PRIVACY & COOKIE POLICY

PRIVACY & COOKIE POLICY

The WOW! Awards – Protecting Your Privacy

Our Commitment To Your Privacy 

We value your privacy. With this policy, we set out your privacy rights and how we collect, use,  disclose, transfer and store your personal data. 

Introduction 

This privacy notice explains in detail the types of personal data we may collect about you when  you interact with us. It also explains how we store and handle it and keep it safe. This privacy  notice aims to inform you about how we collect and process any information that we collect  from you, or that you provide to us. It covers information that could identify you (“personal  information”) and information that could not. In the context of the law and this notice, “process”  means collect, store, transfer, use or otherwise act on information. It tells you about your  privacy rights and how the law protects you. 

This policy is issued as part of our compliance with the General Data Protection Regulation  which came into effect on 25th May 2018. We hope that the following sections will answer any  questions that you have but if not, then please do get in touch with us. You can find our contact  details at the bottom of this notice. 

What is The WOW! Awards 

The WOW! Awards is a trading name of The WOW Awards Limited, a company registered in the  UK which we will refer to as the Company in this document. 

Our Client(s) are organisations who have contracted with The WOW! Awards to provide the  services detailed below and are referred to as such in this document. 

The Company provides a unique employee recognition programme to its Clients. We do this by  providing systems for customers of our Clients to tell us (i.e. nominate) when they have received  excellent customer service. By recognising the achievement of individuals, teams and  companies that have been nominated we encourage people to take pride in their work and  deliver more great service in the future.

Explaining the legal bases that we rely on for keeping data 

The law sets out a number of different reasons for which we may collect and process personal  data. 

a). Consent 
In specific situations, we collect and process your data with your consent. For  example, if you tick a box to receive information from us. We will always make it  clear what your data will be used for. 

b). Contractual obligations 
We may process your personal data to comply with our contractual obligations. For  example, if you are a customer, Client, or a supplier to the Company then we will  process your personal data so that we can meet our contractual obligations.  

c). Legal compliance 
In some cases, we may be required by law to collect and process your data. 

d. Legitimate interest 
In this situation, we require your data to pursue our legitimate interests in a way that  would be considered reasonable to the running of our business and which does not  affect your rights, freedom, or interests.  

When do we collect and process your personal data? 

  • When you make a nomination for The WOW! Awards. 
  • When you contact us through our website 
  • When you become a customer, Client or supplier. 
  • When you engage with us on social media. 
  • When you contact us by any means with queries or requests. 
  • When you make any kind of appointment with us or attend an event. 
  • When you choose to complete any survey that we send to you. 
  • When you have given a third-party permission to share your information with us.

Third Party web sites 

Our platform may contain links to other websites, but that doesn’t mean we endorse those  websites. We encourage you to review the privacy policies for these third-party websites  because their procedures for collecting, handling, and processing personal data might be  different to ours. 

What sort of personal data do we collect and how do we use it? 

If you have made a nomination for The WOW! Awards we will ask you for your name, email  address and/or your telephone number on behalf of our Client. We will also collect details of the  person you are nominating. If you chose to do so and provided we have your consent, we may  also collect digital images that you have uploaded. 

This information is shared with our Client unless you have requested to remain anonymous.  This data is used if we need to contact you to clarify your nomination and keep you informed  about the progress of your nomination. Your contact details will not be made public without  your consent. It is extremely valuable to the person being nominated, and our Client, if they can  know your name as the person who nominated them for The WOW! Awards. If you have consented to us using your name, and if provided, digital images, then we and our trusted  partners may show your name and digital images only with the nomination on a certificate,  online and in our communications and marketing eg press releases, publications, training  materials and books. 

If you are someone we trade with or have expressed an interest in trading with us we will hold  your name and contact details and keep a record of any communication with you. We may use  this data to keep you informed of services and events that we feel would be of value to you. We  do not share your data with any other party. 

If you wish to change how we use your data, you will find details in “What are my rights?” section  below. 

If you choose not to share your personal details with us, or refuse contact permissions, then we  might not be able to provide you with some of the services that you’ve asked for. 

Sometimes we may need to share some of your details with a third party, for example to arrange  a delivery. Without sharing your data, we may be unable to fulfil your requests.

