Privacy Policy

How do we use your information?

CILIP, the library and information association, who run The Yoto Carnegies, recognises that your privacy is important to you and is committed to protecting your privacy online.  This privacy notice sets out what information we collect on the awards website and why and how we use that information.

It applies to personal information we collect about:

Emails that we send



Controlling your personal information

CILIP may change this policy from time to time by updating this page.  You should check this page periodically to ensure that you are happy with any changes.  This policy was last updated 6th September 2022.

Visitors to the Awards website

CILIP use a third party service, WordPress, to publish the awards website and it is hosted by 20i. When someone visits https://www.yotocarnegies.co.uk, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.

Social Media Contact: The Yoto Carnegies has its own Twitter, Facebook and Instagram feeds @CarnegieMedals.  If you intend to post a comment on these channels, you will be required to set up your own accounts.  Please review the Twitter privacy notice and Meta privacy policy to see how it uses your information and to find out how to opt out, or delete, such information. 

External web services. We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most. We cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content using scripts from domains outside of the Yoto Carnegie Awards. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.  You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.

Links to other websites:  This website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites – such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.

Filling in the nomination form:  the awards nomination form is provided by a third party service, Formsite. We only request the information needed from the publisher of the nominated title to manage the award nominations. The publisher contact details are shared with EDPR – our PR team, only for the purposes of managing the awards.  Some of our questions relate to the protected characteristics of the nominated author or illustrator to provide recommendations for how diversity, inclusion and representation can best be championed and embedded into the work of the Awards.  Data collected will be for the confidential use of CILIP and will be stored and handled appropriately.  No personal or identifying information will be disclosed in the report.  CILIP deletes the Formsite form three months after the winners are announced. Formsite’s Privacy Notice is here.

Our legal basis for processing the data described above is our legitimate interest in keeping our website and services relevant so that we can develop and grow the awards scheme; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those visiting our website and social media platforms.

Group Leaders

CILIP is the data controller and processor for the information you provide on the Shadowing Group Leader registration form.  If you have any queries about how we handle your information, please contact us.

What will we do with the information you provide to us?

Data we hold will be used confidentially, to help us run the awards shadowing scheme and to keep you informed – for example, award timetable, group resources or tips.

CILIP will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Registering as a Group Leader

We ask you for your name and email.  We also ask for the name and address of your school or library so that the free publicity pack can be sent to that address.  CILIP’s administration and management teams will have access to this information.

As a Group Leader, you will create a shadowing group name and you will be given a passkey that your group will need to submit reviews or artwork on the website.

Shadowing Group Map: You will be asked at registration whether we can use your organisation’s postcode on a map, so that you can look for other groups in the nearby area – only the Shadowing Group name and organisation will be displayed on the map.

Shadowing group activity:  As Group Leader you have to approve the reviews/artwork of your Shadowers, before they are published to the awards website, so that you can edit or remove unsuitable content if necessary and also so you can check that the review/artwork is from a member of your group.  This will be done via the email address you give on registration, but the shadowers will not be able to see your email when they submit their reviews/artwork to you for approval.

Group Leader Survey: At the end of the shadowing year, the Group Leaders are sent a survey to provide feedback on the shadowing group experience so that we can improve it moving forward.  We currently use Survey Monkey and there are optional fields for your name and email.  However, it is likely the Survey Monkey site will collect their own information e.g. anonymous usage information about what you are doing. Survey Monkey’s privacy notice is here.

Shadowing Group Magazine: this will pull together all your groups reviews and artwork in one place and can be downloaded as a PDF at your request.

How long is the information retained for?

Registration is an annual process.  Within 3 months of the winner announcements, group leader information, group reviews and artwork will be deleted from the website, in preparation for the new shadowing year.

If you have signed up to receive email communications, we will retain your email to let you know when you can register to shadow the next year’s award.  You can unsubscribe at any time.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the award scheme; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those recipients.

Shadowers (who post reviews)

Posting reviews: As a member of a Shadowing group, you can submit book reviews on the books shortlisted for the Writing and Illustration Medal.  When you submit a review you will search for your shadowing group – no login or email address is required.  You will provide your first name and your review, which will be approved by your Group Leader.  The review will then be published on the public awards website with all the other reviews for that book.  Your first name and also the name of your shadowing group will be shown.  Reviews are deleted approximately 3 months after the winners are announced.

Posting pictures: As a member of a Shadowing group, you can submit your picture inspired by the books shortlisted for the Medals.  The picture will then be published on the public awards website with all the other pictures.  Your first name and also the name of your shadowing group will be shown.  Pictures are deleted approximately 3 months after the awards have been made, at the start of the new shadowing year.

Our legal basis for processing the data described above is our legitimate interest in managing and administering the award scheme; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those recipients.

Emails that we send:

CILIP uses a third party provider, dotdigital, to deliver the majority of our emails.  Dotdigital is also used to manage your email preferences, if you have stated when registering as a Group Leader that you are happy for CILIP to contact you by email or have signed up to receive awards updates separately.  You will see an option to manage your email preferences at the end of every email sent from dotdigital where you can subscribe/unsubscribe.  Emails will only be about the awards and may include some information about the award sponsors and partners.

Email tracking. Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails. Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all CILIP email correspondence.

DotDigital’s Privacy Notice is here.

Our legal basis for sending emails is legitimate interest where it concerns the administration of correspondence.  For marketing emails our basis is consent.


CILIP complies with its obligations under the General Data Protection Regulation 2016/679 (the GDPR), by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Only authorised employees and data processors (software suppliers and those working on behalf of CILIP e.g. publicity pack distributors, to deliver our services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy. 

CILIP uses data processors who are third parties to provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.  We have identified these data processors where relevant in the body of this privacy notice. 

CILIP will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.

The CILIP website uses sophisticated security and safeguard measures to protect users’ information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data, debit/credit card will be protected against fraudulent use on our site.


Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you will not be able to login to the website if cookies are disabled. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup ‘Cookies’ in your Operating System Documentation or visit www.aboutcookies.org

Cookies set by CILIP:

Cookie Name Purpose
Universal Analytics (Google) _ga
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can find out more at www.google.co.uk/intl/en/analytics/privacyoverview.html
YouTube cookies PREF*
We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more at YouTube’s embedding videos information page. PREF – * Expires after eight months
VSC – * expires at the end of your session
VISITOR_INFO1_LIVE – *expires after eight months
remote_sid – * expires at the end of your session

Controlling your personal information

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR).

You have rights as an individual which you can exercise in relation to the information CILIP holds about you – read more here.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CILIP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or to carnegies@cilip.org.uk

If you want to make a complaint about the way CILIP has processed your personal information, you can contact the ICO in the UK as the statutory body which oversees data protection law – www.ico.org.uk/concerns.

Access to personal information

If any of your contact or personal details are incorrect, please write to us or email carnegies@cilip.org.uk, so that we can make any corrections promptly. 

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:

To make a request to CILIP for any personal information we may hold you need to put the request in writing addressing it to the Awards Manager, at CILIP, 7 Ridgmount Street, London. WC1E 7AE.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

Identity and contact details of controller: CILIP (7 Ridgmount Street, London. WC1E 7AE) is the controller and processor of data for the purposes of the GDPR.