Privacy Policy

Worthing Community Awards

Last updated: 15.01.2026

Worthing Community Awards (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with our website, submit a nomination, attend our awards ceremony, or otherwise engage with us.

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are (Data Controller)

The data controller responsible for your personal information is:

Worthing Community Awards
Email: hello@worthingcommunityawards.co.uk
Location: United Kingdom

If you have any questions about this Privacy Policy or how your data is handled, you can contact us using the details above.

2. What Personal Data We Collect

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

a) Information You Provide Directly

When you submit a nomination, contact us, or communicate with us, we may collect:

  • Your name

  • Email address

  • Contact details

  • Your relationship to the nominee

  • Information you include in nomination forms (up to 400 words)

b) Information About Nominees

This may include:

  • Name of the nominee

  • Area of residence (postcode eligibility)

  • Details of their contribution to the community

  • Personal stories or circumstances relevant to the award category

c) Special Category (Sensitive) Data

Some nominations may include special category personal data, such as:

  • Information about disabilities

  • Health-related information

  • Caring responsibilities

  • Personal or family circumstances

We handle this data with extra care and only where necessary for judging and awarding purposes.

d) Media Content

At our awards ceremonies and related events, we may collect:

  • Photographs

  • Video recordings

  • Audio recordings

e) Website and Technical Data

When you use our website, we may collect limited technical data such as:

  • IP address

  • Browser type

  • Device information

  • Website usage data (via cookies or analytics, if enabled)

3. How We Use Your Personal Data

We use personal data only where necessary to operate the Worthing Community Awards. This includes:

  • Managing and administering nominations

  • Assessing eligibility and judging nominations

  • Verifying information provided in nominations

  • Contacting nominators and nominees

  • Organising and running the awards ceremony

  • Producing trophies and awards

  • Recording and promoting the awards (website, social media, press)

  • Responding to enquiries and accessibility requests

  • Complying with legal and regulatory obligations

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Consent – where you submit a nomination, agree to publicity, or provide sensitive information

  • Legitimate interests – to organise, judge, and promote a community awards programme

  • Legal obligation – where required to comply with UK law

Where special category data is processed, this is done with explicit consent or where necessary for legitimate community recognition purposes.

5. Sharing Your Information

We may share personal data only where necessary, including with:

  • Members of the Worthing Community Awards judging panel

  • Awards organisers and volunteers

  • Event partners or service providers (e.g. event venues, photographers)

  • Media platforms for promotional purposes

We do not sell or rent personal data to third parties.

Personal data is processed primarily within the UK. If data is transferred outside the UK, appropriate safeguards will be in place.

6. Publicity, Photography and Video

By participating in the Worthing Community Awards, nominees and nominators acknowledge that:

  • Award ceremonies and related events may be photographed or recorded

  • Images, video, and audio may be used for publicity, social media, website content, and promotional materials

  • This aligns with our Terms & Conditions regarding publicity participation

If you have concerns about media usage, you may contact us at hello@worthingcommunityawards.co.uk.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary:

  • Nomination data is kept for the duration of the awards process and a reasonable period afterward for record-keeping

  • Contact details are retained only while relevant

  • Media content may be retained longer for historical and promotional purposes

  • Data may be securely deleted or anonymised when no longer required

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right to access your data

  • Right to correct inaccurate data

  • Right to request erasure of your data

  • Right to restrict processing

  • Right to object to processing

  • Right to withdraw consent at any time

  • Right to lodge a complaint with the Information Commissioner’s Office (ICO)

You can exercise your rights by contacting us at hello@worthingcommunityawards.co.uk.

9. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

  • Restricted access to personal information

  • Secure storage systems

  • Reasonable safeguards to prevent unauthorised access, loss, or misuse

10. Cookies

Our website may use cookies to improve functionality and user experience. Where applicable, you will be informed about cookie usage and given choices regarding non-essential cookies.

11. Children and Young People

Some award categories may involve young people. Where applicable:

  • Parental or guardian consent will be required

  • Data relating to minors is handled with particular care

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website and will include the date of the most recent update.

13. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

📧 hello@worthingcommunityawards.co.uk