Note this policy forms part of the Terms and Conditions but may be cited or referenced separately where and if appropriate.
The Booker Prize Foundation’s Terms and Conditions can be found here.
Booker Prize Foundation 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.
We are Booker Prize Foundation, the charity which awards the Prizes. Booker Prize Foundation is a registered charity (no. 1090049 in England and Wales) and company limited by guarantee (no. 4213467). The registered address is at Somerset House, London, WC2R 1LA.
For the purpose of the UK’s Data Protection Acts and associated subordinate legislation and regulation (particularly but not exclusively the UK General Data Protection Regulation), which together we will call “Data Protection Rules”, the data controller is Booker Prize Foundation. 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 Rules in relation to their responsibilities under Data Protection Rules.
We obtain information about you when you use our website, for example when:
Booker Prize Foundation 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.
We may use your information to:
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.
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:
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 Booker Prize Foundation’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 or competitions).
While currently we do not raise funds from the public, should this change, we would not contact you for fundraising marketing purposes:
You can change your communication preferences at any time by emailing [email protected].
Information you provide to us is stored on secure servers. Where 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.
Booker Prize Foundation 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 Booker Prize Foundation will be regularly removed.
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 protected] or write to our registered office. We may charge a reasonable administrative fee for providing this information.
Booker Prize Foundation provides 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 Booker Prize Foundation.
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.
This policy was last updated on 8 September 2021.