Civic Mayor Awards Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• personal information – such as: your name, address, telephone number, date of birth, school attending, year group

We collect your information from you directly by asking you to complete this online form.

Your information will be used for receiving the nomination and for the shortlisting and awarding the successful nominees.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal Basis - GDPR Article 6
Collecting Name, Address, Telephone Number, Date of Birth, School Attending, Year Group	(1)(a) - Because to do so explicit consent is provided to administer and deliver the service.

Consent (and withdrawing consent)

The Council collects and uses information about you on the basis that you and the nominee have given us consent to do so. Both parties may withdraw consent and ask us not to use the information for this purpose by contacting the Data Protection Officer using the contact details below.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For nominations we may need to share your information with:

• The Partnerships & Engagement Team
• The Civic Mayor’s Office
• Sponsors involved in the shortlisting
• Cabinet Members
• Directors of the Council

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information.

Information relating to the Civic Mayor Awards will only be kept for 1 year from the date of the award ceremony.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF