This policy explains what personal information the Tees Valley EDI Awards collects through www.ediawards.co.uk, why we collect it, and what rights you have over it. The awards are run by Liquid Lime Ltd, which is the data controller for the purposes of the UK GDPR and the Data Protection Act 2018.
Who we are
The Tees Valley EDI Awards are organised by Liquid Lime Ltd, Vanguard Suite, Broadcasting House, Gilkes Street, Middlesbrough, TS1 5JA, United Kingdom. You can contact us about anything in this policy by email at info@ediawards.co.uk or by telephone on 01642 683 055.
Information we collect
We collect information in four situations:
- When you submit a nomination. We collect your name, email address and telephone number, the name of the person or organisation you are nominating, their email address and telephone number where you provide them, the award category, and your written reasons for the nomination.
- When you contact us. We collect your name, email address, telephone number where given, the subject of your enquiry and your message.
- When you buy tickets. We collect your name, billing address, email address and telephone number, and the details of your order. Card details are handled by our payment provider and are never stored on this website.
- When you sign up for updates. We collect your email address.
Information about people you nominate
A nomination is about someone else. If you nominate a person, you are giving us their name and, where you choose to provide them, their contact details, along with your description of their work. Please only provide contact details you are comfortable sharing, and consider telling the person that you have put them forward.
Nomination text can reveal things like a person’s ethnicity, disability, religion, or sexual orientation. Under the UK GDPR this is special category data and is given extra protection. We use it only to judge the awards, and we rely on the substantial public interest basis for equality of opportunity monitoring and promotion. If you would rather not include such details, the nomination will still be judged on the difference the person has made.
Why we use your information and our lawful basis
- Running the awards: judging nominations, contacting nominators and nominees, and announcing shortlists and winners. Our lawful basis is legitimate interests: operating the awards people have chosen to take part in.
- Selling and issuing tickets: taking payment, confirming your booking and admitting you on the night. Our lawful basis is performance of a contract.
- Answering enquiries: our lawful basis is legitimate interests.
- Sending marketing emails: news, key dates and ticket information. Our lawful basis is consent, which you give by signing up and can withdraw at any time.
- Meeting our legal obligations: for example keeping records of sales for tax purposes. Our lawful basis is legal obligation.
Marketing emails
We only send marketing emails to people who have asked for them. Every email includes an unsubscribe link, and you can also ask us to stop at any time by emailing info@ediawards.co.uk. We do not add nominators or nominees to our mailing list simply because they appear in a nomination, and we do not sell or rent your details to anyone.
Who we share information with
We share personal information only with organisations that help us run the awards, and only so far as they need it:
- Our judging panel, who see nomination content in order to score it.
- Our website host and email provider.
- Our payment provider, which processes card payments and holds the card details we never see.
- Our email marketing provider, which sends the newsletter to subscribers.
- Professional advisers and authorities where the law requires it.
We do not sell personal information.
How long we keep it
Nomination records are kept for the awards year they relate to and for a further six years, so that we can answer queries about previous years and evidence how the awards have been judged. Order and payment records are kept for seven years to meet HMRC requirements. Enquiries are kept for two years. Newsletter subscriptions are kept until you unsubscribe.
Where your information is held
Our website and its database are hosted in the United Kingdom. Some of our suppliers, such as our email and payment providers, may process data outside the UK. Where that happens we rely on the UK Government’s adequacy regulations or on standard contractual clauses approved for use in the UK.
Your rights
You have the right to ask us for a copy of the personal information we hold about you, to have it corrected, to have it deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, email info@ediawards.co.uk. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, by post to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or by telephone on 0303 123 1113.
Changes to this policy
We review this policy whenever the way we handle information changes, and at least once a year. The date at the top of this page shows when it was last updated.
