World Rugby Limited will be the data controller of all personal information submitted to us in connection with the Nomination Process.

The personal information relating to you that we will collect in relation to your nomination for the Award (where you are nominating another person, club, group or Union) will include:

  • Your name;
  • Your email address;
  • Your contact phone number;
  • Your country of residence;
  • Any personal information relating to you which you include in the detail of your nomination (including imagery in any photos or videos you submit); and
  • Any correspondence we have with you in relation to our consideration of your nomination.

The personal information relating to the person(s) you nominate that we will collect in relation to your nomination for the Award (including where you nominate yourself) will include:

  • Full name;
  • Age range;
  • Nominee category (i.e. amateur or professional club, and whether nominee is individual player, team, volunteer, official or supporter);
  • Personal information contains in the detail of your nomination;
  • Images of such individuals in any photos or videos you submit; and
  • If put forward as a shortlisted nominee for the public vote, content featuring the individual will be generated to inform and engage with members of the public about the nomination to enable an informed public voting process;
  • we may request personal information such as passport details to arrange for flights, accommodation and transfers to facilitate their attendance at the World Rugby Awards 2018 in Monaco;
  • We may, at our discretion, choose to photograph, film, record and/or broadcast the World Rugby Awards 2018 event and associated events.

We will process the above information solely for the purposes of enabling our Panel (which will consist of representatives of World Rugby and Dove Men+Care) to consider and review all nominations for the Award (including to verify any information submitted as part of a nomination), to select a shortlist of nominees for a public vote, to administer the public voting (and vote counting process), to enable an Award winner to be selected following the public vote, and for promotional purposes relating to the public vote and announcement of the Award winner.

The legal basis on which you process your information is that it is necessary to do so to enable you to submit nominations for the Award in the manner set out in these Terms and Conditions and it is in our legitimate interests in promoting and fostering the Spirit of Rugby and the Award.

The legal basis on which we process the personal information of individuals who you have nominated for the Award is their consent (please note that nominations for individuals under the age of 16 will not be considered or accepted). We rely on you to confirm that you have obtained such consent prior to submitting your nomination.

Such individuals may withdraw their consent at any time by writing to us at dataprotection@worldrugby.org. Where an individual is shortlisted for the public voting process, we will also take steps to re-confirm that individual’s consent prior to publishing that individual’s personal information in a public forum.

However, if such individuals withdraw their consent to us using their personal information as described above, we may no longer consider their nomination for the Award and they will forego their opportunity to win the Award or to be invited to attend the World Rugby Awards 2018 ceremony in Monaco.

The information submitted to us via the Nomination Process will be held by us for not more than 13 months after the World Rugby Awards 2018 even and, save for disclosure to members of the Panel and for the publication of shortlisted nominations for the public vote (and related promotional and other content), is not shared with third parties.

Subject to the above, all personal information submitted via any nomination for the Award will be processed by us in accordance with our Privacy Statement. For further information on how we process personal information, or to find out further details on your rights regarding your personal information, please feel free to review our Privacy Statement.