Privacy Notice

Version 2026-09-24 Last updated: 24 September 2026

This notice explains how MônFM looks after personal information connected with the MônFM Community Awards.

Who looks after your information?

MônFM is responsible for the personal information used to organise and deliver the awards.

Legal name: Gwy-mon Media Ltd
Trading name: MônFM
Address: MonFM, Unit 3 Hen Argraffdy, 12 Ffordd Yr Efail, Llangefni, Ynys Mon, LL77 7ER
Email: [email protected]
Telephone: 01248 722224
ICO registration number: ZC233550
Date registered: 7 September 2026
Registration expires: 6 September 2027

If you have any questions about how we use your information, please contact us using the details above.

What information do we collect?

The information we collect depends on how you are involved with the awards. It may include:

Your name and contact details
The organisation you represent
Information entered on a nomination form
Information about someone being nominated
Supporting statements, photographs and uploaded files
Judging scores, comments and decisions
Sponsor and sponsor-contact information
Ticket, guest and attendance details
Records of emails and other communications
Marketing preferences, where applicable
IP addresses, login records and security logs
Information connected with a privacy request or complaint

We do not ask for sensitive personal information in nominations. Describe the nominee’s achievements and contribution without including health or medical details, ethnicity, religion or beliefs, political opinions, trade-union membership, genetic or biometric information, sex life or sexual orientation, criminal allegations or convictions, or unnecessary details of private circumstances. The same applies to supporting files.

Where does the information come from?

We may receive information:

Directly from you
From someone who nominates you
From a sponsor, judge, ticket purchaser or event contact
From an awards administrator
Through your use of the website
From services used to deliver emails, tickets or website security

If someone nominates you, they may give us your name, contact details and information explaining why they believe you deserve an award.

If we receive your information from somebody else, we will provide this privacy information within a reasonable period and no later than one month after receiving it. If we contact you sooner, we will provide it at the latest when we first contact you; if we disclose your information to another recipient sooner, at the latest when we first disclose it. An exception may apply where the law permits one.

If you were nominated, the source of the information is the person who submitted your nomination. We will handle requests to identify that person in accordance with applicable law and the rights of others.

How do we use your information?

We may use personal information to:

Receive and manage nominations
Contact nominators and nominees
Check nomination details and eligibility
Organise shortlisting and judging
Give judges access to relevant nomination information
Select and contact finalists and winners
Manage sponsors and sponsorship arrangements
Issue tickets and organise guests
Send important information about the awards
Prepare certificates, trophies and event materials
Share approved information about finalists and winners
Protect the website and its users
Prevent fraud, misuse and unauthorised access
Keep appropriate administrative and financial records
Respond to privacy requests, complaints or disputes
Assess and respond to safeguarding concerns where necessary

Award decisions are made by people. The system does not make important decisions about nominations automatically.

Why are we allowed to use your information?

We use personal information only where there is a clear and lawful reason. The reason depends on the service or activity involved.

Organising and protecting the awards

We use personal information where it is necessary to organise and deliver the MônFM Community Awards fairly, safely and effectively. This includes:

Receiving and managing nominations
Contacting nominators and nominees
Organising shortlisting and judging
Managing sponsors, tickets and event guests
Sending essential information about the awards
Protecting the website and preventing misuse
Keeping appropriate administrative and security records

Our legitimate interests are recognising local contributions, running a fair and safe awards event, communicating with participants, preventing misuse, and maintaining appropriate records. We assess these interests against the rights and interests of those affected, particularly children. Where these interests justify the particular use, our lawful basis is legitimate interests.

We consider how this use may affect you and take particular care when information relates to children or vulnerable people.

You have the right to object to processing based on legitimate interests. Contact [email protected].

Providing a requested service

We use personal information when it is needed to:

Provide a ticket or another service you have requested
Manage a paid sponsorship arrangement
Take steps you have requested before entering into an agreement

This is known as processing necessary for a contract.

Meeting legal responsibilities

We may use or retain information where it is needed to meet responsibilities relating to:

Accounting and taxation
Data protection requirements, including handling rights requests and reportable breaches
Disclosure in response to a binding legal requirement

Our lawful basis for these specific duties is legal obligation. We may use legitimate interests to investigate fraud or safeguarding concerns and to establish, exercise or defend a legal claim, where appropriate; these activities are not automatically legal obligations. Any special category or criminal offence information requires additional legal conditions before it is used beyond screening and removal.

Activities based on your permission

For some optional activities, such as marketing or particular uses of a photograph or personal story, we may ask for your permission.

This is known as consent.

You can withdraw your permission at any time by contacting [email protected]. This will not affect anything we did before you withdrew it.

Information we ask you not to submit

Please do not include sensitive information about a nominee or anyone else in a nomination or supporting file. This includes health or medical conditions, racial or ethnic origin, religion or philosophical beliefs, political opinions, trade-union membership, genetic or biometric information used for identification, sex life or sexual orientation, and criminal allegations, offences or convictions. Do not include unnecessary details of anyone’s private circumstances.

Explain what the nominee has done and the difference it has made without describing a diagnosis, personal history or other sensitive circumstances. We do not use these details to score nominations.

If such information is submitted unexpectedly, we will restrict access, review it promptly and remove or redact what is unnecessary before sharing an entry with judges. We will securely delete unnecessary originals where practicable. We will not retain or use special category or criminal offence information for another purpose unless we have identified the applicable additional legal condition and safeguards.

A genuine safeguarding concern may be handled separately under MônFM’s safeguarding procedures and disclosed to an appropriate authority where necessary and legally permitted.

Children and young people

Children and young people can be nominated for an award.

Please do not provide an exact date of birth or unnecessary personal details. An age or age range should be provided only where it is relevant to the award or needed for safeguarding.

We take extra care with information about children and young people. Access is limited to those who need it, and any decision to publish their name, photograph or story is considered carefully.

Being nominated does not automatically mean that a child’s information, photograph or story will be made public. We will carry out any necessary permission and safeguarding checks first.

Safeguarding questions can be sent to:

Safeguarding contact: Safeguarding Officer, [email protected]

Do not use this email address in an emergency. If someone is in immediate danger, contact the emergency services or the appropriate safeguarding authority.

Who can see your information?

Information is only made available to people who need it for an authorised purpose. This may include:

Authorised MônFM staff and volunteers
Awards administrators
Judges assigned to the relevant category
Event and ticketing personnel
Website-hosting, email-delivery, IT and security providers
Professional advisers
Public authorities where information has to be disclosed by law

Judges are given only the information they need to assess nominations in their assigned categories. They are not permitted to use it for another purpose or share it without permission.

Companies providing services on our behalf are expected to protect the information, keep it confidential and use it only to provide the agreed service.

You can contact [email protected] if you would like more information about the suppliers we use.

Finalists, winners and publicity

If you are selected as a finalist or winner, we may wish to share:

Your name
Your award category
Your photograph
A short summary of your nomination
Photographs, audio or video from the ceremony

We will discuss the wording of any personal story with you before publication. We will not publish sensitive details submitted in a nomination. Additional permission and safeguarding checks may be needed where children are involved.

We will not publish complete nomination forms, private contact details, judges’ private comments or supporting files.

Information processed outside the UK

Some of the companies that help us operate the awards may process information outside the United Kingdom.

Where this happens, we check that suitable protections are in place. These may include:

A country recognised by the UK as providing adequate protection
The UK International Data Transfer Agreement
The UK Addendum to approved contractual clauses
Another recognised protection for international transfers

You can contact [email protected] for more information about where your information is processed and the protections being used.

How long do we keep information?

