This privacy notice explains what personal data (information) we hold about you, and how we collect, store, use and may share information about you. We are required to give you this information under data protection law.
Empowering You Ltd collects, uses and is responsible for certain personal information about you. When we do so, we are regulated by the UK General Data Protection Regulation (UK GDPR) and The Data Protection Act 2018 (DPA 2018) and we are responsible as “Controller” of that personal information for the purposes of those laws.
Information collected by us
In the course of running the Programme application process, we collect the following personal information, when you provide it to us:
• Applicant’s personal information (such as name, address, contact details: phone number and email address)
• Certain details on current job role, career progression to date and expectations from involvement with the programme
• Information on the culture of diversity within the applicants organisation
• Photographs and images provided with nomination, and any other photographs or images supplied with consent
• Name of nominated “sponsor” withing the applicant’s organisation
If you are successful in your application, we will also request certain additional information such as dietary requirements.
How we use your personal information
We use your personal information to:
- This data is held with a central team and not shared
- Transfer your nomination story into a Word document for the judging panel
- Securely save your nomination form and further information submitted into a secure area
- Present awards and certificates
- Where consent has been given for photos and recordings, these will be used for the publicity of current and future ‘Empowering..’ programmes and offerings
- Evaluate and quality assure the services we provide throughout the organisation of the awards
How long your personal data will be kept
If you are successful in securing a place on the Programme - Your detailed application data will be held up to and throughout the Programme itself, to allow coaches to best tailor the content and approach to the expectations and requirements of the participants.
Following the conclusion of the Programme, only your name, title, organisation and contact details will be retained in order to keep you informed of future courses which we believe would be of interest.
If you were unsuccessful in securing a place on the Programme – your detailed application data will be securely deleted, with only your name, title, organisation and contact details retained in order to keep you informed of future courses which we believe would be of interest.
Reasons we can collect and use your personal information
We collect and use your personal information as we have a legitimate interest to collect programme applications to ensure a diversity of backgrounds, expectations and experiences are reflected in the make-up of our course participants.
Following the Programme, we may use your data to keep you informed of upcoming courses which we believe would be of interest and permission to provide such updates can be removed at any time.
We rely on consent for the taking and use of photos, sound bites and video recordings.
If you request that your application or your details are withdrawn prior to the Programme Panel reviewing applicants, your application will not be processed any further and any personal information that had been collected will be held in line with data protection legislation.
Who we share your personal information with
Personal Information (with the exception of any contact details provided) is shared with the Programme Panel for the programme you have applied to participate in. The Panel is made up of senior representatives from the Programme Partners, details of whom can be shared on request.
- Empowering-You staff and associate coaches participating in the programme
- Programme Partners who are funding the Programme participants places
- External suppliers including communications partners, venues and catering suppliers to enable us to provide the required services to Programme participants. In all instances, the minimum data possible will be shared to allow the suppliers in question to provide their services.
Your information will not be shared with any other third party unless we are required to do so by law.
Under GDPR you have rights which you can exercise free of charge which allow you to:
• Know what we are doing with your information and why we are doing it
• Ask to see what information we hold about you (subject access request)
• Ask us to correct any mistakes in the information we hold about you
• Object to direct marketing
• Make a complaint to the Information Commissioners Office
• Withdraw consent at any time (if applicable)
Depending on our reason for using your information you may also be entitled to:
• Ask us to delete information we hold about you
• Have your information transferred electronically to yourself or to another organisation
• Object to decisions being made that significantly affect you
• Object to how we are using your information
• Stop us using your information in certain ways
We will always seek to comply with your request however, we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.
The UK Information Commissioner's Office (ICO) website contains further information about your rights, including the circumstances in which they apply on individuals’ rights under GDPR.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Who to contact
Contact Empowering You Ltd if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for, please use our contact form.
You can contact our Data Protection Officer:
• Email: firstname.lastname@example.org
• Write to: Data Protection Officer, Empowering You Ltd, 7 Avon Place, Edinburgh, Scotland, EH4 6RE
GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner. You can contact the Information Commissioner's Office (ICO) at:
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Alternatively, visit the Information Commissioner's Office (ICO) website or email email@example.com for further information