Purpose of policy
The Irish Book Awards Limited is committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information, the rights of individuals in relation to personal data as well as general approaches to, and standards of, safeguarding privacy which we adopt.
Who are we?
We are The Irish Book Awards Limited, the company which own the awards. The Irish Book Awards Limited is a registered company (no. 435623 in Ireland). The registered address is Argosy, Unit 12, North Park, North Road, Dublin 11, D11 Y062.
When we refer to Data Protection Rules we mean the Data Protection Acts 1988 – 2018 and the General Data Protection Regulation 2016/679 (GDPR). In accordance with the GDPR as given further effect in Part 3 of the Data Protection Act 2018, the Irish Book Awards Limited is a ‘Data Controller’ and, as such, has significant responsibilities for ensuring the rights of data subjects and the protection of personal data processed. GDPR defines personal data as ‘any information relating to an identified or identifiable natural person (data subject)’.
Any information you provide will be held in accordance with Data Protection Rules.
We may appoint agents to act on our behalf, but if we do so they will be subject to the requirements of Data Protection Legislation in relation to their responsibilities under Data Protection Legislation.
How do we collect information from you?
We obtain information about you when you use our website, for example when:
- you register to receive one of our newsletters
- you vote in any of our online public votes
- you enter any prize competition or prize draw
- you enquire about any services and/or products we provide
- if you are a publisher, you submit entries to the Prizes.
What information is collected from you?
The Irish Book Awards Limited will only collect personal data (as defined in Data Protection Rules) that is relevant to the carrying out of its legitimate purposes and function.
Examples of the information we collect might include your contact details and information regarding your activity relating to your use of our website, such as web statistics.
If you are accessing any of our specialist areas, we may also collect information such as your job title and the organisation you work for. We also collect information which includes personal data when publishers submit works for entry to the Prizes via any online portal.
How is your information used?
We may use your information to:
- carry out our obligations arising from any contracts made between you and us
- seek your views or comments on the content we provide
- notify you of changes to our rules or services
- ensure our people have the information they need to carry out our work
- send you communications which you have requested and which may be of interest to you
- process a job application
- administer the Irish Book Awards in accordance with the rules which apply to them
This list is illustrative and not exhaustive given that other circumstances may arise in the course of our work but all data collection and use is subject to the general proviso that it is relevant to the carrying out of our legitimate purposes and function and governed by Data Protection Rules.
We will review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the purpose for which it was provided, or as long as set out in any relevant contract between you and us.
Who has access to your information?
In addition to passing information to our agents (referenced above), we may pass your information on to other third party service providers working on our behalf, where this is necessary for them to complete tasks and provide or fulfil services to you on our behalf.
Where data is passed to an agent, or to any third party for processing, we will only pass on such information as is necessary for them to complete the work which they are carrying out for us, and we will ensure that a written contract is in place that states that the agent/third party will:
- process the data transferred only on the express instructions of The Irish Book Awards Limited;
- ensure data is used in full compliance with the Data Protection Rules; and
- implement appropriate security measures to protect the information transferred.
- We will not sell or rent your information to third parties.
We will not share your information with third parties for their own marketing purposes, although we may instruct agents to undertake marketing on our behalf.
Any request for data based on a legal requirement e.g. from police or other bodies, must, where possible, be put in writing and will be considered by the person designated as The Irish Book Awards Limited’s data officer (who may seek independent legal advice) before data is disclosed.
You have a choice whether you wish to receive information from us. If you do not want to receive communications from us, then you can select this choice when we collect your information (eg for newsletters, competitions and votes).
While currently we do not raise funds from the public, should this change, we would not contact you for fundraising marketing purposes:
- by email unless you have given your prior consent for us to do so
- by post if you have indicated that you do not wish to be contacted.
- You can change your communication preferences at any time by emailing firstname.lastname@example.org
Security precautions in place
Information you provide to us is stored on secure servers. If we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
The Irish Book Awards Limited personnel and representatives will be responsible for ensuring that all proper and appropriate data care procedures are fully and conscientiously followed. Should we collect payments at any time, payment transactions will be encrypted.
Non-sensitive details (your email address etc.) are transmitted over the internet, and this can never be guaranteed to be 100% secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use appropriate procedures and security features to try to prevent unauthorised access.
Data no longer required for the legitimate purposes of The Irish Book Awards will be regularly removed.
How can you access the information we have about you?
We will strive to ensure that data collected is as accurate as possible. If you would like to ask for a copy of the data we hold on you please email email@example.com or write to The Irish Book Awards Limited’s registered office. We may charge a reasonable administrative fee for providing this information.
The Irish Book Awards Limited provide links to, and utilises websites run by, other organisations. We encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from The Irish Book Awards Limited.
18 or under
We are concerned to protect the privacy of children aged 18 or under. If you are aged 18 or under‚ please make sure you have your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
Review of this policy
This policy was last updated on 13th October 2021