We keep personal information only as long as needed to run the Awards, meet legal responsibilities, maintain appropriate records and deal with complaints or disputes. Our standard retention periods are:

Unsuccessful nominations and supporting files: 12 months after the relevant Awards ceremony
Finalist and winner records: a limited historical record, such as name, category and result, may be kept as part of the Awards history; unnecessary contact details and underlying nomination information are normally removed after 24 months
Judging scores and notes: 12 months after judging is completed
Ticket and attendance records: 12 months after the event
Financial records: 6 years after the end of the relevant financial year, or longer if required by law
Sponsor administration contacts: during the sponsorship and up to 24 months afterwards, unless part of a financial, contractual or legal record needed for longer
Operational email records: up to 24 months after the event
Website access and security logs: up to 12 months
Privacy-request records: 3 years after the request is completed
Personal-data breach records: normally 6 years after the incident is closed, subject to an ongoing complaint, claim, investigation or regulatory matter
Encrypted system backups: retained on a rolling schedule of 14 daily, 8 weekly and 12 monthly snapshots. Deleted information may remain in a backup until that snapshot expires. Backups are restricted from ordinary operational use; if restored, relevant deletions will be reapplied where practicable

We may retain particular records longer while a privacy request, legal claim, complaint, safeguarding concern, security incident or regulatory investigation remains active. When information is no longer needed, we securely delete or anonymise it.

Messages about the awards

We may use your contact details to send important messages about:

A nomination
Judging
Sponsorship
Tickets
Attendance
The awards ceremony
Certificates or trophies
Changes affecting the event or service

These are operational messages connected with the awards. Receiving them does not automatically add you to a marketing list.

Our email provider may tell us whether an awards email was delivered, bounced, opened or whether a link was clicked. We use this limited delivery information to troubleshoot failed messages and make sure important awards information reaches the intended person. Email privacy features can make open information inaccurate, so an open record does not prove that a person read the message.

We will not add you to a newsletter or unrelated promotional mailing list simply because you:

Made a nomination
Were nominated
Judged an entry
Sponsored the event
Purchased or received a ticket
Attended the ceremony

If we invite you to receive optional marketing, we will explain what you are signing up for and provide a simple way to unsubscribe.

Do you have to provide information?

Fields marked as required contain information we need to provide the relevant service.

Without this information, we may be unable to:

Accept or assess a nomination
Contact a nominee
Provide a ticket
Give a judge access to an entry
Manage a sponsorship arrangement
Provide another requested awards service

Please provide only the information requested and avoid including unnecessary personal details.

Your privacy rights

Depending on how and why we use your information, you may be able to:

Ask for a copy of the information we hold about you
Correct information that is wrong or incomplete
Ask us to delete information
Ask us to limit how information is used
Object to certain uses of your information
Receive certain information in a portable format
Withdraw permission where we rely on your consent
Complain about how your information has been handled

Some rights apply only in particular circumstances. If we cannot complete all or part of a request, we will explain why.

To make a request, contact:

Email: [email protected] Address: MonFM, Unit 3 Hen Argraffdy, 12 Ffordd Yr Efail, Llangefni, Ynys Mon, LL77 7ER

We may ask for information to confirm your identity. We will normally respond within one month.

How to raise a concern

Please contact us if you are concerned about how your information has been used. We will look into your concern and try to resolve it.

You can also complain to the Information Commissioner’s Office:

Website: ico.org.uk/make-a-complaint Telephone: 0303 123 1113

How we protect your information

We use a range of security measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

These include:

Secure connections
Access controls
Restricted administrator permissions
Authentication and account-security controls
Protected file storage
Security monitoring
Audit records

If a personal-data breach happens, we will investigate it, record what happened and take steps to limit any harm. We will contact affected people or the Information Commissioner’s Office where this is required.

Changes to this notice

We may update this notice if our services, suppliers or use of information change.

The version number and date at the top of this page show when it was last updated. If an important change affects how we use your information, we will take reasonable steps to let you know.

Contact us

For privacy questions, concerns or requests, contact:

MônFM Privacy Team MonFM, Unit 3 Hen Argraffdy, 12 Ffordd Yr Efail, Llangefni, Ynys Mon, LL77 7ER

Email: [email protected] Telephone: 01248 722224