Privacy policy

Last updated: 28 October 2026

Who we are

Pride of Rushmoor Community Awards CIC (“PoRCA”,(“P R C A”, “we”, “us” or “our”) is a Community Interest Company registered in England and Wales, company number 16160652.

Our website address is: https://prideofrushmoorawards.uk.

We are the data controller for the personal information described in this policy. This means we decide why and how that information is used.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations, as amended.

For privacy questions or requests, contact:

Email: enquiries@prideofrushmoorawards.uk

Postal address:

Unit 82a, James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE

What this policy covers

This policy explains how we collect, use, share and protect personal information through our website and our related activities. These include enquiries, award nominations, community programmes, events, volunteering, partnerships and donations.

It covers information collected online and through related email, telephone and face-to-face communications.

What information we collect

Depending on how you engage with us, we may collect:

• Your name, email address, telephone number, postal address and organisation.
• Enquiries, correspondence and information needed to respond to you.
• Award nomination details, including information about nominators, nominees, achievements and supporting material.
• Information needed to administer applications, programmes, volunteering, school partnerships and events.
• Booking and donation details, transaction references and relevant financial records.
• Photographs, videos and personal stories connected with our activities.
• Technical information, such as IP addresses, browser and device details, website requests and security or error logs.

We collect information directly from you when you contact us, complete a form, nominate someone, apply, subscribe, bookings, donate or take part in our activities.

We may also receive information from other people, including nominators, parents or guardians, schools and programme partners. Where required, we will explain the source of that information and how we use it.

You can browse our website without providing your contact details. Technical information may still be processed to deliver and protect the website.

Why we use your information

We use personal information for the following purposes:

• Responding to enquiries and requests.
• Administering nominations, judging and awards.
• Managing applications, programmes, volunteering and partnerships.
• Organising events and managing bookings.
• Processing donations and maintaining financial records.
• Sharing news about our activities and community achievements.
• Maintaining website security and resolving technical problems.
• Meeting legal obligations and handling complaints.

We rely on the following lawful bases, depending on the activity:

Legitimate interests: We rely on our legitimate interests to maintain website security and prevent misuse. We also rely on our legitimate interests to use the information a nominator gives us about the person or group they nominate, so that we can administer and judge the nomination, and to name winners. We assess these interests against your rights and interests.

Contract: Where processing is necessary to fulfil an agreement with you or take steps you request before entering into an agreement, such as managing a booking.

Consent: We rely on your consent to use the personal information you provide through our contact and nomination forms for the purposes explained on those forms, including responding to your enquiry and administering your nomination. We also rely on consent for newsletter subscriptions and other uses where we specifically request permission.

You can withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal. If we need your information to respond to an enquiry or administer a nomination, withdrawing consent may mean we cannot continue that activity.

Legal obligation: Where processing is necessary to meet an applicable legal requirement, including relevant financial record-keeping obligations.

Where information is necessary to respond to you, assess an application or nomination, or provide a booked service, we will identify the required information. Without it, we may be unable to complete that activity.

Award nominations, photographs and publicity

We use nomination information to administer the awards, assess entries and communicate with relevant people. Necessary information may be shared with authorised organisers and judges.

If you nominate someone, provide only information relevant to their nomination and avoid unnecessary private or sensitive details.

Submitting a nomination does not automatically authorise publication of the entire nomination or its supporting material.

Where we intend to publish identifiable names, achievements, photographs, videos or stories, we will explain the intended use and establish an appropriate lawful basis. Where we rely on consent, you can withdraw it at any time.

We take particular care with publicity involving children and young people and involve parents or guardians where appropriate.

Children, safeguarding and sensitive information

We take particular care when handling information about children and young people and explain its use in an age-appropriate way.

Please avoid including unnecessary sensitive information in general enquiries or nominations. This includes information about health, disability, ethnicity, religion or other private matters.

Where sensitive information is necessary for example, to arrange accessibility support or address a safeguarding concern, we limit collection and access to what is needed. We identify an appropriate lawful basis and the additional legal condition required for that information.

Safeguarding information may be shared with appropriate authorities or safeguarding professionals where necessary and lawful to protect a child or an adult at risk. We cannot promise absolute confidentiality where someone may be at risk of harm.

