1. Introduction and Nomination Process
Reach is the largest commercial national and regional news publisher in the UK and is the organiser but not the Sponsor of the competition and event. Reach organises, publishes and advertises various competitions and events, in association with third parties and Sponsors to recognise the achievements or good work or effort of individuals. An event or competition Sponsor is a third party, usually a company, who may contribute to the costs of organising the event and may also nominate an individual to judge the competition alongside other judges.
Reach is registered with the Information Commissioner’s Office (ICO). Our registration number is Z6005558 and you can check our entry details on the ICO’s website: https://ico.org.uk/about-theico/what-we-do/register-of-fee-payers/.
2. Data controller and Data Protection Officer
For all of our Sites, and brands, either Reach Plc or one of its subsidiary companies is the data controller of the personal information that we gather about you. Regardless of which Reach Group company is the controller, you can always contact us with questions or concerns about your privacy by emailing us at dataprotection@reachplc.com
However, if you wish to withdraw consent to processing your personal data, please do so by emailing: reachevents@reachplc.com
Our Data Protection Officer (DPO) is the first point of contact for people whose information is processed. You can contact the DPO using the details above. Please note that this mailbox is monitored by other members of the data protection team.
3. How we will use your information in connection with the competition and awards event.
Each competition and awards event operates a nomination process in connection with particular subjects, specialisms, areas or topics. Such areas or topics can be as broad as care workers and carer of the year to charitable organisations and business awards. In organising an event, Reach establishes a panel of judges to make independent decisions in connection with the particular competition, based on submissions or nominations from nominators, whether an individual or organisation, against published criteria.
4. Processing Nominations:
In order to process nominations, we generally undertake a two-stage approach:
- Stage one: Reach seeks nominations of individuals from organisations and other individuals, including self-nomination and in doing so Reach collects personal information from the nominator and information about the nominee.
- Stage two: following receipt of nominations, Reach will contact all nominees to seek permission to process their personal data as provided by the nominator and to share this data with our judging panel for the purposes of the competition. Reach may also, with the nominee’s permission, collect additional personal data and information from the nominee which may include special category data.
This Competition Events privacy notice addendum covers both stages of the nomination process. Reach will only use nominees and nominators personal information and nominee’s special category data where we have a specific purpose or purposes for doing so. To achieve the above aims, the specific uses that will be made of your personal information are listed below:
4. Legal basis for using your personal information
Under data protection legislation, we require a legal basis to be able to process your personal information for the purposes set out above.
In this case, the legal bases for processing your personal information are:
- Article 6(1)(a) Consent: the individuals will give clear, withdrawable consent for us to process their personal data for a specific purpose.
- Article 9(2)(a) – special category data: the data subject has given explicit consent to the processing of those personal data for one or more specified purposes.
5. What personal information we will collect
The personal information we will collect from the nominator and the nominee are set out below:
Nominating body or Nominating Individual (nominator):
- The name, address and contact email – this may be a work email address (if nominating on behalf of an organisation) or a personal email address so that Reach may contact them for any queries relating to the nomination or any information provided to Reach in connection with the nomination.
- If an organisation is making the nomination, in addition to the above information, we will collect the current role(s) and organisation(s) the nominator works for.
We also collect information within the submission which may contain other data about the nominator.
- If we want to use this personal information from the nominating person for a reason other than those purposes set out above, we will tell them before we start that use and provide further information about the new purpose(s), including establishing the legal basis for doing so, which may include seeking consent.
Nominee:
- The nominee’s name, contact address or email address (as provided to us) so that following receipt of nominations, we can contact all nominees to confirm their availability and willingness to be part of the competition and that they are happy to be nominated, that they are happy for Reach to process this information and confirm if they wish to add anything else to or correct their personal data within the submission made by the nominator.
- If we want to use the personal information of nominees for a reason other than those purposes set out above, we will tell them before we start that use and provide further information about the new purpose(s) including establishing the legal basis for doing so, which may include seeking consent.
Following receipt of nominations, we will contact all nominees to:
Seek the nominees permission to continue to use and process their personal data within the nomination submission for the purposes of the competition or the event and confirm if the nominee wishes to add anything else to the submission or if any corrections need to be made in connection with the accuracy of the personal data. If we do so we will share it with the nominator and/or the nominee, as applicable.
By providing further information nominators and nominees consent to Reach processing their data for the reasons set out in this privacy notice. [Consent can be withdrawn at any point – see below.]
Publication of Stories about our Winners and other Finalists: this will include name, photograph and brief details of why they have been shortlisted. This information will appear online and in print.
6. Who we give your personal information to
We will not routinely pass your information within the nomination to any other organisation except to our judges on the panel for the purposes of judging the nomination or where required to do so by law.
7. Where your personal information will be stored
Your personal information will be stored securely within the UK & EEA and will not be transferred outside that territory unless required by a court order. The information collected from nominators is collected via a tool called Jotform. Information collected is stored on secure servers in the UK & EEA.
9. Withdrawal of your consent:
In relation to the collection of personal data consent must be a clear positive action that you have given your agreement to the use of your personal information as set out in this privacy notice, and consent can also be withdrawn at any point if you are no longer happy with the use of your personal information for a specific reason. Please see here.
If you to wish to withdraw consent, please do so by emailing: reachevents@reachplc.com
Once consent is withdrawn, we will destroy the nomination and submission and all relevant personal information unless we are relying on a different legal basis to justify keeping your personal information. If that is the case, we will tell you in writing. However, withdrawing your consent does not affect the lawfulness of processing based on consent before you withdrew consent.
All these rights have certain limitations depending on the request and the purpose for which we are holding your personal information. Further information can be found about these rights and our processes for handling such requests at: Main Reach Privacy Notice
10. How long we will hold your personal information
We retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected. The personal information you have submitted will be kept for one year following the date of the event. After that point, your personal information will be confidentially and securely disposed of.
11. Complaints about the use of your personal information
If you are unhappy with the way in which your personal information has been handled by Reach please contact us via our Data Protection Officer (details in section 2) and we will try to resolve your issue informally.
If we are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). To find out how to do so please refer to the Main Reach Privacy Notice.
12. Changes to this notice
We keep our privacy notices under regular review and may update them from time to time, so please review them occasionally for changes. If any changes are what might be considered material we will notify you directly.
This Competition & Events privacy notice was last updated on 25 January 2022.
13. Main Reach Privacy Notice
The above Privacy Notice relates to competitions and events. Further Privacy Notice information with regards to how we process your personal data, your rights as a data subject, and how to complain to the Regulatory Authority can be found on the Main Reach Privacy Notice.