Privacy Notice - Capture Spelthorne Photography Competition

Spelthorne Borough Council is the data controller under the definitions provided by the Data Protection Act 2018 and the General Data Protection Regulation 2016. The lawful basis that the council is processing your data on is legitimate interest. Our legitimate interests are to create a library of stock photos to help attract and promote the borough.

Capture Spelthorne, the council's photography competition, returns for the 3rd year next month when the council encourages its residents to explore the beautiful borough we live in and invites them to share the best photographs of Spelthorne through entering the competition.

• Spelthorne Borough Council will be collecting your name, address, email address and telephone number in order to process your entry into the photographic competition
• the Council will only use your personal data provided to contact you regarding competition entries, results and may use the data to accompany any display or publication of your photograph
• entrants will retain copyright and moral rights in their submitted images however, by entering, all entrants grant the Council non-exclusive rights to use the images in displays in public places, social media applications and publications and any other platform where the council deems appropriate in perpetuity

Your image may be broadcasted across social media accounts that belong to the council. As such, your personal data (your name in this instance) may be viewed worldwide, which means some of the countries are not subject to the General Data Protection Regulation. Each social media will have its own privacy policy, which you can view on their respective websites. Should you not want your photo and name publicised in this way please contact: photography@spelthorne.gov.uk

• your information will be shared with relevant Spelthorne Council employees and external party/parties, who, in their professional capacity, will act as independent judges
• in the event that you are shortlisted, your information may also be shared with the press or publication agencies and any appropriate council communication channels
• the information will not be passed on to any other third parties. Nor will it be subject to automated processing
• if you do not wish to disclose any personal information, your entry will not be considered for the competition
• if your photo is not retained as a library stock photo, the Council will retain your data until 3 months after the competition closes. Otherwise the Council will retain your data indefinitely
• images involving individuals can only be taken at public events, Spelthorne Borough Council reserves the right to refuse images taken elsewhere

For further information about how the Council uses your personal data, including your rights as a data subject, please see the below. 

If you have any direct enquiries, Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk

Further information

You have the following rights:

• you have the right to be informed via Privacy Notices such as this
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing
• if you find that the information Spelthorne Borough Council holds about you is no longer accurate, you have the right to ask to have this corrected
• you have the right - under certain conditions - to ask us to erase your personal data
• you may request that Spelthorne Borough Council stops processing your personal data in relation to the competition (this will result in an automatic exclusion)
• you also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation
• the ICO will always expect you to have raised your concerns with us before submitting a complaint

To exercise any of these rights contact the Data Protection Officer at data.protection@spelthorne.gov.uk.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.