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Employee Awards & Recognition Ceremonies

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for. This statement provides more details about this and provides information on how to get in touch with us if you need to know more where you have made a nomination for an employee to receive an award or recognition, or where you are receiving an award (for example an Outstanding People Award "TOPA" or a Long Service Recognition Award)

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data have we obtained?

As a nominee for an Award, we will only collect the personal information we need to provide you with relevant information, services, and support, to enable us to deliver our awards Ceremony.  The personal data we will collect may include:

  • Name
  • Email address
  • Telephone/mobile phone number
  • Photographic/video images
  • Signature

How will we use your information?

Where you have been nominated for an Award, your personal information will be used for the purpose of contacting you regarding your nomination and taking forward arrangements for the delivery of the award/recognition Ceremony. 

Photographic images and video footage will be taken for use at the Ceremony. Photographs/video images will also be taken during the Ceremony.  Your photographic/video images will only be used for the purposes explained in the Council's Agreement Form. Your agreement will be sought before any images or audio footage is taken or used

What is the legal basis for using your information?

Our Legal basis for processing and sharing your personal data for your nomination is that the processing is required for the legitimate interests of the Council, as data controller, i.e. that we require this personal data to progress your nomination for an award, and yourself as a nominee for an award.

As part of the Ceremony, we will also seek your agreement to use pictures/video footage taken at the Ceremony to promote and raise awareness, which we also consider to be as part of your legitimate interests as an award winner or being part of the Ceremony.  However, if you do not agree to this, we will not use your photographic/video images.

Who will we share your information with?

When you are a Nominee - We will only use your personal data for the purpose of contacting you about your nomination and any subsequent participation in event.     Photographic images and video footage will be used to publicise the Awards, and these may be used in other staff engagement/training activities or initiatives.  We may also publish the photographs/video footage of the Awards on the Council intranet and online through the Council's website, e-newspaper, and social media platforms e.g., Twitter, Facebook and Instagram.  Award winners may be interviewed by West sound/West FM and this interview will be streamed on their radio station.

When you have made a Nomination (for example for a "TOPA") - Where you have submitted a nomination for someone/a team we will contact you to seek your agreement to share your name and your Reason for Nomination text with the person/team you have nominated.  It is entirely your choice if you wish this personal data shared and we will only share this with the nominee(s) if you give us your agreement.  We will not share your personal data with any other parties or use your data for any other purpose.

How long do we keep hold of your information?

We will retain your personal data in line with our corporate records retention schedule, with your data being held for the current year plus one further year after the Ceremony.

What are your rights?

You can ask us to:

  • correct your personal information if it is inaccurate.
  • complete your personal information if it is incomplete.
  • restrict the processing of your personal information in certain circumstances; and
  • erase your personal information in certain circumstances.

You also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal information?

As an Nominee, your personal data will be provided to us by a service or individual wishes you to be considered for an Award. Unfortunately, if we are not provided with this personal data and cannot process it, we will be unable to give your nomination further consideration.  Where photographic images have been provided we will be unable to feature these in the ceremony video where agreement is not provided.

What about Automated Decision- Making?

The Council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk
Telephone: 0303 123 1115