Privacy Notice – Youth Competitions/Awards
Sadu-Gupta and the Rotary Club of Gourock Young Citizens Award
[For the purpose of this privacy notice, Rotary International in Great Britain & Ireland (Rotary GB&I) also includes Rotary clubs and districts and their members. The use of the term ‘you’, ‘your’ also means that of your child where the competition/award Nominee is a minor, i.e. under the age of 18 years or 18 years of age and over but not legally eligible to give consent].
Members of Rotary International in Great Britain and Ireland (“we”) value the trust you put in us to process your personal information and will always be open and honest about the information we collect and how we will use it. We will never do anything with your personal information that you wouldn’t reasonably expect us to in relation to the Youth Competitions/Awards and we will always take every effort to protect your privacy.
The Rotary GB&I Privacy Notice is available on our website, www.rotarygbi.org, and explains how we collect, process and share personal information. This ‘Privacy Notice – Youth Competition/Awards is supplementary to the general Rotary GB&I Privacy Notice and explains in more detail how you can expect your personal information to be specifically used in relation to the Youth Competition/Award events.
How we use your personal information for Youth Competitions/Awards
1. We are collecting your personal information (and that of your child if a minor, or not legally eligible to give consent) for the organisation and administration of the Youth Competitions/Awards only, it will not be used for any other purpose.
2. Club, District or Rotary Public Relations Officers may use your personal information to make contact with you to discuss public relation opportunities and will gain your specific consent at that time for the use of your information, such as photographs/interviews for newspaper articles, club or district websites etc. Where the nominee is a minor, or not legally eligible to give consent, only the parent/guardian will be contacted.
Providing your personal information to others for Youth Competitions/Awards
3. The personal information will only be shared with others that require it for their role/the services they provide for the organisation and administration of the Youth Competition/Award events. Initially, this will be at club and/or district level. But should the nomination be identified as a winner, the information will also be shared with those relevant presentation organisers. Where the nomination is for a group, this form and the privacy notice therein covers the details for the group contact only, it does not cover other individual members of the group. Before using any information relating to other group members appropriate consent must be obtained.
4. Depending on the Youth Competition/Award, it may be necessary to share some of your information with third parties such as providers of venue hire and catering services. Under such circumstances only the minimum amount of information for the third party service will be provided, i.e. for caterers, only the name and allergy/special dietary requirement will be disclosed, no other information.
5. Those individuals and organisations that have access to the personal information are also bound by the Rotary GB&I Privacy Notice. Retaining and deleting your personal information
6. All reasonable steps will be taken by those concerned to ensure the personal information they have access to be kept securely and will not be shared with anyone who does not have a legitimate reason to have access to it in relation to the organisation and administration of the competitions/awards.
7. For all Youth Competitions/Awards, personal information will be kept on file for 3 months after the date of the award presentation ceremony. After this date, the information will be securely destroyed (either by shredding, incineration or deletion from electronic devices) at club, district and at the Rotary Support Centre. This timeframe is necessary to allow for any disputes to be settled before the personal information is destroyed.
8. The exception to 7 above, is where consent has been given for Rotary to make contact regarding relevant activities which may be of interest to Nominees.
By submitting a nominee, you are acknowledging that you have read and agree to the Privacy Notices in respect of the use of personal information for yourself (and your child, where applicable).