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The Outstanding People Awards Privacy Notice

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for. This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General
Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data have we obtained?

We will only collect the personal information we need to provide you with relevant information, services and support, to enable us to deliver the 'The Outstanding People Awards' ceremony. The personal data we will collect may include:

  • Name
  • Email address
  • Telephone/mobile phone number
  • Photographic images
  • Signature

How will we use your information?

Where you have been nominated for an Outstanding People Award, your personal information will be used for the purpose of contacting you regarding your nomination and taking forward arrangements for the delivery of the 'The Outstanding People Awards' ceremony. Where photographic images of nominees have been provided these will feature in the Awards ceremony video. We will seek your agreement to use these photographic images before processing the video footage of the Awards ceremony. Your photographic images will only be used for the purposes explained in our agreement form, which you will be required to complete.

What is the legal basis for using your information?

Our Legal basis for processing and sharing your personal data for your nomination 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 an Outstanding People Award. As part of the Awards ceremony, we will also seek your agreement to use pictures taken of the nominated employees in the video of the Awards ceremony to promote and raise awareness of the TOPA awards, which we also consider to be as part of your legitimate interests as an award winner or being part of the Awards ceremony. However, if you do not agree to this, we will not use
your photographic images.

Who will we share your information with?

We will only use your personal data for the purpose of contacting you about your nomination and any subsequent participation in the Awards event and to seek your agreement to use photographs which contain your personal image in the Awards ceremony video. This video will be pre-recorded and made available to our employees via The Core (our intranet). We will not share your personal data with any other parties or use your data for any other purpose.

How long do we keep hold of 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 one further year after 'The Outstanding People Awards' event.

What are your rights?

You can ask us to:

  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances; and
  • erase your personal information in certain circumstances.

You also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal information?

As a nominee for 'The Outstanding People Awards', your personal data will be provided to us by an individual who wishes you to be considered for an Award. Unfortunately, if we are not provided with this personal data and cannot process it, we will be unable to give your nomination further consideration. Where photographic images have been provided for nominee's awards, we will be unable to feature these in the Awards ceremony video where agreement is not provided.

What about Automated Decision- Making?

We do not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by us relating to you, or if you have any general data protection queries, please contact our Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to our Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner:

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk
Telephone: 0303 123 1115