The Recognition Awards - Privacy Statement

Understanding our Privacy Policy

This notice explains what personal information we hold about you, how we collect it, how we use and may share information about you. 

Who we are

Essex Recovery Foundation is responsible for certain personal information when you nominate, or are nominated for an award. When we do so we are regulated under the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018. In law we are known as the ‘data controller’ of that personal information for the purposes of those laws.

Essex Recovery Foundation’s Recognition Awards exist to recognise the recovery community in Essex. The awards aim to celebrate the achievements of people in recovery, people working for recovery services or people making a positive contribution to the recovery community in Essex.

Essex Recovery Foundation, registered in England and Wales with registered charity number: 1185335

The process

We collect and use your personal information to assess, decide and facilitate the Recognition Awards to promote positive stories of recovery in Essex..

The Judging panels are presented with a maximum of 250 words describing the nominee’s achievements, provided by the nominee. No personal details of the nominator or nominee are submitted to judges. The judging is based on the nomination form only and the panel will shortlist a specified number of winners. Judging panels are made up of panels of people with lived experience of addiction as well as board and staff members at Essex Recovery Foundation.

Winners will be contacted and invited to attend an awards ceremony. The will be asked for their consent to be included within the ceremony and on digital communications such as our website and social media.

What information do we collect?

In running the Recognition Awards, from nomination to awards, Essex Recovery Foundation collects the following personal information during the nominations process:

• Your personal information (such as your name and contact details) when you are nominated

• Nominator’s personal information provided (such as name and contact details)

• Reason for nomination (achievements and efforts). This may also include personal information, as shared by the nominator (such as your place of work and job title)

How we use your personal information

We use your personal information to:

• Maintain a secure nominations log for recording purposes 

• Anonymise your nomination story for the judging panel

• Save your nomination form into a secure area

• Invite shortlisted nominees to the awards ceremony (where this is happening in a physical place)

• Provide all nominees with a recognition certificate

• To ask for your consent in your personal information being used in public communications e.g. website, social media.

How long your personal data will be kept

Nominees – we will hold the information about you for three months after the final award ceremony after which it will be anonymised and used for statistical purposes

Nominator – we will hold your information for three months and use it to thank you for your support and engagement after the event

If you are already a registered member of Essex Recovery Foundation, we will continue to use your information as previously agreed when you registered with us.

Reasons we can collect and use your personal information

We only collect and use your personal information as we have a legitimate interest to collect Recognition Awards nominations to promote positive stories of recovery in Essex.

Following receipt of nominations, we rely on consent to share your personal information in public communications (such as on our website and social media). This will be collected after the nominees have been shortlisted.

We rely on consent for the taking and use of photos, sound bites and video recordings. When physical ceremonies take place, we will give bands to wear to those who have not consented to ensure any third party (such as an approved photographer) is aware.

To process any special category information we rely upon your explicit consent.

Withdrawing consent

You may withdraw your consent at any time.  If you withdraw your consent after the judging panel have shortlisted your nomination, your nomination will not be processed any further and any personal information that had been collected in this process will be removed in line with our privacy policy.

If you are nominated for the Recognition Awards and you remove your consent after the awards evening, your name will be removed from the website and our social media platforms.

If you withdraw your consent to photographs and video recording being taken prior to the in-person award ceremonies, you will be supplied with a wristband and your photograph will not be taken at the event.

If you withdraw your consent after the photographs have been shared online, we will try to the best of our abilities to remove your photograph from the webpage and social media platforms.

After three months, we will anonymise nominee data and store it to be used for statistical purposes in the future e.g. to track the number of nominations for each award and measure levels of engagement.

Who we share your personal information with

• Anonymised information is passed to the judging panels

• The person or organisation who made the nomination to share updates

• Essex Recovery Foundation’s communications team in order to share results online, where consent has been given

• The presenters of the award ceremony so that they can read the agreed script

We will share personal information with law enforcement or other authorities if required to do so by applicable law.

Your rights

Under the UK GDPR and DPA 2018 you have rights which you can exercise free of charge which allow you to:

• Know what we are doing with your information and why we are doing it

• Ask to see what information we hold about you (subject access request)

• Ask us to correct any mistakes in the information we hold about you

• Object to direct marketing

• Make a complaint to the Information Commissioners Office

• Withdraw consent at any time (if applicable)

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

Who to contact

Please contact our data protection officer on jordon@essexrecoveryfoundation.org to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.