The London Borough of Hounslow is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way.
This privacy notice explains how we collect, use and store personal information as part of the Hounslow Carer Awards nomination process. In 2026, Hounslow Carer Awards will take place in November on Carers Rights Day (Friday 20 November).
Who we are
The London Borough of Hounslow is the data controller for the personal information collected through the Hounslow Carer Awards.
If you have any queries about this privacy notice, please contact Hounslow Carers Service at carers@hounslow.gov.uk or visit us at an event.
What information we collect
We collect the minimum amount of personal data necessary to administer the awards. This may include:
About the nominee
- Name
- Organisation (if applicable)
- Location within Hounslow
- Contact details (phone and/or email)
- Information about their caring role and achievements
About the nominator
- Name
- Contact details (phone and/or email)
Where a young carer (under 18) is nominated, we collect parent or guardian contact details.
We ask that only relevant information is provided and unnecessary sensitive personal data is avoided.
How we collect your information
Personal data is collected through nomination forms submitted:
- Digitally via a Microsoft Form
- In paper format at:
- Hounslow Carers Service events
- Community Hubs (this notice and council channels will be updated once the Community Hubs begin collecting nominations).
Completed forms can be returned
- In person
- By email
- By post
Paper forms are securely transferred before being confidentially disposed of.
[If applicable] We also receive personal information indirectly, in the following scenarios:
- From an application form filled out by someone who is nominating you for an award
How we use your information
We use your information to:
- Assess and shortlist nominations
- Contact nominators and nominees where necessary
- Verify eligibility and details provided
- Administer the awards process
- For shortlisted nominees, we will:
- Contact them to discuss the nomination
- Ask for consent to proceed further
- Seek permission to share information with the Council’s Communications team if they are featured in the awards campaign
Information will only be used for the purposes of delivering the Hounslow Carer Awards.
Lawful basis for processing
We process your personal data under the following UK GDPR lawful bases:
- Consent – where you provide information and confirm permissions in the nomination form
- Public task – where processing is necessary for the Council to deliver community recognition initiatives
Who we share your information with
Your information may be shared with:
- Hounslow Library staff (temporarily, for form handling and transfer)
- Hounslow Carers Service and Adult Social Care
- Relevant senior officers involved in shortlisting and judging (e.g. Directorate Leadership Team)
If a nominee is shortlisted and gives consent, information may also be shared with:
- The Council’s Communications team for promotional purposes related to the awards
We will not share your information with other organisations unless required by law or with your consent.
How we store and protect your information
- Digital forms are stored securely within Council systems
- Paper forms are scanned and then disposed of via confidential waste
- Access to nomination data is restricted to authorised staff only
We take appropriate technical and organisational measures to keep your data secure.
How long we keep your information
We will only retain your personal data for as long as necessary for the awards process.
All nomination data will be securely deleted or disposed of by: 31 December 2026
Information may be deleted sooner if:
- A nominee is not shortlisted
- We are unable to make contact
- The nominee chooses not to proceed
Your rights
You have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request deletion of your data (where applicable)
- Withdraw consent at any time
- Object to processing in certain circumstances
To exercise your rights, please contact carers@hounslow.gov.uk. You also have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect, visit the Information Commissioner’s website.
If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
Email: icocasework@ico.org.uk
A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner Office website.
Providing accurate information
By submitting a nomination, you confirm that:
- If nominating a Young Carer (under 18 years of age), you have their parent/guardian’s permission to do so
- For adult nominees: the nominee is aware of this nomination and has given permission for their name and contact details to be shared
- The information provided is accurate to the best of your knowledge
- You understand the information will only be used for assessing this nomination and managing the awards process.
- You understand that the information provided will be stored securely by Hounslow Libraries and Hounslow Carers Service/Adult Social Care and appropriately disposed of by 31st December 2026.
- You understand that if Hounslow Carers Service are unable to make contact with you or the nominee, they will be unable to proceed with the nomination.
Updates to this privacy notice
We may update this notice from time to time. Any significant changes will be communicated through appropriate Council channels.
