The eCase FOI Awards 2026

This website is owned and operated by eCase (Fivium Ltd), a company registered in England and Wales with company registration number 5775733 and having its registered office at 16 Great Queen Street, Covent Garden, London, WC2B 5AH.

We believe in respecting your privacy. We do not collect any personally identifiable data from visitors to this site, other than when you make a nomination, or register for our conference. The basis upon which we collect such data and other relevant information is described in our Data Privacy Notice below.

We explain below how we use data from this website. Any links to external sites are out of our control, so please always read the privacy statements on the other websites you visit.

Cookie use and Policy

For ease of experience for those seeking information about the eCase FOI Awards, we do not use cookies on this website.

Data Privacy Notice

The EU General Data Protection Regulation (GDPR), as read with the UK GDPR and the UK Data Protection Act 2018, gives individuals in the European Union and the UK rights over the use of their personal data. Under the UK GDPR, we are required to give you certain information, including your rights mentioned below, when you provide us with your personal data.

The data we need and how we’ll use it

If you register your interest in attending eCase FOI conference

If you subscribe to attend our conference, we will ask you for a minimal amount of personal data to enable us to process your registration including a work email address, your name and the name of your organisation. We will use this to keep you informed of any developments concerning your attendance at the conference and for the purposes of administration. Our legal basis for processing your personal data for these purposes is contractual (Article 6(1)(b) GDPR).

If you register to attend eCase FOI conference

We will also ask you about accessibility and dietary requirements for your attendance at the conference to ensure your attendance at the conference is comfortable. Our legal basis for processing your personal data for these purposes is Special Category, under article 9(2)(a) of the GDPR.

If you ask us to remind you later about making a nomination for the eCase FOI Awards

If you use the ‘remind me later’ form, we will ask you for a minimal amount of personal data to enable us to process your request to remind you to nominate including a work email address, your name and the name of your organisation. We will use this to send you weekly reminders to your work email. . Our legal basis for processing your personal data for these purposes is contractual (Article 6(1)(b) GDPR).

If you nominate yourself for an award

If you nominate yourself for one or more of the eCase FOI Awards, we will ask you for a minimal amount of personal data to enable us to process your nomination including a work email address, your name and the name of your organisation. We will also ask you for details on what you have done to qualify for these awards. We will use the information you share to keep you informed of any developments concerning your nomination, ask for any further information to support your nomination, for the purposes of awards administration and for presentation to the judging panel. Our legal basis for processing your personal data for these purposes is consent. (Article 6(1)(a) GDPR).

Please note your personal information (name and organisation) will be removed from the initial nominations presented to the judging panel. Organisation type will be listed e.g. ‘a small government agency’; ‘a large local authority’.

If you are nominated by another person for an award

If you are nominated by another person for one or more of the eCase FOI Awards, we will contact you to seek your consent to use a minimal amount of your personal data to progress your nomination, including a work email address, your name and the name of your organisation. We will use the information you share to keep you informed of any developments concerning your nomination, ask for any further information to support your nomination, for the purposes of awards administration and for presentation to the judging panel. Our legal basis for processing your personal data for these purposes is consent. (Article 6(1)(a) GDPR).

If you are shortlisted, a winner, or selected for development of a best practice case study

If you have been shortlisted for an award, selected for the preparation of a best practice case study or selected as an exemplar of good practice, we may wish to publish your name and the organisation that you are from on the awards website, in news releases relating to the awards and in social media, coupled with details of the award (where applicable). We will seek your consent to do this. Our legal basis for processing your personal data is Article 6(1)(a) GDPR.

Please note that we will only be able to shortlist nominations where this consent has been granted.

If you use any of our forms to consent to contact

We would also like to use your data for marketing purposes, to update you about forthcoming events that may be of interest and to promote eCase’s service. This helps us grow and develop our business and allows us to put on more, similar, relevant events. We will seek your consent for this, which you can withdraw at any time.

Our awards nomination forms and conference registration forms contain the option to opt in to marketing information/updates about our services. If you opt in to receiving marketing information about our event(s) and/or related services, you are giving us your explicit consent under Article 6(1)(a) GDPR to process your personal data for these specific purposes. This consent can be withdrawn at any time.

