Privacy Notice and Data Protection

Privacy Notice for the Mayor's Community Awards

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

This privacy notice sets out how the Mayor’s Community Awards at the Royal Borough of Kingston will use and process your information and the details of the nominee. 

What type of information is collected about you?

  • contact details; including name, address, email address, organisation, telephone number

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

Nominations should be made in confidence. There is no requirement for the nominator to obtain the consent of the nominee.  

What type of information is collected about the nominee?

  • Nominee’s personal information (such as name, address, contact details, mobile phone number, age if under 21

  • 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 about the nominee working together with others and in the community

  • Details of events or services that the nominee has supported/organised and details of any other local organisations (such as schools, voluntary organisations or youth groups) that they may be helping

We need your information for the following services and functions:

This information will be used solely for the purpose of contacting you regarding your nomination and taking forward arrangements for your participation in the Mayor’s Community Awards.

Who your information may be shared with:

Data will be shared with members of the Judging Panel, this will be limited and redacted where appropriate. We will only use your personal data for the purpose of contacting you about your nomination and any subsequent participation in events. We will not share your data with any other parties or use your data for any other purpose.

The legal basis for processing your information

Our Legal basis for processing and sharing your personal data is that the processing is required for the legitimate interests of the Council, as data controller, i.e. that we require this personal data to progress your nomination for a Mayor’s Community Award.

How long will we keep your information

We will retain your personal data in line with our corporate records retention schedule, with your data being held for the current year plus 9 further years after the Mayor’s Community Awards.

If you have any further questions about how the Council process your personal data please contact [email protected]