PrivacyPolicy

The Empowerment Awards ("we," "us," or "our") is committed to protecting the privacy and personal data of all individuals who interact with our organisation, including nominees, award winners, attendees, volunteers, partners, and website visitors. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

We recognise the importance of accessibility and are committed to ensuring this policy is available in accessible formats upon request.

The Empowerment Awards is the data controller for the personal information we collect and process. You can contact us at:

• •Email: support@empowermentawards.org
• •Website: talkswithms.co.uk

We may collect and process the following categories of personal data:

3.1 Information You Provide Directly

• •Nomination and Application Information: Names, contact details (email, phone, postal address), biographical information, achievements, disability-related information (where voluntarily disclosed), supporting evidence, and references.
• •Event Registration: Names, contact details, dietary requirements, accessibility requirements, and emergency contact information.
• •Communications: Any information you provide when contacting us via email, phone, social media, or our website contact forms.
• •Photography and Media Consent: Photographs, videos, audio recordings, and written consent forms.
• •Volunteer and Partner Information: Names, contact details, professional background, and references.

3.2 Information Collected Automatically

• •Website Usage Data: IP addresses, browser type, device information, pages visited, time spent on pages, and referral sources.
• •Cookies: We use cookies and similar technologies. Please see our Cookie Policy for more information.

3.3 Special Category Data

We may process special category data (sensitive personal data) including information about health, disability, and accessibility needs. We only process this information where we have your explicit consent or where it is necessary to meet accessibility requirements, safeguarding responsibilities, or legal obligations.

We use your personal information for the following purposes:

• •Awards Administration: To process nominations, assess applications, select award recipients, and communicate decisions.
• •Event Management: To organise awards ceremonies and related events, manage registrations, coordinate accessibility arrangements, and ensure the safety and wellbeing of attendees.
• •Communications: To respond to enquiries, send event information, provide updates about the awards, and share relevant news with your consent.
• •Publicity and Promotion: To celebrate award winners, promote the awards programme, and raise awareness of disability empowerment, only where we have obtained appropriate consent.
• •Website Functionality: To maintain and improve our website, analyse usage patterns, and enhance user experience.
• •Legal Compliance: To comply with legal obligations, safeguarding duties, and regulatory requirements.
• •Research and Analysis: To understand the impact of our awards and improve our services, using anonymised data where possible.

We process your personal data on the following legal bases under UK GDPR:

• •Consent: Where you have given clear, informed consent for specific processing activities (e.g., receiving marketing communications, photography and media use).
• •Legitimate Interests: Where processing is necessary for our legitimate interests in administering the awards, promoting disability empowerment, and operating our organisation, provided this does not override your rights and freedoms.
• •Legal Obligation: Where we need to process your data to comply with legal or regulatory requirements, including safeguarding and health and safety obligations.
• •Explicit Consent for Special Category Data: Where we process special category data, we rely on your explicit consent or other specific legal bases such as substantial public interest.

We do not sell or rent your personal information to third parties. We may share your data with:

• •Awards Partners and Sponsors: Where necessary for awards administration and with your consent for publicity purposes.
• •Service Providers: Third-party suppliers who assist with event management, website hosting, email communications, and other operational services, under strict data protection agreements.
• •Media Organisations: Where we have obtained your explicit consent for publicity and media coverage.
• •Professional Advisors: Lawyers, accountants, and consultants where necessary for professional services.
• •Legal and Regulatory Bodies: Where required by law, court order, or to protect rights, safety, and property.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include encryption, secure servers, access controls, staff training, and regular security assessments. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. Our retention periods are:

• •Nomination and Application Data: Held for the duration of the awards process and up to 7 years for winners (for historical records and impact assessment).
• •Event Registration Data: Held for the duration of the event and up to 12 months afterwards.
• •Marketing Communications: Held until you withdraw consent or unsubscribe.
• •Financial and Legal Records: Held in accordance with UK legal requirements (typically 6-7 years).

Under UK GDPR, you have the following rights regarding your personal data:

• •Right of Access: You can request a copy of the personal data we hold about you.
• •Right to Rectification: You can request correction of inaccurate or incomplete data.
• •Right to Erasure: You can request deletion of your personal data in certain circumstances.
• •Right to Restrict Processing: You can request that we limit how we use your data in certain circumstances.
• •Right to Data Portability: You can request a copy of your data in a structured, commonly used format.
• •Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
• •Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details in Section 2. We will respond to your request within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data properly.

Our website uses cookies to improve functionality and analyse usage. You can control cookie preferences through your browser settings. For detailed information about the cookies we use and how to manage them, please see our separate Cookie Policy available on our website.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

If a nominee or participant is under 18 years of age, we require consent from a parent or legal guardian before processing their personal data. We take extra care to protect the privacy of young people and ensure all communications are age-appropriate.

We primarily store and process data within the United Kingdom. If we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, to protect your information in accordance with UK data protection laws.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website and updating the "Last Updated" date. We encourage you to review this policy periodically.

If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your personal data, please contact us:

• •Email: support@empowermentawards.org
• •Website: talkswithms.co.uk

We are committed to resolving any concerns you may have. If you are not satisfied with our response, you have the right to contact the Information Commissioner's Office (ICO):

• •Website: www.ico.org.uk
• •Phone: 0303 123 1113
• •Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We are committed to making this Privacy Policy accessible to everyone. If you require this document in an alternative format (such as large print, Braille, audio, or Easy Read), please contact us and we will provide it free of charge.