Caribbean Unity Network Privacy Notice
Registered name: Caribbean Unity Network Ltd
Last Updated: 1 October 2026
Next review Date: 1 October 2027
We are the controller of your personal data. For more information on controllers and their responsibilities please see the ICO’s guidance on
data protection principles, definitions, and key terms.
This privacy notice tells you what to expect us to do with your personal information.
It applies when you visit our website; contact us; subscribe for updates; buy a ticket or table; attend an event; submit or receive an Award nomination; contribute to REVIEW; participate in a poll or questionnaire; propose or enter a partnership or sponsorship arrangement; or enquire about or receive Professional Services.
Caribbean Unity Network brings together independent publishing through REVIEW, the Caribbean Honour Awards at the Spirit of the Caribbean Ball, partnerships and Professional Services. We collect only the personal information reasonably required for the relevant activity and do not sell personal information or subscriber lists.
Caribbean Unity Network LTD.
Registered address: 20 Wenlock Road, London, N1 7GU
Email:
privacy@caribbeanunitynetwork.com
Website:
www.caribbeanunitynetwork.com
Telephone: 07306591235
Registered Company number: 17399192
ICO registration reference: ZC247969
WHAT INFORMATION WE COLLECT, USE, AND WHY
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
- Information relating to sponsorship
How this applies to CUN
For ticket and table bookings, event attendance and Professional Services, we may use contact, booking, invoicing, transaction and service-delivery information. Dietary, allergy, accessibility or health information is requested only where needed to make reasonable arrangements or protect a person’s wellbeing.
Where a third-party ticketing or payment provider processes a card payment, CUN may receive confirmation, transaction references and limited payment information rather than complete card details. We may request limited bank or payment details where necessary to issue a refund, make an authorised payment, reconcile a transaction or resolve a payment query.
We also collect or use the following special category information to
provide services and goods, including delivery. This information is subject to additional protection due to its sensitive nature:
We collect or use the following information for
service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Recorded images, such as photos or videos
CUN uses consent for optional email subscriptions. Mailchimp may record subscription status, preferences, delivery, opening and link-engagement information where those functions are enabled. We do not use special-category information to select or profile people for marketing.
Service messages that are necessary to fulfil a booking or contract, such as ticket confirmations or material changes to an event, are not treated as optional marketing.
We collect or use the following information to
comply with legal requirements:
- Name
- Contact information
- Financial transaction information
- Any other personal information required to comply with legal obligations
- Health and safety information
This may include information required for accounting, taxation, company administration, consumer protection, data protection, equality, health and safety, responding to lawful requests and establishing, exercising or defending legal claims.
We also collect or use the following special category information to
comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
We collect or use the following personal information for
dealing with queries, complaints or claims:
- Names and contact details
- Purchase or service history
- Witness statements and contact details
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety
- Correspondence
The information used will depend on the issue raised. A complaint may include information about race or ethnicity, accessibility, health, an accident or alleged discrimination. We ask people not to provide sensitive information that is unnecessary to the matter, and we restrict access to case information.
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
We collect or use the following information to administer publishing, Awards, events, polls, partnerships and professional relationships:
- Names and contact details
- Health information (including dietary requirements, allergies and health conditions)
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
- Customer or client accounts and records
- Recorded images, such as photos or videos
- Records of consent, where appropriate
- Nomination, contributor, poll, event, partnership and project information, including biographies and professional details.
REVIEW
We may use contributor and interviewee contact details, proposals, drafts, biographies, professional information, photographs, permissions, correspondence and publication records to assess, edit, publish and administer agreed content. We agree what names, biographies, photographs or other personal information will appear publicly before publication where consent or permission is required.
Withdrawal of consent after publication may not always require the removal of published content where another lawful basis applies, including where publication forms part of REVIEW’s editorial record or permanent archive.
Comments on REVIEW articles
Where commenting is enabled, we may collect the information entered in the Reader feedback box together with the commenter’s IP address and browser information for moderation, security and spam prevention. A commenter’s chosen display name and approved comment will be visible publicly, but their email address will not be published.
Comments may be checked using an automated spam-detection service and will normally be reviewed before publication. We may refuse or remove comments that breach our commenting standards. Published comments and associated moderation records may be retained while the relevant article remains available, subject to applicable data-protection rights.
