Data Protection and the Bus Driver of the Year Competition
In the UK, data protection law has until recently been governed by the Data Protection Act 1998 (DPA 1998) but a new EU data protection law called the General Data Protection Regulation (GDPR) has taken effect from 25 May 2018. This new law was deemed necessary to take into account technology changes over the last 20 years and to harmonise data protection law across Europe. The government has stated that the GDPR will be enshrined in UK law irrespective of the departure from the EU.
From 25 May 2018, we, the UK Bus Driver of the Year Association Limited (BDoY), are required to use the personal data you provide about your entrants to the competition in compliance with the GDPR. This note has been issued to provide you with information as to how we use that personal data.
How we use data about your drivers
We use the personal data you supply to meet the needs of the competition and the events associated with it - notably the National Final. BDoY is a “data controller” in respect of such personal data for the purposes of the GDPR.
The personal data we use includes:
- Personal details - name, postal or mailing address, email address of each competitor
- Membership data - details for each company in membership of BDoY
On occasions, additional data may be requested (e.g.: a phone number) but that information will only be used in connection with the specific request (e.g.: to check employment history).
The data we hold about your drivers is only obtained from you, through your membership of BDoY whilst participating in the competition.
We will only collect and use personal data where:
- Competitors have effectively given us their consent to do so - primarily by being nominated to compete in the National Final by you
- It is for our legitimate purposes
- There is a legal obligation for us to do so.
What you can expect to receive from us
You will receive appropriate information on both the BDoY National Final for onward transmission to your participating drivers, and on the means to set-up local or regional elimination competitions.
Who the data may be shared with
BDoY has a policy not to and does not provide any membership, mailing list or other data to any other organisations and businesses and so we do not seek your consent to do this. However, we do need to share your data with certain organisations we work with to enable BDoY to meet its obligations to our members and competitors, for example the Imperial Hotel in Blackpool.
In order to operate our online booking system your data will be processed and stored using systems operated by Purple Piranha Limited (our IT supplier), who will process and store this data using reputable suppliers, such as, but not limited to, Microsoft. When processing and storing your data, our IT supplier will ensure that, wherever possible, your data is not transmitted or stored outside of the United Kingdom or European Union.
Retention of data
One of the key principles of the DPA 1998 and the GDPR is that the personal data we store and process shall be adequate , relevant and limited to what is necessary for the purpose it was originally collected. Entrant company and individual competitor data will be retained before, during and after the National Final each year for a reasonable period.
You have a number of rights under the GDPR. These include the right to:
- See the data we hold about you or your drivers
- Request personal data to be amended if it is inaccurate or incomplete
- Request the deletion or removal of personal data where there is no compelling reason for its continued use
- Block or restrict the processing of personal data.
If you wish to correct inaccurate or incomplete name and address data you should contact the BDoY Competition Secretary at: firstname.lastname@example.org.
If you wish to exercise any of your other rights or have concerns about the processing of your personal data, or wish to raise any questions in relation to data protection by BDoY, please contact the BDoY Secretary at: email@example.com or write to the address at the foot of this page.
If we are unable to resolve your concerns and if you are unhappy with how any entrant company or competitor personal data is being handled, you have the right to make a complaint to the Information Commissioner’s Office, an independent body set up to uphold information rights, which will investigate your complaint.
Issued by the Council of the UK Bus Driver of the Year Association Limited
Registered office: 12 Powys Street, Manchester, M46 9AR
27 February 2020