more information about how the council uses your data, including your privacy rights and the complaints process, please see our corporate privacy notice.