What to consider when creating a nomination call-out.
⚠️ Asking your readers to nominate someone can put you in a tricky situation when it comes to GDPR and Data Privacy. Here are some pointers to consider for a smooth campaign: ⚠️
Contact details: Make sure you ask the nominator for the nominee's contact details. You will need to contact the nominee.
Informing the nominee: If you collect personal data about someone from someone else (e.g. a friend nominates someone), you must inform the nominee of: Who is collecting the data (you), Why and how it will be used (If you plan to publish any personal data or photo of the nominee too), How long it will be stored, Their rights (e.g. access, erasure), Your contact details and DPO info (if applicable).
Giving notice: Remember under GDPR you have to give notice to the nominees. 🟡 This notice must be provided within 1 month or before the data is used/publicised, whichever comes first.
Parental Consent (if minors are involved): If nominators or nominees could be under 16 (or relevant age in your country), you must get verifiable parental or guardian consent before processing or publishing their data.
(With Contribly you can add this a separate checkbox, that says something along the lines of:
☐ I confirm that I am the parent or legal guardian of the nominated individual named above, and I give my full consent for Newsbrand X to process their personal data and publish the nomination as part of the International Friendship Day campaign (for example). I have read and agree to the [Privacy Policy] and understand I can withdraw this consent at any time.)
Terms & Privacy Policy
Link clearly to Terms & Conditions and Privacy Notice at the point of entry (with Contribly this is easy, use the terms and conditions checkbox in your form)
🔎 Example Practical Flow:
Step 1 – Submission by Nominator
User submits their name and email + a reason for nominating
Nominee's name is provided and email (to let them know) (not published yet)
Nominators are clearly informed that: 1. Their friend will be contacted, 2. Data won’t be published without the nominee’s consent
Step 2 – Contact Nominee
Email the nominee with: 1. Privacy notice, 2. Full information about the competition, 3. Clear, specific opt-in consent request to publish their nomination, 3.Optional: allow them to upload a photo if they wish (click here to view an example letter).
Step 3 – Selection and Publication
Only publish nominations with the nominee’s explicit consent.
Provide a clear process for withdrawing consent or correcting errors.