Publish nominations only after saying so in the application.

The rules differ depending on the country and city council. Consult your legal adviser. This is general guidance, not legal advice.

An awards organiser publishes names as part of their role: lists of nominees, award recipients, photographs on a screen, a programme with clubs and locations. Each is a decision about someone's data.

Publishing is not the same as collecting

The collection of applications is planned. Publication often goes unplanned. The list of nominees appears on the city council website because the regulations say that the nominees will be announced. Nobody decided on this step. It happened because ceremonies do it.

Decide each publication separately. A name read in a room is not the same as a photo that stays online for years.

Whoever publishes changes the question

A public body, a federation and a private organiser may rest on different grounds. You may be responsible for how the data is used. Your legal adviser tells you which grounds apply to your case.

Consent may not be the right ground for the award itself. A person who withdrew consent would put an end to the award. Consent may suit optional extras, such as photographs. Check with your legal adviser.

Say it in the application

Decide what you are going to publish: the name, the club, the photo, the time it will be visible. Write it on the form before the person applies. Those who have been informed have fewer surprises, and a subsequent request is easier to deal with.

Photographs and young people

State in the invitation that the event will be photographed. Taking the stage does not in itself mean that the photo may appear on a sponsor's page much later.

For young people, read national rules and consult your legal adviser before publishing names or images.

What the person accepted must be where it is published

The application says what can be published, under what name and whether it includes a photograph. Those who publish later consult this record, instead of searching for authorisations in mailboxes.

At the end, the organisation can export the event data. Eventblox® is housed in the EU and ready for the GDPR in public procurement. Planning is where the rules and applications come together. What the night leaves behind is described in how we treat data.

1. Decide what you will publish.
2. Write it in the application.
3. Decide how you respond to a request to sit out.
4. Consult your legal adviser about young people.

Sources: GDPR (Regulation (EU) 2016/679); National Data Protection Commission (CNPD).