Sutton’s annual community awards

Sutton's Community Awards privacy notice

Privacy notice for the Sutton's Community Awards 2020

This privacy notice is to be read in conjunction with the full privacy notice.

This notice explains what personal data (information) we collect and hold about nominators and nominees for the Sutton Community Awards 2020. 

It also explains how we collect, use it and may share the information. We are required to give you this information under data protection law.

What type of information do we collect?

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

  • Nominator’s personal information (such as name, address, phone number, email address)

  • Nominee’s personal information (such as name, address, phone number, email address)

  • Nominee’s special category information (such as ethnicity, disability, health conditions) if this is part of the nomination story

  • Reason for nomination (achievements and efforts recognised)

  • Any further details such as issues or challenges the nominee has faced

  • Details of events and services that nominators or nominees access through us and other organisations (such as schools, voluntary organisations and youth groups) if this is part of the nomination story.

We need your information for the following services and functions:

Nominators’ and nominees’ information will be used to deliver the Sutton Community Awards 2020. The awards are being organised in partnership by the London Borough of Sutton’s Communications Team, Sutton Housing Partnership, Community Action Sutton and Volunteer Centre Sutton.

Nominators’ personal information

We process nominators’ personal data with a lawful basis of legitimate interest, in order to deliver the Sutton Community Awards 2020. 

We will always ensure that your information is held confidentially and accessed only by those people involved in processing the nomination.

Nominees’ personal information

We process nominees’ personal data with a lawful basis of legitimate interest, in order to deliver the Sutton Community Awards 2020. 

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.

We will always ensure that your information is held confidentially and accessed only by those people involved in processing the nomination.

There is no requirement for the nominator to obtain the consent of the nominee.  

How we use your personal information

We may use your personal information to:

  • Maintain a secure nominations log for recording, shortlisting and judging purposes. This data is held by the London Borough of Sutton’s Communications Team and will be shared with employees of Community Action Sutton, Sutton Housing Partnership and Volunteer Centre Sutton who are on the project team for shortlisting purposes.

  • Transfer nominations into a document for the judging panel

  • Notify nominators if their nominee is shortlisted

  • Notify nominees that they have been nominated / shortlisted

  • Present awards and certificates

  • Invite shortlisted nominees to the award ceremony

  • Where consent has been given for photos and recordings, these will be used by the LBS Communications Team to publicise the event

  • To contact shortlisted nominees regarding promotion of next year’s Sutton Community Awards.

Photos and recordings of the event will be used by the London Borough of Sutton’s Communications Team will be placed online and enter the public domain. These will also be shared with Sutton Housing Partnership, Community Action Sutton and Volunteer Centre Sutton. 

Who your information may be shared with

We will share the information provided by nominators with employees of Community Action Sutton, Sutton Housing Partnership and Volunteer Centre Sutton who are on the Community Awards project team for shortlisting purposes. 

We will transfer nominations into a document for the judging panel. This will not contain nominators or nominees contact details, but will contain names and nomination stories.

The legal basis for processing your information

We have a legitimate interest to process nominators’ and nominees’ personal data in order to deliver the Sutton Community Awards 2020.

How long will we keep your information

All nomination forms will be securely destroyed after one year. 

Who to contact

If you would like further information about how we process your personal information please contact dpo@sutton.gov.uk.