Where relevant, we provide further privacy information when collecting programme, accessibility or safeguarding information. Criminal-offence information is handled only where an applicable legal authorisation or condition permits it.

Who we share information with

We do not sell your personal information.

Where necessary, we may share relevant information with:

• Authorised staff, organisers and award judges.
• Website hosting, maintenance, security and technical support providers.
• Providers supporting our email, forms, bookings, payments and record management.
• Venues, schools and programme or event partners where needed to deliver an activity.
• Professional advisers, regulators, public authorities and safeguarding bodies where disclosure is necessary and lawful.

Providers processing information on our behalf are required to protect it and act under appropriate contractual arrangements.

Sponsorship or support for PoRCAP R C A does not, by itself, give an organisation access to our contact lists.

International processing

We are a UK Community Interest Company, and our handling of personal information is governed by applicable UK data protection law.

Where a service provider stores or accesses personal information outside the UK, we ensure that any transfer subject to UK international transfer rules has the protection required by those rules. This may include UK adequacy regulations or appropriate contractual safeguards.

You can contact us for information about relevant overseas processing and the safeguards used, including how to obtain a copy where applicable.

How long we keep information

Our standard retention period for necessary administrative records is seven years after the relevant activity concludes or our relationship with you ends.

This period supports our record-keeping, accountability and management of potential claims. We review information regularly and delete or anonymise it sooner where continued retention is unnecessary.

Different arrangements apply where appropriate:

• Technical logs and temporary records are kept only for as long as needed for their security or operational purpose.
• Safeguarding records may require a different retention period according to the nature of the concern and applicable requirements.
• Information may be retained longer where necessary to meet a specific legal obligation or address an ongoing dispute or investigation.
• Published photographs, stories and historical award records are reviewed according to their continuing purpose and lawful basis.

When information is no longer needed, we securely delete or anonymise it. Information awaiting removal from backups is protected and put beyond routine use until it is deleted through the backup cycle.

How we protect information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access is limited to people who need the information for their role. We require appropriate safeguards from providers handling information on our behalf.

No website, email service or transmission method can guarantee complete security. Please avoid sending unnecessary sensitive information through general contact channels.

Cookies

Cookies are small files placed on your device. Similar technologies may also store or access information on your device.

We use cookies where needed to operate the website, maintain security or remember your choices.

Where consent is required for optional cookies or similar technologies, we ask for your permission before using them and provide a way to refuse or withdraw that permission. We explain their purpose and duration through the relevant cookie information.

You can also manage or delete cookies through your browser settings. Blocking cookies needed for a particular function may prevent that function from working.

Using our website does not, by itself, give consent to optional cookies or marketing.

Your rights

Depending on the circumstances, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of your information.
• Restrict how we use your information.
• Receive certain information in a portable format.
• Withdraw consent where we rely on it.

Your right to object: You can object to processing based on legitimate interests. We will stop that processing unless we have a lawful reason to continue. You can object to direct marketing at any time, and we will stop using your information for that purpose.

To exercise your rights, contact enquiries@prideofrushmoorawards.uk.

We may need to verify your identity. We normally respond within one month, subject to extensions or exceptions permitted by law. Requests are normally free of charge.

These rights are not absolute. For example, we may need to retain certain information to meet a legal obligation.

Automated decisions

We do not make decisions about you with legal or similarly significant effects based solely on automated processing.

Other websites and social media

Our website may contain links to external websites and social media platforms. Their operators are responsible for their own processing of personal information, as explained in their privacy and cookie notices.

If you follow a link, interact with a social media platform or use third-party content, that provider may collect information about you.

Where third-party content is embedded on our website, any associated device storage or access is subject to applicable UK cookie rules.

Where we receive personal information through social media or an external service, our use of that information is covered by this policy and any additional notice provided for the activity.

Questions and complaints

For privacy questions or complaints, contact enquiries@prideofrushmoorawards.uk.

We will acknowledge privacy complaints within 30 days and investigate and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

Changes to this policy

We review this policy when our activities, services or data handling change. Updates will appear on this page with a revised date.

Where required, we will explain significant changes before using your information for a new purpose.