Privacy Policy

Colchester Youth Awards (CYA) Privacy Notice

The CYA understand that your personal information and privacy is important to you. We make every effort to ensure that the information you share with us is recorded accurately, retained securely and used only according to your wishes. We protect your personal information and adhere to all current Data Protection Act legislation with respect to protecting privacy. We do not give out, sell or trade our mailing list data with external organisations. We comply with the Data Protection Act 1998, the Privacy and Electronic Communications Regulations (PECR) and the new General Data Protection Regulations (GDPR) 2018.

The CYA collects personal data that you may provide in the nomination and judging processes of the Youth Awards. Personal information we collect may include:

  • your full name and title, date of birth
  • postal address, postcode, email address and phone number
  • details of why a young person is being nominated for an Award
  • any supporting personal information relating to an Award nomination

When we ask you to provide your personal information, we will let you know why we are asking, and how we will use your data, by directing you towards this notice.

Depending on your relationship with the CYA, and the preferences you have indicated, data we hold may be used to send you invitations or requests for information by post, telephone or electronic means. These types of communications can include:

  • Informing you have been nominated or shortlisted for an Award
  • Invitations to attend events
  • Permission to record and display images
  • News and updates about the CYA and our Sponsors
  • Information on our fundraising operations
  • Other relevant communications based upon your relationship with the CYA

Whenever we collect or process your personal data, we’ll only keep it for as long we need it. At the end of that retention period, your data will either be destroyed completely or anonymised, so it can be used for statistical purposes. The length of time we keep your data will depend on the year for which you were nominated for an Award, but will be no more than five years.

Nomination information

We destroy all paper copies of Nomination information immediately after the CYA ceremony. Electronic summary records of nominations are held for five years.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. If you wish to exercise any of your rights, as listed below please write to us at [email protected].

  1. Access to your personal information
  2. Objection to processing of your personal information or images
  3. Objection to automated decision-making and profiling
  4. Restriction of processing of your personal information
  5. Your personal data portability
  6. Rectification of your personal information
  7. Erasure of your personal information

If you make a request relating to any of the rights listed above, we will consider each request in accordance with the General Data Protection Regulations. No administration fee will be charged for considering and/or complying with such a request and a response will be provided within 40 days.

Upon successful verification of your identity you are entitled to obtain the following information about how your personal information is processed:

  1. The purposes of the collection, processing, use and storage of your personal data
  2. The source(s) of the personal information, if it was not obtained from you
  3. The categories of personal data stored about you
  4. The recipients or categories of recipients to whom your personal data has been or may be transmitted along with the location of those recipients
  5. The envisaged period of storage for your personal data
  6. The use of any automated decision-making and/or profiling

You can make the above request by emailing or by writing to: [email protected] OR Colchester Youth Awards, 5 Cobble Row, Stanway, Colchester CO3 0GN


The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access. We will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the Website.

Third party links

You might find links to third parties (e.g. CYA sponsors and supporters) on our Website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them. In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, then we would ask you to consult their privacy policies.

You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with data protection. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.

This Privacy notice was last updated: December 2019