Privacy Policy

 

The Top Workplaces in Hampshire (TWIH) Awards takes data protection and your privacy and trust seriously. This Privacy Policy provides information about how the TWIH Awards use personal data and the information provided to us.

 

The TWIH Awards are organised and hosted by JMA HR & Legal Limited . If you have any queries about this Privacy Policy or how your information is used or what information we hold, please contact Joanna Atkinson: us@twih.co.uk

 

Personal data

We are committed to handling personal data responsibly and in accordance with the General Data Protection Regulations, along with the Data Protection Act 2018.

 

Personal data means any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that person. Special categories of personal data include data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning health or data concerning a natural person’s sex life or sexual orientation.

 

For the purposes of the TWIH Awards, we collect, use, disclose, transfer, and store personal data when needed to process the applications for the Awards, to arrange the Awards evening, to award and publicise the Awards.

 

We want to be clear about how personal data and other information provided to us is used and shared.

 

The types of personal data we collect

Applicants:

For the purpose of your application, we will ask you to provide certain specific details about your organisation (see entry application form ).  We will only use any personal data we collect in accordance with judging the Awards and information will only be shared with the judging panel and the organisers of the Awards.

 

Awards Guests:

We will ask you to provide your name, contact details, job role and company / organisation. We will not ask for any data which constitutes a special category of personal data. Please only provide any of these data within your application where this is information is manifestly made public.

 

Others Attending the Awards Event:

We collect personal data for all attendees in addition to names, organisations, and images (photographs) taken at the Awards Event. If attendees not wish to have their photograph(s) taken or distributed, they may either ask the photographer not to take photographs of them, or contact the Awards organisers prior to or shortly after the Awards Event.

 

How we use personal data

We process personal data for the purpose of application; judging; organising and publicising the Awards, more specifically:

  • Account setup and administration: We use personal data such as your name, email address, organisation and role to set up and administer your account.

  •  We use personal data provided by Applicants, along with the non personal data provided, for our judging and so will share it with our judging panel and the organisers of the Awards.

  • We use the personal data and other information provided to award the different Award Categories and to make the presentation at the Awards Event.

  • Information relating to booking: We use personal data in order to organise the guest list, and cater appropriately for any dietary requirements.

  • Photography is used at the Awards Event and images will be used for publicising the TWIH Awards and announcing the list of organisations and the category winners within the media. The names, roles and organisations of those in the pictures will also be published.

  • Information on future events / marketing: We will use contact details to inform you of future TWIH Awards and events.

  • Legal obligations: We may be required to use and retain personal data for legal and compliance reasons, such as the prevention, detection, or investigation of a crime; loss prevention; or fraud. We may also use personal data for information security purposes, and as we otherwise believe to be necessary or appropriate: (a) under applicable law, (b) to respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities; (c) to enforce our terms and conditions; and (d) to protect our rights, privacy, safety, or property, or those of other persons.

  • Conflict of Interest: Where there is a conflict of interest the relevant judge will step down from judging the category and the remaining members of the judging panel will judge the category.

When we share personal data

We will share and/or disclose personal data when necessary to process and publicise the TWIH Awards and all applications. When we share personal data, we do so in accordance with data privacy and security requirements. Below are the parties with whom we may share personal data and why.

  • The Judges: In order to apply for the TWIH Awards, the personal data, including any sensitive personal data provided in your application, will be made available to the judges and the organisers of the TWIH Awards.

  • The Media: We mayrelease details of the organisations in the TWIH list, Category finalists and photographs from the Awards Event, along with personal names, titles and name of organisation, of the people within the photograph.

  • Catering Team: We may release your personal data for the purposes of ensuring any declared dietary requirements are catered for.

  • Third parties for legal reasons: We will share personal data when we believe it is required, such as:

  • to comply with legal obligations and respond to requests from government agencies, including law enforcement and other public authorities.

  • to protect our rights, systems, and services.

Where we store and process personal data

Information is stored on the TWIH website. Data relating to the applicants and any photographs from the Awards Event will also be stored within the website files and held by the organisers of the event, including JMA HR & Legal Limited.

 

How we secure personal data

The majority of data is stored within the TWIH website and by JMA HR & Legal Limited. We are dedicated to making sure your information is secure. In order to prevent illegal access or disclosure, we have in place procedures for the purpose of protecting the information collected online into the relevant servers. We endeavour to ensure that all of your personal data is protected. However, as with any standard email, emails containing your personal data sent to or from the organisers of the TWIH Awards websites may travel in a non-encrypted format. Access to data in their private networks is strictly limited to authorised individuals.

 

Cookies

We utilise cookies to enhance your experience on our Website. Cookies are small text files that are placed on your computer by the sites that you visit. They help to analyse web traffic and let you know when you visit a particular site. Cookies enhance the usability of web applications providing an individual and tailored experience by gathering and remembering your preferences such as your needs, likes and dislikes. For more detailed information about cookies visit www.allaboutcookies.org.

 

You may disable cookies in your web browser settings and this will not prevent you from accessing the TWIH website. However, certain parts of the website may not operate as smoothly as when cookies were enabled. Please consult your web browsers documentation for more information about how to disable cookies. 

 

How long we keep personal data

The information required to create the login to the website will be stored until the database is deleted or there is a request for deletion of the login.

 

Applications will be retained for two years post the Awards Event submitted for.

 

Information collected for the purpose of the Awards Event will be retained for 3 years following the relevant Event, with the exception of:

  • The list of organisations being the TWIH in any year and the category winners, including contact details for future marketing/events.

  • Quotes from within the successful applications; and

  • Photographs and identifying information for the individuals within the photograph (name, title, organisation).

 

Such data will be retained indefinitely for future publicity and records of the Awards, subject to requests for deletion.

 

Your right to access and correct your personal data

We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your personal data.

  • Access to personal data: If you request access to your personal data, we will happily provide this, subject to any relevant legal requirements and exemptions, including identity verification procedures to ensure we are providing the data to the correct person and keep your data safe from fraudsters.

  • Correction and deletion: You have the right to correct or amend your personal data if it is inaccurate or requires updating. You may also have the right to request deletion of your personal data; however, this is not always possible due to legal requirements and other obligations and factors. Remember that you can update your account information by editing the information page.

  • Marketing preferences: We will send you information regarding future TWIH Awards applications and Awards Events, if you have chosen to receive this information. You may opt out of this at any time by emailing Joanna Atkinson at: us@twih.co.uk  We will not pass your information onto Third Parties for this purpose.

  • Filing a complaint: If you are not happy with how we manage your data, you may complain to us directly using the contact details below, or raise a complaint with the Information Commissioners Office:

Website: https://ico.org.uk/concerns/handling/

Telephone: 0303 123 1113

 

Social Media

We use social media to share and promote the TWIH Awards. Your interaction with these platforms is subject to their own Privacy Statements and Terms and Conditions. We are not responsible for the privacy of any information shared on social media.

 

Links and connections to third-party services

The privacy practices of any third parties, including the judging panel and organisers of the TWIH Awards are governed by their own privacy statements/policies. You should review the privacy statements/policies applicable to these third parties as available on their respective websites.

 

Children’s privacy

We do not collect any data or information on children.

 

Contact us

If you may have concerns or questions about this Privacy Policy, how we handle your data and information or wish to file a complaint, please feel free to contact, Joanna Atkinson: us@twih.co.uk

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© 2020 Top Workplaces in Hampshire - JMA HR & Legal       Privacy policy