Fair processing notice: AAT awards nominations
Last updated: 31 October 2022
This fair processing notice applies to AAT awards nominations. It describes data collected as part of your nomination, or when you nominate someone else, and should be read alongside notices for professional members, licensed members and/or students depending on the nature of your existing relationship with us.
The data we collect about you
- The name and contact details of the person submitting the nomination.
- The name and contact details of the person nominated.
- Any other relevant personal information about you or the person nominated contained in the nomination or that you may provide to us, for example details of "your story", skills, teamwork or experiences.
- A video interview if selected as a winner of an award.
What we do with your data and on what grounds
We can only process your personal data if we have a basis to do so which is permitted by law. This may be that you have given your consent, or where necessary for our legitimate interests. We process your personal data as and when necessary for legitimate interests in order to conduct and manage our business to provide you with the best services and experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests.
We don’t use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
| Purpose/activity | Lawful basis for processing including basis of legitimate interest |
|---|---|
| To process your award nomination, or that of the person you’re nominating. Including judging nominations by an independent panel of AAT staff to select winners. |
|
| Contacting you or the person you’re nominating in relation to your nomination and, where necessary, any ongoing administration of the awards. |
|
| Contacting winners to be invited to the awards event. If attending please also see our events privacy information. | Our legitimate interests of delivering the awards (where nominated) |
| Inviting winners to participate in a case study video that will be shown at the awards event. Please see also our case study privacy information. | Your consent (if received) |
Automated decision making
No decisions will be taken about you or your nomination using solely automated means as a result of your awards nomination.
Who we share your personal data with
We will not share or disclose data collected as part of award nominations with any third parties unless we are required to do so by law.
Our use of data processors
We use a third party supplier to facilitate the nominations through the use of a survey tool which is hosted within the EU and USA. We rely on EU Standard Contractual Clauses and the UK International data transfer agreement for the transfer of data to the USA and have also completed a transfer risk assessment.
We also use Microsoft Office 365 to process email and for file storage, hosted within the EU, and a third party email archive system hosted within the UK. These transfers to the EU are based on the UK adequacy decision of EEA countries.
Where a third party data processor is used, we ensure that they operate under contractual restrictions with regard to confidentiality and security, in addition to their obligations under data protection legislation. This means that they cannot do anything with your personal data unless we have instructed them to do it. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Where we get your data from
We will only receive data from you directly or from the person nominating you. We will, however, need to also refer to existing data we hold about you/the nominee on our customer relationship management (CRM) system to confirm your membership type and status. Data is not collected from any other source as part of the awards process, and we do not refer to any existing data we may have on file as part of the judging process.
How long we keep your data
We will retain your data for up to six months for nominees and 12 months for winners following your nomination.
Transferring your data overseas
We transfer your data overseas as detailed above with regards to data processors.
