The Pope John Paul II Award Privacy Statement
The Pope John Paul II Award appreciates the importance of keeping personal information private and protected for everyone associated with the Award. This includes participants doing their Award, the adults helping them, Pope John Paul II Award employees, volunteers and those who support the Award.
You can be assured that we do our best to ensure that your personal information is secure so that your confidentiality is maintained. We adhere to the provisions of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) that came into force on 25 May 2018, which gives you control over the information we store about you, and how we contact you in the future.
We will only use your information so we can communicate information to:
- help you participate in the Pope John Paul II Award;
- support approved groups and organisations assisting those participating in the Award; and
- tell you about activities which may be of interest to you as part of the Award.
This statement explains how we achieve these goals and gives details of our privacy practices, including what information we collect about people through our website and dioceses running the Pope John Paul II Award. It also outlines how the information will be used or disclosed, and rights with respect to our collection and use of personal data.
By using our services and providing us with your personal information you are accepting the practices described in this Privacy Statement.
Who we are
The Pope John Paul II Award is a faith achievement award for young people between the age of 16 and 18. The award is run through dioceses that have been approved and are members of the Pope John Paul II Award confederation. Dioceses running the award can be viewed here.
The Award head office is located at:
Derry Diocesan Catechetical Centre
The Gate Lodge,
2 Francis Street,
Our website address is: https://thepopejohnpauliiaward.com.
What personal data the Pope John Paul II Award collects and why we collect it
The Pope John Paul II Award collects personal data in three ways:
- 1. Information from Pope John Paul II Award website visitors
- 2. Information from Pope John Paul II Award participants in dioceses running the Award
- 3. Information from Pope John Paul II Award coordinators and leaders in dioceses running the Award
In general, information we collect is used to provide you with a service that you have requested, to answer an enquiry or as part of our activities or promotional programmes. We may ask you to provide us with personal information on a voluntary basis in certain areas of our services. This information will be used for the purposes outlined at the time of collection.
1. What information we collect from Pope John Paul II Award website visitors and why?
We collect your name, address, email address, phone number, parish and diocese.
We use this information to provide you with information on the award; for example, to confirm your identity, contact you, to connect you with award coordinators and leaders in your diocese or parish.
Comments on the our website
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
Contact forms on our website
Contact forms are provided on our website to enable website users and award participants submit questions and comments in relation to the Pope John Paul II Award. This information is collected and stored by the Award head office. It may be shared with the specific diocese the information is relevant to. Information collected through any contact forms will not be shared with other dioceses or used for marketing purposes.
Latest news sign up form on our website
Latest news sign up forms are provided on our website to enable website users to submit their email address to receive regular information on Award events and news by email. Signed up users can opt-out at anytime. Opt-out options are provided on every news and event email sent.
Special event sign up forms on our website
Certain Pope John Paul II Award events may give users the opportunity to supply their contact details to enable notifications of the event by email. Signed up users can opt-out at anytime. Users contact details will only be used for this event and for no other purpose. Users details will be deleted from our system within 30 days after the event finishes.
What is a cookie? A cookie is a small amount of data, which may include a unique identifier. Cookies are sent to your browser from a website and stored on your device. We assign a different cookie to each device that accesses our website.
If, however, you prefer not to enable cookies you can disable them on your PC and laptop. Please note that certain features of the Pope John Paul II Award website will not be available once cookies are disabled. In order to maintain the security of your session, by using the Pope John Paul II Award you are giving implied consent that you are happy for cookies to be set.
As is true of most websites, we gather certain information automatically and store it in log files. This information includes Internet Protocol (IP) addresses, browser type, Internet Service Provider (ISP), referring/exit pages, operating system, date/time stamp and clickstream data. We use this information, which does not identify individual users, to analyse trends, to administer the site, to track users’ movements around the sites and to gather statistical information about our user base as a whole.
In some of our email messages we use a “click-through URL” linked to content. When a customer clicks one of these URLs, they pass through our web server before arriving at the destination web page. We track this click-through data to help us determine interest in particular topics and measure the effectiveness of our communications. If you prefer not to be tracked simply avoid clicking text or graphic links in the email or website.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
External links from our websiteWho we share your data with collected on our website
The Pope John Paul II Award will not and will never share, disclose, sell, rent, or otherwise provide personal information to other companies for the marketing of their own products or services.
Data collected on Pope John Paul II Award website is shared with dioceses running the award, parishes and schools in those dioceses, as a necessity to enable young people to complete and achieve their Pope John Paul II Award and for Pope John Paul II Award Coordinators and Leaders to manage programmes effectively. Participant personal information is never shared with other participants.
How long do we retain website visitors data?
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
2. What information we collect from Pope John Paul II Award participants in dioceses running the Award and why?
We collect each participants name, address, email address, phone number, date of birth, if male or female, school, parish and diocese. We also collect parents or guardians name address, email address and phone number.
This information is collected for safeguarding purposes, for consent to participate in the Award and in case of emergencies. Parental/guardian consent is a requirement for all those participating in the Award who are under 18 years. Award participants email and mobile phone number are collected for communication purposes. These details will only be used by Award Leaders for Award related activities. Texts and emails may be used to promote Award events.
How long do dioceses running the Award retain Pope John Paul II Award participants personal information?
3. What information do we collect from Pope John Paul II Award coordinators and leaders in dioceses running the Award and why?
We collect coordinators and leaders name, address, email address, phone number, parish and diocese.
This information is collected for safeguarding and management purposes.
How long do dioceses running the Award retain Pope John Paul II Award coordinators and leaders personal information?
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Access and correction of your information
You have a right to know about the personal information that the Pope John Paul II Award holds about you and to receive a copy of that information on request. You also have a right to request corrections to, or deletion of, the information that the Pope John Paul II Award holds about you. If you wish to exercise these rights please contact us by post or email at the address shown in the ‘Contact’ section below. We will send you a copy of all the personal data held about you.
Security – how we protect your information
We build in safeguards to keep all your personal information as secure as is digitally possible. In addition to a rigorously enforced data handling policy, all our staff members are made aware of their obligations to keep the information for authorised use only. Of course no technology is foolproof, but we have made every reasonable effort to keep our systems up to date with the relevant protocols.
All personal data is accessible only to those who need to use it. We make that judgement based upon the sensitivity and value of the information in question; We always consider keeping personal data:
- in a lockable room with controlled access.
- in a locked drawer or filing cabinet.
- if data is computerised it is stored on network servers and on password-protected databases and not on local systems and have suitable security access levels determined, applied and monitored.
- particular care is taken of portable ICT equipment, memory sticks etc. which are password protected and encrypted to prevent unauthorised access.
- sensitive personal data is not kept on memory sticks or routinely taken from Pope John Paul II Award premises on any form of removable media.
The security measures that we have put in place ensure that:
- only authorised people can access, alter, disclose or destroy personal data;
- those people only act within the scope of their authority; and
- if personal data is accidentally lost, altered or destroyed, it can be recovered to prevent any damage or distress to the individuals concerned.
Who should you to contact about your data
If you have any questions about this Privacy Statement, the privacy practices of the Pope John Paul II Award or if you want to exercise any of the rights that you are given under this Privacy Statement you can contact:
The Pope John Paul II Award National Coordinator
Derry Diocesan Catechetical Centre
The Gate Lodge,
2 Francis Street,