Employee recognition awards privacy notice

Find out about employee recognition awards privacy notice here.

Who will own my data once I submit it? 

Knowsley Council

Why do you need my information? 

As part of the Council’s commitment to reward and recognition, we want to highlight the outstanding work of our colleagues. This will take place in the form of an Employee Recognition event that will take place at the Shakespeare North Theatre, Prescot. The data collected will be used:

  • To promote the Employment Reward & Recognition Awards via internal and external Council articles, one Knowsley News and via social media (Facebook, Instagram, Twitter/X, LinkedIn and YouTube.
  • To arrange seating plans with The Shakespeare North and identify any dietary requirements for the event.

What Personal Information do we collect?

When completing the form we will ask for:

  • Full name
  • Job role 
  • Contact Phone Number
  • Email Address

What allows you to use my information?

The lawful basis which allows the Council to process your data lawfully falls under the UK General Data Protection Regulation.

Article 6(1) (a) Consent “the individual has given clear consent for you to process their personal data for a specific purpose”.

Article 9 

Paragraph 1

Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.

The lawful basis for processing of special categories of personal data is

Article 9 (2) (a) “the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject;

This will be stored in the council SharePoint directory for a two-year period starting on September 2, 2024.

Consent will be refreshed every two years. If you decline to refresh consent, the images and videos featuring you will be removed from all of Knowsley’s social media platforms and websites.

Dietary and access requirements shared with Shakespeare North Playhouse will be deleted after six months

Who will my information be shared with? 

Your information will be shared with the Communications Team for publications via internal and external social media platforms (Facebook, Instagram, Twitter/X, LinkedIn and YouTube). 

Videos will be uploaded to the council’s social media feeds, YouTube channel and  embedded into the new website. It will be publicly available on our website, social media feeds and YouTube channel until it is removed. As the video will be uploaded to Knowsley Council’s YouTube channel your personal information will be processed by YouTube.  YouTube are owned by Google and have their Privacy Notice which can be accessed here. 

Please be aware that once the video is made available via YouTube and our social media feeds this will be accessible via internet searches and, if copies are made of the video by internet users, it may remain accessible via the internet even after Knowsley Council have removed the video from our YouTube channel and social media feeds.     

Your information will be shared with Shakespeare North Playhouse so that seating plans and dietary requirements for the event can be arranged. 

Do I have to provide this information, and what will happen if I don’t? 

No, participation is entirely voluntary and not a legal requirement. You can decide whether to participate or not.

The information requested via the Microsoft Forms questionnaire is required to ensure we have permission to hold your data about your involvement in the Employee Reward & Recognition Nomination process and to meet its statutory requirements to ensure we cater correctly and provide reasonable adjustments.  

Failure to provide this information could result in the Council being unable to promote the activity at the event held at Shakespeare North Playhouse but will not affect your participation in the event.

What do I do if I no longer want you to hold this information 

You have the right to withdraw your consent at any time by contacting us via Organisational.DevelopmentTeam@knowsley.gov.uk

How long will you keep this data for and why?

The information will be retained for two years from September 2nd 2024.

Consent will be refreshed every two years. 

Dietary and access requirements shared with Shakespeare North Playhouse will be deleted after six months.

How will my information be stored? 

Your personal data will be stored on the Council’s secure network and will only be accessed by staff that need to see this information. Audits can take place on the system to see who has accessed the information.    

Will this information be used to take automated decisions about me? 

No 

Will my data be transferred abroad and why? 

No data will be purposely transferred abroad. However, as the video/ photos will be made public they can be viewed by anyone anywhere. 

What rights do I have when it comes to my data?

Under the Data Protection Act (DPA) 2018/ UK General Data Protection Regulation (UK GDPR), you have the following rights with regard to your personal data: - 

  • The right to subject access – you have the right to see a copy of the personal data that the council holds about you and find out what it is used for
  • The right to rectification – you have the right to ask the council to correct or remove any inaccurate data that we hold about you.
  • The right to erasure (right to be forgotten) you have the right to ask the council to remove data that we hold about you.
  • The right to restriction – you have the right to ask for your information to be restricted (locked down) on council systems.
  • The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
  • The right to object – you have the right to ask the council to stop using your personal data or to stop sending you marketing information or complain about how your data is used.
  • The right to prevent automated decision making – you have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable)

To find out more about your rights under the DPA 2018/UK GDPR, please visit the Information Commissioner’s website.

To request a copy of your data or ask questions about how it is used, please download a copy of our form and send it to:
 
Data Protection Officer
Knowsley Council
Nutgrove Villa
Westmorland Road
L36 6GA

Or email: Inforights@knowsley.gov.uk

Who can I complain to if I am unhappy about how my data is used? 

You can complain directly to the Council’s Data Protection Team by writing to:

Data Protection Officer
Knowsley Council
Nutgrove Villa
Westmorland Road
L36 6GA

Or email: data.protection.officer@knowsley.gov.uk

You also have the right to complain to the Information Commissioner’s Office using the following details:

The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45 

Website: www.ico.org.uk 

Chat with us