1. Terms and Conditions for entry and participation
  • You must be 18 years or older to nominate someone for the Active School Hero award.
  • The first closing date for entries is midday on 11th April 2022. ukactive cannot guarantee that entries received after this deadline will be considered.
  • Please adhere to all defined word limits, image formats and video durations. Failure to do so could lead to these not being reviewed as part of the application
  • You may submit as many nominations as you see fit. There is no fee for submitting a nomination.
  • Please ensure you read the criteria for the award before entering. Please complete all sections of the form, entries that are incomplete may not be accepted.
  • The award is nomination-only. Any entries where the nominator is the same person as the nominee will not be accepted.
  • All nominees should currently be employed or deployed in a part-time or full-time capacity in a primary school whose postcode falls within one of the four home nations, Scotland, Northern Ireland, Wales and England. Any nominations which do not meet this criteria will not be accepted.
  • The organisers do not accept any responsibility for loss of any entry.
  • The assessors’ decision is final and no correspondence or discussion will be entered into or feedback given regarding the selection of shortlisted nominations or winners
  • Nominators or nominees must not seek to make contact with, or attempt to influence the assessment in any way.
  • In the course of assessing an entry, the assessors may request further information about the entry from the person named as the nominee.
  • Personal information relating to individuals provided by the nominator shall be stored and processed by ukactive for use solely in connection with the awards and such information shall not be distributed to third parties without the relevant individual’s prior consent. Such information will only be disclosed to a third party with prior notice when ukactive believes such disclosure to be required by law or regulation or to be necessary to defend the rights of ukactive, the safety of the public or other entrants.
  • By entering the awards, nominees, should they progress to finalist status, agree to participate in publicity and material resulting from the awards if requested to do so by ukactive (both on the date of the Awards Ceremony and subsequently) and ukactive reserves the right to use the details of successful nominees in any publicity or material
  • ukactive or pre-authorised partners may record or photograph part of, or the entire assessment process and the event, and it is possible that your nominee will be photographed or recorded. ukactive and its partners retain the right to use any such media for promotional/PR purposes.
  • Nominators or nominees will not seek to penalise, prosecute or claim compensation from the organisers, sponsors, presenters or participants for injury, loss or damage, throughout the assessment process, mystery shops or awards evening.
  • ukactive reserves the right to cancel the awards at any time, change the opening and closing dates and times for nominations, the entry requirements and the date of the announcement of the awards.
  • ukactive reserves the right to disqualify any nominee throughout the awarding process should the nominee not comply with these terms and conditions or act in an unlawful manner.
  • By submitting a nomination, you confirm that you accept these terms and conditions.
  • Any issues should be reported to activeschoolhero@ukactive.org.uk
  • The Awards and these Terms and Conditions are governed by the laws of England and Wales and are subject to the exclusive jurisdiction of the Courts of England and Wales.


  1. GDPR Our Commitment
  • The Awards organisers are committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have a robust and effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognise our obligations in updating and expanding this program to meet the demands of the GDPR and the UK’s Data Protection Bill.
  • The Award organisers are dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.


  • Information Audit– carrying out an information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed.
  • Policies & Procedures– [revising/implementing new] data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including: –
    • Data Protection– our main policy and procedure document for data protection meets the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.
    • Data Retention & Erasure– we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.
    • Data Breaches– our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.
    • Subject Access Request (SAR)– Our SAR procedures accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.
  • Legal Basis for Processing– Where applicable, we also maintain records of our processing activities, ensuring that our obligations under Article 30 of the GDPR and Schedule 1 of the Data Protection Bill are met.
  • Privacy Notice/Policy– to comply with the GDPR, we are ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.
  • Obtaining Consent– we have consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. We have stringent processes for recording consent, making sure that we can evidence an affirmative opt-in, along with time and date records; and an easy to see and access way to withdraw consent at any time.
  • Direct Marketing– we have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.
  • Data Protection Impact Assessments (DPIA)– where we process personal information that is considered high risk, involves large scale processing or includes special category/criminal conviction data; we have developed stringent procedures and assessment templates for carrying out impact assessments that comply fully with the GDPR’s Article 35 requirements. We have implemented documentation processes that record each assessment, allow us to rate the risk posed by the processing activity and implement mitigating measures to reduce the risk posed to the data subject(s).
  • Processor Agreements– where we use any third-party to process personal information on our behalf (e. Hosting etc), we have drafted compliant Processor Agreements and due diligence procedures for ensuring that they (as well as we), meet and understand their/our GDPR obligations. These measures include initial and ongoing reviews of the service provided the necessity of the processing activity, the technical and organisational measures in place and compliance with the GDPR.


Data Subject Rights

In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via induction of an individual’s right to access any personal information that organisers processes about them and to request information about:

  • What personal data we hold about them
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from them, information about the source
  • The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this
  • The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
  • The right to lodge a complaint or seek judicial remedy and who to contact in such instances


Information Security & Technical and Organisational Measures

We take the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorized access, alteration, disclosure or destruction and have several layers of security measures, including: SSL, access controls, password policy, encryptions, practices, restriction, IT, authentication