These events support The Outsiders Trust (Charity Number 283350) http://www.outsiders.org.uk/outsidersclub/ by providing some funds and publicity. The events are not run on a membership basis. We use Mailchimp, Eventbrite, Facebook and Twitter to manage information and databases for marketing and ticket selling. The Sexual Freedom Awards (SFA) have nominations made to them. Over all the events are produced by SMB Productions CIC who provide and manage the finances to back the events and make a donation to The Outsiders Trust.
This policy sets out how we handle the personal information of the Award participants, operators and supporters.
“Awards and Ball” means the Sexual Freedom Awards and Ball.
Personal information is any information or opinion (including information or an opinion forming part of a database), whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. An individual’s name, age, photograph, gender, contact details and financial/fundraising information are examples of personal information.
Sensitive information is a special type of personal information, being any information or opinion about an individual’s health, racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences or practices or criminal record. There are additional restrictions on the collection, use and disclosure of sensitive information in the relevant laws.
1. Collection of personal information
1.1 We only collect personal information that is necessary for one or more of our functions or activities. Personal information is only collected lawfully and fairly, and not in an unreasonably intrusive way. We do not store any financial details such as credit card details nor do we share customer details with any 3rd parties. Photographs are used for publicity for events, but only with consent of the persons pictured. When you provide us with personal information in response to a request from us, for example as a nominee for an Award, we will explain how the information will be used.
1.2 We generally collect personal information in order to manage, administer, record and support participation in the Awards and Ball. Information is also collected to keep volunteers, supporters, and participants informed about Awards and Ball activities and events. When collecting relevant personal information, the identity of the collecting organisation, contact details, the purposes for which the information is required and to whom it will be provided will be clearly identified, together with any other matters required by General Data Protection Regulation.
1.3 We generally collect personal information directly from the relevant individual or their authorised intermediaries. We will take reasonable steps to ensure that when information is collected from a third party the subject of the information has been made aware of this action.
1.4 In certain circumstances, we may collect sensitive information about individuals. For example, an individual may provide information on their health or disability. We only collect, use and discloses sensitive information with a person's consent or otherwise in accordance with law.
1.5 Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
2. Use and disclosure of personal information
2.1 We generally limit our use and disclosure of personal information to the purpose for which it was collected and other related purposes that would be expected by the individual.
2.2 In special circumstances, we may also use and disclose personal information where it is otherwise allowed under the General Data Protection Regulation (for example, in emergency situations when we need to check that everyone has evacuated a venue, or to call for medical assistance for a person who is unwell).
2.3 If we wish to use or disclose personal information in other circumstances, we will obtain the individual’s consent to do so.
2.4 Personal information may also be used to inform operators, volunteers, supporters and participants of Awards and Ball news, activities and events. Individuals who no longer wish to receive such promotional information may advise us using the contact details below or will be able to do so via automatic functions on email marketing. Our records will normally be amended within one working week.
2.5 Personal information may be shared between the various organisations and persons responsible for administering the Awards and Ball. Each of these organisations and persons agrees to comply with this policy. We may also transfer personal information (including sensitive information) to the relevant venue and associated service providers(for example attendee details including relevant health information for events).
3. Access, correction and deletion of personal information
3.1 An individual may request access to the personal information that we hold about them or request us to correct their personal information, or to stop processing their personal data using the contact details below. Requests to provide access to personal information will be dealt with as soon as possible within reason.
4. Data quality
4.1 We will take reasonable steps to ensure that personal information we collect, use or discloses is accurate, complete and up-to-date.
5. Security of personal information
5.1 We will take reasonable steps to ensure there are appropriate technical controls to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure.
5.2 We will take reasonable steps to destroy or permanently de-identify personal information collected which is no longer required.
6.1 We recognise and appreciate the importance of responsible handling of personal information collected through electronic means. This section outlines the way in which we handle personal information collected when an individual uses the websites under the domain names sexualfreedomawards.co.uk and sexualfreedomball.co.uk
6.1.1 Collection of personal information
126.96.36.199 An individual may visit the websites without providing any personal information.
6.1.2 Disclosure of personal information
188.8.131.52 We will not disclose personal information, obtained by email or the contact forms online, to third parties.
184.108.40.206 We may, from time to time, include links on the websites to the websites of other organisations. We are not responsible for the privacy practices of these websites.
6.1.4 Website security
220.127.116.11 As with any internet transaction, the transmission of data over the internet is not completely secure. While we take reasonable steps to protect all the personal information in our possession that we have collected via the website contact forms in accordance with our general personal information management practices, we cannot guarantee the security of all data submitted to us over the internet.
8. Contact details
8.1 Any individual who has a question or complaint about how we handle their personal information or who wishes to access or correct the personal information that we hold about them should contact:
SMB Productions CIC
℅ West End Redwood Farm,
For more information go to the Information Commissioners Office at: