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John Downton awards privacy statement

This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you.  We are required to give you this information under data protection law.

This privacy notice relates to the John Downton Awards.

Who we are

Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.

Personal information we collect and use

Information collected by us

In the course of managing and facilitating the John Downton Awards the Culture and Creative Economy Service of Kent County Council collects the following personal information when it is provided to us from yourself, or is shared with us through your school:

  • email address of school contact
  • student’s name
  • student's age as of 31 August
  • student's school

We also obtain personal information from the John Downton Award winners as follows:

  • completing the John Downton Award online applications
  • BACs information for payment of monetary awards
  • photographs taken at the awards evening ceremony by a third party contractor. The photographs of winners will be published on the John Downton awards webpage.

How we use your personal information

The school contact information is used to:

  • notify the school that the John Downton submissions application process is open
  • notify the school of their school’s selected entries for the exhibition
  • advise the school of the outcome of the competition
  • invite school representatives to view the exhibition
  • facilitate student exhibitors and their families to attend the VIP awards ceremony

The BACs information is used to:

  • facilitate the payment of monetary awards to winning exhibitors

How long your personal data will be kept

  • student personal information is retained for 12 months from the closing date of applications before being securely destroyed
  • BACs information will be retained for 12 months after payment before being securely destroyed
  • the paperwork in facilitating the BACs payment will be kept for 7 years, for auditing purposes, before being securely destroyed
  • school contact information will be held until such time as we are requested to remove this or where we are notified that the email address no longer exists – this information is retained so that we are able to advise schools/teachers of when the John Downton application process is open for applications

Reasons we can collect and use your personal information

We rely on the fact that you (“the data subject”) have given consent to the processing of your personal data for one or more specific purposes as the lawful basis on which we collect and use your personal data.

You may withdraw your consent at any time. If you do withdraw your consent no further personal information will be collected and the existing personal information shall only be retained in accordance with KCC’s data protection policy.

Who we share your personal information with

If you are a student whose entry is selected to be displayed at the exhibition in Sessions House your name, age and school details are displayed adjacent to the entry. They are also published on the KCC website. Separate specific consent will be requested for this purpose.

If you are an exhibitor and you withdraw your consent, your name will not be able to be published or displayed next to your art work.

If you are a school contact and you withdraw your consent, we will not be able to inform you when the application process has commenced for future awards.

Winning students’ names, ages and school details are shared with Turner Contemporary which exhibits the winning entries. This data sharing enables Turner Contemporary staff to identify the winning entries. We require Turner Contemporary to comply with the GDPR when holding your information.

We will share personal information with law enforcement or other authorities if required to do so by applicable law.

Your rights

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 Commissioner’s 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.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under GDPR.

If you would like to exercise a right, please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk.

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.

Contact

Please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or 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.

You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk, or write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.

Read our corporate privacy statement.