Leisure and Cultural Services privacy notices

Privacy notice for Elmbridge Sports Award. 

Who we are and what we do

The Leisure and Cultural Services Team at Elmbridge Borough Council, manage the Sports Awards nomination process which recognises and celebrates local sporting achievements. We receive and process your nominations which are referred to the Elmbridge Sports Council for a decision.  The Sports Council Committee membership comprises four Elmbridge BC Councillors and one representative from Walton Athletics Club. Please make sure you have the nominee’s consent to put their name forward for an award before submitting any nomination. 

What we need

We will collect information about you and your nominee when you make an entry for the Elmbridge Sports Awards.

We will also require evidence of the nominee’s achievements over the past year. 

Responsibilities 

When making a nomination, it is important that you, the nominator, have the permission of any individual you are nominating (the nominee), to share their data including email and telephone contact details. You will be asked to agree to a statement to this effect and we will be unable to accept the nomination without it.

Why we need it

The information is required in order to process your nomination and will be kept on our system for further correspondence regarding whether the entry has made it to the shortlisting or not, and to send the invitation to the awards ceremony if successful. This information enables us to contact you and forms part of our administrative function.

When making a nomination, it is important that the nominator has permission of any nominee to share their data including email address. The consequence of not providing the required information means the application can not be processed. 

What we do with your information and with whom we share it

The information that is provided will be held by the council and will be accessed by authorised council employees who administer the scheme. The redacted application forms will be shared with the judges although please note that the judges on the will not be given a copy of any personal contact details. The judges will score the applications accordingly against the criteria. Paper copies will be given to those judges without computer access. These paper records will be securely destroyed by the end of the scoring process and the judges with computer access will delete the information once their decisions has been made. Winners of each category will be automatically put forward to the Surrey Sports Awards, which is administered by Active Surrey. Should your nomination proceed to the next stage and be put forward to the Surrey Sports Awards, we will pass on your details to the relevant staff members at Active Surrey. Please see the Active Surrey Privacy Policy for more information.

We may separately ask you for your permission to provide you with information about other Council services such as Grant Aid and FACS. But you do not have to give your permission to receive these details, and it is not a condition of your application. If you do give your permission, we will let you know how we will manage this going forward.

If you consent, we will email you to alert you to the nomination window opening in future years. 

Our legal basis for processing your data

For the Sports Awards, we process your data where:

• you have given consent to the processing off your personal data for the purpose of nominating someone for an award
• by proceeding with a nomination, you confirm that you have received permission from the nominee to pass their details onto us

How long we keep it

The name and club details of individual winners will be kept and promoted in recognition of their achievement in this year’s local and county awards.

The application forms with all of the Nominator’s and Nominee’s details will be kept for no more than 15 months from the nomination closing date. Thereafter a summary record of the award will be kept for 2 years.

By nominating and supplying personal information both for yourself and your nominee you are giving consent for this information to be used by Elmbridge Borough Council and its partner Active Surrey in accordance with new general data protection regulations (GDPR). Please see the Active Surrey Privacy Policy for more information.

What are your rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Data Protection Officer at dataprotection@elmbridge.gov.uk.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. 

How to contact us

Please contact the Data Protection Officer if you have any questions about our privacy policy or information we hold about you:

• by email: dataprotection@elmbridge.gov.uk
• for independent advice: contact the Information Commissioner’s Office – visit the Information Commissioner’s Office (ICO) or email casework@ico.org.uk.

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.