Combining your data for personalised direct marketing 

We may receive and use data from third parties to whom you have given your consent to pass  that data onto us, for example organisers of conferences that you have attended. We may  combine this data with information that we have received directly from you. 

How we protect your personal data 

We know how important data security is to all our customers and contacts. With that in mind we  will treat your data with the utmost care and respect. 

All transactional areas of our websites are protected with “Https” technology. Access to all data is password-protected.  

We do not store any sensitive data. 

We regularly review our systems to make sure that your data is safe and protected from any  possible attack. We also train all our people at regular intervals on the importance of data  security and our procedures for protecting your data. 

How long will we keep your personal data? 

We will only keep your data for as long as is reasonably necessary and for the purpose for which  it was collected.  

Sensitive data such as credit card details are never retained beyond the processing of a  transaction. 

Data collected when making a WOW! Awards nomination will be retained unless a request is  made to delete it. 

Contractual information relating to a customer or supplier will be kept for 10 years following  the last transaction. 

Who do we share your personal data with? 

We may share your personal detail with trusted third parties for example a delivery company if  we are sending something to you. We will only provide the information that they need to  complete their specific service. 

We may work with trusted third parties such as IT companies who support our website and  business systems. All third-party suppliers will be required to complete a Supplier 

Questionnaire to confirm that their people are adequately trained in Data Protection  Compliance and that they would treat any data they have access to in accordance with our own  standards and will not retain any data beyond the specific purpose for which they have been  engaged. 

We may occasionally be required to share data with law enforcement bodies for example if a  fraud is believed to have occurred. 

We will never share your data with any other third party without your consent.

11. Where your personal data may be processed? 

Your data is stored on our servers in the European Economic Area (EEA). Some of our people  may be working outside of the EEA and processing your data. We will ensure that all processing  of data outside of the EEA receives the same protection as if it were being processed inside the  EEA. 

12. What are your rights over your personal data? 

You have the right to request: – 

  • Access to the personal data that we hold about you without charge. 
  • The correction of your personal data when incorrect, out of date or incomplete.
  • That we stop using your personal data for direct marketing. 
  • That we stop any consent-based processing of your data after you withdraw that  consent. 
  • That we review any decision made based solely on automatic processing of your data (ie  where no person has yet reviewed the outcome and criteria for the decision) 

You can contact us to exercise any of these rights at any time as follows: – 

  • To ask for your personal data, please contact The Data Protection Officer, The WOW!  Awards, Business and Technology Centre, Bessemer Drive, Stevenage, Hertfordshire,  England SG1 2DX or email DPO@TheWowAwards.co.uk. To ask for your information to  be amended, please contact our customer support team on 01438 310191. If you are dialing from outside of the UK, please call us on +44 1438 310191.
  • If we refuse to action any request, we will explain the reasons for our refusal.
  • When you have given us consent to use your personal data, you have the right to  withdraw that consent at any time.
  • Where we rely on legitimate interest you can ask us to stop processing your personal  data for reasons connected to your individual situation. We must then do so unless we  have a legitimate overriding reason to continue in which case, we will explain our reason  to you.
  • You have the right to stop the use of your personal data for direct marketing and we will  always comply with your request.
  • To protect your confidentiality, we will ask you to verify your identity before proceeding  with any request that you make under this privacy notice. If you have asked a third party  to submit a request, then we will ask them to prove that they have your permission to  act on your behalf. 

How can you stop the use of your personal data for direct marketing? 

If you click the unsubscribe link on any email communication that we send you, we will stop all further emails. 

Please note that you may continue to receive communications from us for a short while after changing your preferences. 

Contacting the Regulator 

If you feel that your data has been handled incorrectly or you are unhappy with any response to  your requests regarding your personal data, you have the right to make a complaint to the  Information Commissioner’s Office (ICO). You can contact the ICO on 0303 123 1113 or go online to www.ico.org.uk/concerns.

If you are outside of the UK, you have the right to make a complaint to the relevant data  protection regulator in your country. 

Any questions? 

We hope that this Privacy Notice is helpful in explaining how we work with personal data to  protect your best interests and your legal rights. If you have any questions on any matter that  has not been covered, please contact our Data Protection Office who will be pleased to help  you. 

Email DPO@TheWowAwards.co.uk

Or write to us at The Data Protection Officer, The WOW! Awards, Business and  Technology Centre, Bessemer Drive, Stevenage, Hertfordshire, England SG1 2DX