Data Privacy Policy

This Privacy Policy outlines how your personal information is treated and forms part of our Terms and Conditions. The purpose of this policy is to help you understand what information we collect, how we use it and what choices you have about it.

What information do we collect?

When you complete an application form on our website (applicant, assessor, newsletter subscriber, brochure download), we ask you to provide your name, e-mail address, postal address and your telephone number(s). This information is collected and stored on a secure password protected database and is retained so that we can contact you easily.

With regards to online payments made via our application system or shop (for merchandise and ticket purchases), credit card and other financial details are not collected, stored or retained by the Civic Trust Awards. Financial details provided by you are utilised by our external e-commerce partners Sage Pay and Elavon to process payments, again via encrypted and secure server.

Other personal information provided by you (name, address etc) is used to contact you or for the purposes of merchandise delivery.

How do we use your information?

Any personal data relating to you will be retained and used by us in accordance with GDPR legislation and this Privacy Policy. We use the information collected from you to administer the Awards Scheme, such as application queries, assessor allocation, assessment visit arrangements and to notify you of the outcome of your application. We may use your personal information to communicate with you, for record keeping purposes, to track activity on our site, to publish trends and/or to improve usefulness and content of the website or application process. We will also undertake direct marketing to you (and the contacts you provide as part of the application) or issue communications with respect to judging outcomes, brochure advertising and to purchase merchandise. In summary, we have a legitimate interest to use the information to provide a service to you, and to the contacts you have provided as part of the application process.

Limited personal information provided by assessors (name, email address and contact telephone number) are shared with other assessors and applicants as part of the assessor allocation/judging process. This again is solely for the purpose of conducting our business and service.

We do not sell, trade or rent your personal information to other parties.

Website Cookies

Cookies are small text files that a web site transfers to a site visitor’s hard disk or browser for added functionality, or for tracking web site usage. We do not use cookies to gather personal information such as a person’s name or e-mail address. In order to measure the effectiveness of our on-line presence, the Civic Trust Awards website may use cookies to identify repeat visitors to our site and to determine the path visitors take on our site. Any information gathered by the use of cookies is compiled on an aggregate, anonymous basis.

Use of cookies is an industry standard and many web sites use them. If you do not wish to receive cookies, or want to be notified of when they are placed, you can set your web browser to do so, if your browser so permits.

Choices you have about your information

Our goal is to give you simple and meaningful choices regarding your information. If you have an applicant or assessor account, you can edit information in your profile at any time. Should you wish to delete your account, please notify us via email info@civictrustawards.org.uk and we will remove it from our system within 5 working days.

How long we will keep your information

We keep your information only so long as we need it to provide you with Civic Trust Awards news, updates and communications in order fulfil our business service for the purposes described in this policy. Should you receive an e-newsletter or other communication from us, you can unsubscribe at any time via the link provided at the bottom of the email.

Your Options

You have options in relation to the information that we have about you described below. To exercise these options, please contact us

• Access the information we hold about you. We'll usually share this with you within 30 days of you asking us for it.
• Have your information corrected or deleted. You can update your information in your applicant/assessor account settings. If you have problems updating the information or if you would like us to delete it, contact us.
• Object to us processing your information. You can ask us to stop using your information, including when we use your information to send you newsletters or marketing emails. If you opt out of receiving these messages from us, we may still send you direct emails or updates about your account. We only send you marketing material if you've agreed to it, but if you'd rather we don't, you can easily unsubscribe at any time.
• Complain to a regulator if you feel we haven't complied with the Data Protection laws.

Should you have any queries about this policy or how it affects you, please contact us