Information collected through nominations
We collect personal information that is needed to assess a nomination, verify basic details and manage consent. This may include the nominator’s name and contact details, the nominee’s name, contact details where supplied, the town or province linked to the story, and information that describes the service or support being recognised.
Where a nomination form includes supporting detail, we may also receive photographs, documents, written accounts or references from people who know the nominee. We limit collection to information that is relevant to the award process and the nomination itself.
- Identity and contact details provided on the form
- Details about the nominee’s community contribution
- Supporting notes, files or statements submitted with the nomination
- Consent records and privacy preferences
Consent before a name is reviewed
A nomination should not place a person at risk or expose private information without reason. Where the process requires the nominee’s consent, we look for a clear indication that the nominee knows about the nomination and agrees to take part. If a nomination is made on someone’s behalf, the nominator should only share information they are allowed to share.
We may ask for additional confirmation when the nomination includes personal stories, photographs, health details, safeguarding matters or other information that should be handled carefully. If consent is withdrawn, we review what can still be kept, used or removed under POPIA and the practical limits of the award process.
- Consent should be informed and voluntary
- Only share private details with permission where needed
- Special care is taken with health, family or safety information
- Withdrawal of consent may affect the nomination’s review
How we use nomination information
We use personal information to receive nominations, review eligibility, assess the strength of a nomination and manage our internal judging process. We may also use details to contact the person who submitted the nomination, verify a story, request clarification or update a nomination that is incomplete.
Information can also be used to handle public questions, prevent misuse of the nomination process and keep records of decisions made during review. We do not use nomination content for purposes unrelated to the awards programme unless the law allows it or the person concerned has agreed.
Judging records and sensitive details
Our judging process focuses on the story, the evidence provided and the nominee’s contribution to the community. Judging notes are handled as internal records and are not treated as public material. Sensitive information is only shared with people who need it for the review process and only to the extent necessary.
We do not ask for more personal detail than is needed to assess a nomination fairly. Where a nomination contains information about health, safety, social hardship or another sensitive matter, we handle that information with added care and keep it out of public circulation unless there is a lawful basis to do otherwise.
- Judging notes are kept for internal review only
- Sensitive details are restricted to authorised personnel
- Public summaries are kept narrower than full nomination records
- Only relevant information is considered in review
Storage, access and limited sharing
Nomination records are stored with access controls suited to the type of information held. Access is limited to the people involved in nominations, privacy handling and judging administration where access is required for their role. We use practical safeguards to reduce the chance of unauthorised access, loss or unwanted disclosure.
We may share information with service providers or professionals who assist with administration, record handling or technical support, but only where they need the information to perform their function and only under proper confidentiality expectations. We may also disclose information where the law requires it or where doing so is necessary to protect rights, safety or the integrity of the process.
Your rights under POPIA
People whose information is collected through the awards process may have rights to ask for access to their personal information, request correction of inaccurate details or object to certain uses where POPIA allows it. A person may also raise concerns about how their information has been handled or ask us to explain what records we hold.
Requests can be made through our contact form on our contact page. We may need to verify identity before acting on a request, especially where the request concerns a nominee or another person’s details. Some records may need to be kept for legitimate administrative, legal or audit reasons.
- Access to personal information where lawful and appropriate
- Correction of inaccurate or outdated details
- Objection to certain processing in allowed cases
- Queries about consent, privacy or record keeping
Cross-border services and contact records
Nominations are open to the public across South Africa, including Johannesburg, Cape Town, Durban, Gqeberha and Polokwane, and we handle information linked to different provinces through the same privacy controls. When people contact us from different parts of the country, the information is used for nominations, public questions or record keeping connected to the programme.
We may keep contact records, submission history and privacy correspondence for administration and compliance purposes. By using the nomination process or contacting us through our contact form, a person acknowledges that their information may be handled in line with this policy and with applicable South African law.