The London Borough of Hounslow is committed to protecting your privacy and ensuring that your personal information is handled safely and responsibly.
This notice explains how we collect, use, share and retain personal information as part of the Hounslow Community Awards nomination, assessment, event and publicity process.
Who we are
The London Borough of Hounslow is the data controller for personal information processed as part of the Community Awards.
If you have questions about this notice or how your information is used, please contact events@hounslow.gov.uk.
What information we collect
We collect the minimum personal information necessary to administer and deliver the awards.
Information about the nominator may include:
- name
- email address and/or telephone number
- relationship to the nominee, where relevant
Information about the nominee may include:
- name, or the name of the nominated group or organisation
- role or organisation, where relevant
- connection to, or location within, Hounslow
- email address and/or telephone number
- award category
- an explanation of the nominee’s contribution or achievement
- contact details of parent or person with parental responsibility if the nominee is under 18 years old
Assessment information may include eligibility decisions, longlisting and shortlisting decisions, panel scores or comments, reasons for selection, and communications with successful nominees.
If a nominee is selected as a winner or invited to the event, we may collect attendance and guest information, contact details, dietary and allergy information, and accessibility requirements.
For winners, we may also process their name, award category, agreed information about their contribution or achievement, and photographs, video, interviews or other publicity material.
Due to the volume of nominations received, the Council will not normally contact all nominees during the assessment process. Only shortlisted and/or successful nominees may be contacted directly. Information relating to unsuccessful nominations will be deleted in accordance with the retention arrangements set out in this notice.
Sensitive personal information
The nomination form does not ask for unnecessary sensitive or special-category information.
Please do not include unnecessary personal or private information about the person you are nominating. In particular, please avoid including sensitive information relating to an individual’s health, disability, ethnicity, religion, sexual orientation or other private matters unless it is directly relevant and necessary to explain the contribution or achievement for which they are being nominated.
A named member of the authorised project team will review submissions before they are shared with assessors. Any unnecessary special-category or criminal-offence information will be removed or redacted wherever practicable. Access to original submissions will be restricted.
Dietary, allergy and accessibility information will be collected separately and directly from winners and attendees where required to facilitate attendance at the event, provide appropriate catering arrangements and make reasonable adjustments. This information will be restricted to those responsible for delivering the event and securely deleted when it is no longer required
How we collect information
Information is collected:
- through the Community Awards nomination form
- from a person nominating another individual, group or organisation
- directly from nominees and winners when we contact them
- from attendees during the invitation and RSVP process
- during the awards ceremony and related publicity activities
Because nominations are submitted by third parties, a nominee’s information will usually be obtained from the nominator rather than directly from the nominee.
How we use information
We use personal information to:
- receive and administer nominations
- check eligibility and verify information
- assess, longlist and shortlist nominations
- select award winners
- contact nominators where clarification is required
- contact successful nominees
- manage invitations, attendance and the awards ceremony
- meet attendees’ dietary, allergy and accessibility requirements
- recognise and publicise award winners
- respond to enquiries, complaints and information-rights requests
- maintain appropriate decision and audit records
Our legal basis
The Council operates the Community Awards under section 1 of the Localism Act 2011—the General Power of Competence. The activity may also be supported by section 111 of the Local Government Act 1972 as activity conducive or incidental to the discharge of the Council’s functions.
For the administration and delivery of the awards, the Council relies on Article 6(1)(e) of the UK GDPR:
Public task—processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council.
Where special-category information is processed, the Council will also apply Article 9(2)(g) UK GDPR (Substantial Public Interest) together with Schedule 1, Part 2, Paragraph 6 of the Data Protection Act 2018 (Statutory and Government Purposes).
| Processing activity | Special category data | Article 9 condition | DPA 2018 condition |
|---|---|---|---|
| Assessment of nominations where special category data is relevant to the nomination | Health, religion, ethnicity, sexuality etc. | Article 9(2)(g) Substantial Public Interest | Schedule 1 Part 2 Paragraph 6 - Statutory and Government Purposes |
| Sharing nomination information with judges where relevant special category data is necessary for assessment | Health, religion, ethnicity, sexuality etc. | Article 9(2)(g) Substantial Public Interest | Schedule 1 Part 2 Paragraph 6 |
| Dietary requirements revealing health conditions or religious beliefs | Health, religion | Article 9(2)(g) Substantial Public Interest | Schedule 1 Part 2 Paragraph 6 |
| Allergy information | Health | Article 9(2)(g) Substantial Public Interest | Schedule 1 Part 2 Paragraph 6 |
| Accessibility requirements and reasonable adjustments | Health / disability | Article 9(2)(g) Substantial Public Interest | Schedule 1 Part 2 Paragraph 6 |
Who we share information with
Access to complete nominations will be restricted to authorised Council employees responsible for administering the scheme.
Information required to assess nominations may be shared with authorised Council officers, relevant directors, Cabinet Members and other approved members of the judging panel.
Assessors will receive only the information necessary to assess nominations. Nominator and nominee contact details will not normally be shared with the panel.
If third-party sponsors participate in judging, their role and access will be documented. Information will only be shared where necessary and subject to appropriate confidentiality and information-handling requirements.
Event information may be shared with authorised Council employees and relevant event or catering providers where necessary to manage attendance safely. Only the minimum necessary information will be shared.
We will not otherwise share personal information unless it is necessary for the awards process, required by law or permitted under data-protection legislation.
Winner information, photography and publicity
The Council may publish winners’ names, award categories and agreed information explaining why an award was made.
This information may appear on the Council’s website and social-media channels, in press activity, printed event materials, photographs, video, interviews and post-event communications.
Winners will be contacted before publication and told how the Council proposes to use their information. They will be given information about how to decline or opt out of optional photography, interviews or other publicity activities.
No information about unsuccessful nominees will be published.
Where we rely on your consent for photography, interviews, winner profiles or other publicity activities, you may withdraw your consent at any time by contacting communications@hounslow.gov.uk.
Withdrawal of consent will not affect processing carried out before consent was withdrawn. Where reasonably practicable, we will stop future use of the material. However, it may not be possible to remove material that has already been published in printed materials, news articles, social media posts or archived communications
Information about people nominated by someone else
Where someone nominates you, the Council receives your information from that person rather than directly from you.
This notice will be available alongside the nomination form and on the Council’s website. Successful nominees will also receive relevant privacy information when the Council contacts them.
Information about unsuccessful nominees will be deleted in accordance with the agreed retention arrangements and will not be published.
How we store and protect information
Restricted to authorised people who require it to administer, assess or deliver the awards.
Appropriate technical and organisational measures will be used to protect personal information against unauthorised access, loss, alteration or disclosure.
How long we keep information
We retain personal information only for as long as it is needed for the purpose for which it was collected.
RSVP, dietary, allergy and accessibility information will be securely deleted when it is no longer required following the event.
Other information will be securely deleted or anonymised in accordance with the agreed retention schedule.
3 weeks following closure of nomination process:
-
retention period for nomination records of unsuccessful candidates & nominators
12 months until completion of next Community Award Event:
- retention period for judging and moderation records
- retention period for scoring sheets and decision making records
- retention period for winner contact information
- retention period for records relating to objections or opt out requests
Your rights
Depending on the circumstances, you may have the right to:
- ask for access to your personal information
- ask for inaccurate information to be corrected
- ask for information to be deleted
- ask us to restrict how your information is used
- object to processing undertaken under Public Task
- withdraw consent where a specific activity relies upon consent
These rights are not absolute and may depend upon the lawful basis and circumstances of the processing.
To exercise your rights, please contact communications@hounslow.gov.uk
Complaints
If you have concerns about how the Council uses your information, please contact the Council in the first instance.
You also have the right to complain to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
The London Borough of Hounslow’s registration number on the Information Commissioner’s Register of Data Controllers is Z5761176.
Providing accurate information
By submitting a nomination, you confirm that:
- the information is accurate to the best of your knowledge
- you will provide only information relevant to the nomination
- you understand that the information will be used to assess the nomination and administer the awards
- you have read this privacy notice
Changes to this notice
We may update this notice from time to time. Any significant changes will be communicated through appropriate Council channels.
