BBC Radio Sussex and BBC Radio Surrey Make A Difference Heroes Awards Privacy Notice and Terms and Conditions PRIVACY NOTICE Your trust is very important to us. The BBC is committed to protecting the privacy and security of your personal information. It is important that you read this notice so that you are aware of how and why we are using such information. This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with data protection law. Additional information can be found in the BBC’s Privacy Policy. Where there is inconsistency between those documents and this notice, this notice shall prevail. What will we collect and how we use it? The BBC will collect and process the personal information that you have provided to us by submitting a nomination, including your name and a contact telephone number as well as the details of the person or persons you are nominating. Your data will be kept for the period of one year from the date of the close of nominations. The BBC is the “data controller” of this information. This means that the BBC decides what your personal information is used for, and the ways in which it is processed. We rely on our legitimate interests of running radio giveaways as our lawful basis for processing your personal data – providing interesting and engaging radio programming to those that participate and to the wider audience listening in. If you are successful, we will also process your personal information for post-giveaway publicity and our lawful basis for such processing is our legitimate interests in promoting the giveaway. Retaining your personal information In relation to nominations, the BBC will retain your personal information for one year from the close of nominations. For regulatory purposes, we will retain the shortlisted nominee’s name and their contact details for a period of two years. Sharing your personal information We will not share your personal data with any other third party without your prior consent. Your rights and more information If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, you can find out how to do this in our Privacy Policy. If you have any questions about how the BBC handles your personal information, or if you wish to contact the BBC to exercise your rights in relation to your personal information, please visit www.bbc.co.uk/usingthebbc/privacy or contact [email protected]. If you raise a complaint with the BBC about the way it has handled your personal information and you are dissatisfied with the BBC’s response, you are entitled to lodge a complaint with a supervisory authority. In the UK, the supervisory authority is the Information Commissioner’s Office (ICO), which can be contacted at: https://ico.org.uk/concerns/. BBC Radio Sussex and BBC Radio Surrey Make A Difference Heroes Awards Privacy Notice and Terms and Conditions TERMS AND CONDITIONS 1. In order to nominate someone, you must be a UK resident (including Channel Islands and the Isle of Man) and not be a BBC or BBC Group company employee, employee of any of its affiliates, close relative of any such employees or connected to the awards competition directly or through a close relative. 2. Any person who is a resident or travels on a typically daily basis (e.g. for work and does not need to include weekends or bank holidays) in Sussex, Surrey or North East Hampshire aged 18 or over by Sunday 4 October 2020, except for the Young Achiever below, which is for anyone aged under 18 on this date is eligible to be nominated, except BBC or BBC Group company employees, employees of any of its affiliates, close relatives of any such employees or connected to the awards competition directly or through a close relative. Proof of age, identity and eligibility may be requested. 3. Nominations can be made either: (i) by post to BBC Sussex, Broadcasting Centre, Queens Road, Brighton, BN1 3XB or BBC Surrey, Broadcasting Centre, Guildford, GU2 7AP, or (ii) or by email [email protected]. Please provide as much information as possible to ensure the nomination can be judged for one of the categories below. Please note that all nominations, whether online or post, must be received no later than midnight at Sunday 4 October 2020. Any nominations received after this will not be accepted. Please be aware that sending personal data by email may not be secure as email messages can be intercepted. 4. You will be required to provide evidence of the nominee's (or his/her parent or guardian where applicable) permission in case your nominee is selected. You may also be required to provide contact details for a referee who can confirm the facts in your nomination. 5. The categories and criteria to qualify for nomination and on which winners will be selected are: THE YOUNG ACHIEVER AWARD: Awarded to anyone aged 18 or under, who has demonstrated maturity beyond their years; THE 999 AWARD: Presented to a member of the emergency services or the armed forces for commitment to their profession; THE SPORTS AWARD: Awarded to an individual or group who has contributed to local sporting life, either playing a sport or encouraging others to do, such as through acting as a referee, official or coach; THE GOOD NEIGHBOUR AWARD: Awarded to an individual or organisation that helps make the neighbourhood a better place to live or work, either on a regular basis or through a single act of kindness or courage; THE FUNDRAISER AWARD: An individual or group who has gone the extra mile to raise funds for a charity or good cause; THE VOLUNTEER AWARD: Awarded to a person or group who gives up their time voluntarily to help out a charity or good cause; THE ANIMAL WELFARE AWARD: An individual or group who goes out of their way to care for animals; THE KEY WORKER AWARD: A person who provides care for another individual or a group of people; THE MUSIC AND ARTS AWARD: Awarded to an individual or group showcasing local creative talent – everything from community choirs to talented actors; THE OUTSTANDING ACHIEVEMENT AWARD: The one entry from all those received, who the judges believe deserves special recognition. 6. The BBC team may contact the nominator, the nominee (his/her parent or guardian, where applicable) or the referee to verify facts and/or events and whether the relevant consents have been obtained. This should not be interpreted as anything other than an information gathering exercise. 7. A panel formed of three people will select one winner per each category. 8. Normally, the winners will be expected to be present at the Awards Ceremony on 30 November 2020 as advised by the Production Team when notifying each winner. However this awards competition will be run in accordance with prevailing government advice and if required this may be a virtual ceremony. BBC Radio Sussex and BBC Radio Surrey Make A Difference Heroes Awards Privacy Notice and Terms and Conditions 9. The BBC's decision as to the winners is final. No correspondence relating to the awards will be entered. 10. The prize will consist of a trophy and certificate. There is no cash alternative and the prize cannot be sold or transferred in any circumstances. No commercial gain can be made from using or referencing the BBC brand, the award itself or any other element of this awards process. 11. Nominees must agree to take part in any post-award publicity if required. 12. The BBC reserves the right to: (i) vary these terms, including but not limited to, opening and close times of the awards nominations; (ii) disqualify any nomination that breaches the rules or is fraudulent in any way or brings the BBC into disrepute; and (iii) cancel the awards, at any stage, if in its opinion it is deemed necessary or if circumstances arise outside its control. 13. The BBC, their sub-contractors, subsidiaries and/or agencies cannot accept any responsibility whatsoever for any technical failure, postal strike or delivery issue, loss of data via use of a third party email platform or malfunction or any other problem which may result in any nomination not being properly registered. 14. The promoter of the awards is the British Broadcasting Corporation and these terms and conditions are subject to the laws of England and Wales. 15. To the extent that it applies, these Awards comply with the BBC’s Code of Conduct for Competitions and Votes: www.bbc.com/editorialguidelines/guidance/code-of-conduct .