The personal data you provide us with when subscribing to updates about our services will be used only for the purposes of providing you with and improving those services. Some data elements, e.g. job titles and company names, may be aggregated on an anonymised basis for analytical and statistical purposes to enable us to improve our services.

Should you wish to withdraw your consent, you can unsubscribe at any time by following the links in any marketing emails we send to you or by emailing privacy@fivium.co.uk.

If you are contacted by the eCase team about the awards (Legitimate Interests)

We retain third-party research services to identify appropriate persons at organisations who we feel, given their position and role, may be interested in, or benefit from, receiving details about our services, these awards or the future conference(s) and webinars.

These researchers obtain the details of such persons from publicly-available information on the internet. The legal basis on which we process personal data and communicate with data subjects in these circumstances is our legitimate interests under Article 6(1)(f) of GDPR and they will always have the option to opt out or unsubscribe.

In conducting our legitimate interests assessment, consideration has been given to the following:

The amount of personal data processed is minimal;
The data is publicly available and is not sensitive in any way;
The relationship is business to business (business to government) and relevant to the job title;
There is minimal privacy risk;
There is no viable alternative means of communication;
The processing is vital to our business operations;
The data subjects are senior business people who would mostly be interested in the services we offer;
There is a simple opt-out facility.

On balance, we have concluded that the processing is justified, as it is vital to our business interests while having a minimal impact on the rights and freedoms of data subjects.

Protection of your personal information and data processing

We take all reasonable care and apply necessary technical and organisational measures to protect your personal data. We have a data protection policy in place and have access controls on who can access the data to protect your privacy. Where we employ data processors to process your data on our behalf, we ensure that the necessary contractual protections are in place.

We will not sell, share or loan your personal data under any circumstances. We will not transfer your personal data to any third parties unless you have specifically consented to this under our marketing terms, other than to our data processors who will be contractually bound to process your data only in accordance with our instructions and to keep your data secure, or unless we are required to do so by law.

Do we transfer data overseas?

Our data processors are based in the EU/EEA and we do not transfer your personal data outside of the EU/EEA.

Data retention - how long do we keep your information?

In accordance with the principle of storage limitation, we will retain your personal data only for so long as is necessary for the purposes for which it was acquired, subject to legal and other relevant requirements, in accordance with our data retention policy, as follows:

Data acquired for contractual purposes – 7 years
Data acquired through marketing activities – 2 years

At the expiry of the relevant data protection period, personal data will be deleted or anonymised.

Legal rights

Your rights under the GDPR include the following:

The right at any time to withdraw your consent to the processing of your personal data for marketing purposes.
The right to be informed of what personal data we hold, how we obtained it, who we may have shared it with and why and how long we intend to keep it.
The right to have your personal data rectified in the event that it is inaccurate or incomplete.
The right to request the erasure of your personal data (also called the right to be forgotten), subject to our retention policy.
The right to restrict the processing of your personal data.
The right to data portability (i.e. transfer of your personal data at your request to another organisation).
The right to be informed of any automated profiling (we currently do not process your personal data in this manner).

Your rights above can be exercised free of charge by contacting us as described below.

In all cases, we will need to satisfy ourselves of your identity before we can action a subject access request under the GDPR. We will usually require appropriate proof of identity which may be a passport or driver’s licence.

If you feel that any of your rights have been infringed, you have the right to lodge a complaint with the Information Commissioner’s Office.

Data sharing with partners

The eCase FOI Awards and eCase FOI conference are owned by eCase (Fivium Ltd) and there are no sponsors or partners involved in this event.

We will wish to share information, including your name and organisation, with the judging organisations for the purposes of shortlisting for an award or for development of a best practice case study. We will contact you to gain your consent and identify which information is to be shared.

How to contact us

If you have any queries about our website or about how we process data, you can contact us as follows:

Fivium Ltd
15 Adam Street
London
WC2N 6AH

Email: privacy@fivium.co.uk
Telephone: 0800 368 9345

19th September 2025
We reserve the right to make changes from time to time to our Privacy Policy and Data Privacy Notice which will be effective from the time that they are published on this website.