This privacy notice explains how Buckinghamshire Council (the data controller) will use the personal information we collect about you if you:

• nominate an individual/team/school for a Buckinghamshire School Award ('nominator').
• are nominated either as an individual or part of a team for a Buckinghamshire School Award ('nominee').

Information held about you - nominators

We will hold the following information on you:

• your name and email address
• any information or evidence which you choose to submit with your nomination.

Why we need your information - nominators

We need your information to validate the nomination.

Information held about you – nominees

Individual nominees

We will hold the following information on you:

• first and last name.
• contact we have had with you (such as correspondence).
• a description (up to 250 words against each of 4 criteria) of why the nominator has nominated you for an award.
• any supporting evidence (e.g. photographs) that the nominator has supplied as additional evidence towards your nomination.

Team member nominees (small title, not sub heading)

We will hold the following information on you:

• first and last name.
• contact we have had with you (such as correspondence).
• a description (up to 250 words against each of 4 criteria) of why the nominator has nominated your team for an award.
• any supporting evidence (e.g. photographs) that the nominator has supplied as additional evidence towards your nomination.

Why we need your information- nominees (small title, not subheading)

We need your information to:

• to progress your nomination to the judging panel.
• to be able to inform you of the progress of your nomination and to invite you to the Awards Ceremony if you have been shortlisted for an award.

The legal basis for us to process your data

The legal basis for processing the data under the UK GDPR and Data Protection Act 2018 is Article 6(1)(e): We need it to perform a public task.

How we share and process your information

We will share your information, if appropriate, through the below process:

Nominations will be shared with the following judging panels:

• For the majority of the awards
  • an internal Buckinghamshire Council team judging panel who will undertake a first judging process to create a short list of 3 entries per category, based on the criteria for each award.
  • a final judging panel made up of Councillors, Buckinghamshire Council Senior Leadership Team members, Buckinghamshire School Executive Board members and invited specialists, to select the winners from the shortlist.
• For the Student Voice awards – the judging panel for these two awards will be the Buckinghamshire Youth Voice Executive.

If the nominated individual, team or school become a finalist they will be invited to share their experience of achievements for which they were nominated through Buckinghamshire Council’s promotional and communications channels.

All information provided by nominators and nominees will only be used in connection with the Buckinghamshire School Awards 2025 and for the purposes described in the terms and conditions.

We will securely hold your information and only keep it for as long as is necessary. Where information is no longer needed it will be confidentially disposed of.

Data on all nominations will be held for 1 year.

Data on the finalists and winners will be held for 3 years.

Automated decision making

We do not carry out any automated decision-making in relation to this information.

Your rights

You have legal rights over your information. For details of those rights, see our corporate Privacy Policy. Your rights will differ depending on our lawful basis for processing your data.

Our Data Protection Officer can be contacted by:

• post at Buckinghamshire Council, The Gateway, Gatehouse Road, Aylesbury, HP19 8FF
• email at dataprotection@buckinghamshire.gov.uk

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer. You can also then complain to the ICO if you remain unhappy with how we have used your data.

Date of publication/last update: 13 January 2025

Date of completion of project/processing: 30 June 2028