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Privacy Notice

Here at the EOA we take privacy very seriously.  This notice is written in the clearest way possible so you fully understand how we treat any personal information or personal data. We encourage you to read this notice carefully.

Where do we gather data?

All data collected is provided by a nominee of the organisation applying for an award.  

What information do we hold and use?  

Each award category has its own list of submission questions which are completed by a representative of the organisation applying.  Personal data that is collected includes the name and email of the person submitting the award nomination, along with that of the main contact within the organisation.   When applying for the Employee Owner of the Year award, additional information is requested in terms of the individuals role within the organisation.  This includes a photograph, which is used as part of the awards presentation evening to recognise all nominees. 

All data collected is stored electronically within this nominations portal or on  an IT infrastructure of the EOA.  To facilitate the juding of the awards, the information is also held in paper format. 

How we use your personal data and the legal basis we rely on:

We use the information provided for our and your legitimate business interests of administration, judging and fulfillment of the UK Employee Ownership Awards.   As the Awards are presented as part of the EOA Annual Conference Gala Dinner, we also use the information to ensure you are aware of the EOA Conference and Presentation evening.  

If you create a login on the system we will assume your interest in the awards and will contact you to remind you of the submission deadlines as well as advising you of the progress of any completed submissions. 

Who do we share your submission and any personal data with?

In order to faciliate the awards we use a system called 'Open Water' from a third party organisation.  In this instance,  Open Water is a 'Data Processor'. In the provision of the service they provide to us, they only have access to the information they need to perform their specific service  to us.  In addition, they only use your data for the exactt prposes we specify in our contract with them. 

If we stop using their services any of your data held by them is deleted.  

The awards are judged by up to eleven industry representatives. A list of the judges can be found on the 'Judges Tab'.  In order to undertake the judging, they will be given access to the nominations portal and each submission in the categories they are judging.  This means that as well as the full submission made, the judges will also see the name (but not email address) of any individuals referenced in the submission document.   

The judges understand that the information provided is for the basis of judging the UK Employee Ownership Awards only.  

How we protect your personal data:

We take security of data seriously.  Access to personal data within the Open Water system is password protected and we work with them to monitor security and assess risk.  

Open Water is provided by a company based in the US.  The EOA is working closely with the system supplier to ensure compliance as a Data Processor located outside of the EEA.  

How long do we hold your data?

We hold the information you supply in the submission for a period of eight months following the closing date of the Awards.  This enables us to answer any questions from entrants following presentation of the awards.   After eight months, the personal data within the submission is 'anonymised' and the EOA retain the content of the submission only for reference, research and best practice purposes.

What are your rights?

You have a number of rights in relation to your personal informaiton. You have the right at any time to:

  • request details of the information we hold in relation to you and the source(s) of that information
  • request that we rectify any inaccuracies in relation to the personal data we hold
  • request the erasure of your personal data
  • object to the processing of your data and , if you wish, withdraw consent to use for processing your personal data
  • object to any direct marketing
  • request that we restrict the processing of your data
  • request that your data is erased

All the information held in the nominations portal is supplied by you/your organisation.  Please note, it would be extremely difficult for us to process and subsequently judge nomimations without the inclusion of personal data identifiying who has made the nomination. 

Any Questions?

Should you have any questions regarding this Privacy Notice, or need any help with your submission, please contact Lisa Steel on 01482 667122 or via email: lisa.steel@employeeownership.co.uk 

 

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