The reader feedback box will explain what information is collected, whether feedback may be published and provide a link to this Privacy Notice.
Caribbean Honour Awards
We may receive information about a proposed nominee from a nominator before the nominee contacts us. This may include contact details, achievements, supporting evidence, biography and information relevant to eligibility. We use this information to administer nominations, conduct proportionate checks and protect the integrity and independence of the Awards.
We contact nominees privately and provide relevant privacy information within a reasonable period and, in any event, within one month of receiving their personal information. Nomination does not authorise public announcement. Before publishing a nominee’s name, photograph, biography, award category or nomination status, we will explain what we intend to publish and obtain their confirmation. If a nominee declines or does not provide the required confirmation, we will not announce them publicly.
Spirit of the Caribbean Ball and other events
We may use booking, attendee, guest, accessibility, dietary, allergy, photography, payment, refund and operational information to deliver a safe and well-managed event. We provide event-specific privacy information where an activity requires additional explanation.
Events, Awards ceremonies, launches and other activities may be photographed, filmed or otherwise recorded for documentary, promotional, editorial, archival and historical purposes.
Photographs, video recordings and audio recordings may be used in REVIEW, on our website, through social-media channels, in marketing materials and in records of our activities.
Where photography or recording is expected, we will take reasonable steps to inform attendees in advance or at the event. Individuals who have concerns about being photographed or recorded may contact us and we will consider reasonable requests. However, it may not always be possible to avoid capturing individuals in crowd, audience or event-wide images.
Polls, short questionnaires and audience engagement
Where responses are genuinely anonymous, they are not personal information. If we collect contact details or information that could identify a participant, the poll or questionnaire will explain its purpose, whether results may be published, the applicable lawful basis and how long identifiable information will be kept. Responses will not be presented as representative unless the methodology supports that conclusion.
Partnerships, sponsorship and Professional Services
We may use business and professional contact details, proposals, contracts, meeting notes, project information, invoices and delivery records to assess opportunities, manage agreed relationships and deliver commissioned work. Information supplied by an organisational client about its representatives or participants must be relevant, necessary and shared lawfully.
We also collect or use the following special-category information to administer publishing, Awards, events, polls, partnerships and professional relationships. This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Health information
Additional conditions for sensitive information
Special-category information receives additional protection. Where CUN intentionally requests this information, we will identify both an Article 6 lawful basis and an applicable Article 9 condition. Depending on the circumstances, this may include explicit consent; information manifestly made public by the individual; processing necessary to establish, exercise or defend legal claims; or protection of vital interests in a genuine emergency. We do not treat legitimate interests alone as sufficient authority to process special-category information.
Where sensitive information is included unexpectedly in a nomination, submission, enquiry or complaint, we assess whether it is necessary and lawful to retain. Information that is excessive or unnecessary will be restricted or securely deleted.
LAWFUL BASES AND DATA PROTECTION RIGHTS
Under UK data protection law, we must have a “
lawful basis” for collecting and using your personal information. There is a list of possible
lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
OUR LAWFUL BASES FOR THE COLLECTION AND USE OF YOUR DATA
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interests are to administer and support the services we provide, manage bookings and professional relationships, respond to service-related enquiries, maintain accurate records, process refunds and resolve operational or payment issues. We may also use limited personal information to improve our services, prevent misuse and protect the security and integrity of our activities. This benefits individuals by enabling Caribbean Unity Network to provide an organised, reliable and responsive service, maintain accurate communications and resolve problems effectively. It also benefits our organisation by supporting appropriate administration, service improvement and continuity. We only rely on legitimate interests where the use of personal information is necessary, proportionate and reasonably expected in the circumstances. We limit the information collected, restrict access, retain it only for as long as necessary and do not use it for unrelated purposes. We consider the possible effect on each individual and do not rely on legitimate interests where their rights, freedoms or interests outweigh our own. Where contract, consent or legal obligation is more appropriate, we use that lawful basis instead.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for
service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for
legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with
queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interests are to receive, assess, investigate and respond appropriately to queries, complaints and claims; establish what has happened; communicate with the people involved; resolve concerns fairly; maintain accurate records; improve our practices; and establish, exercise or defend legal claims where necessary. Using relevant personal information benefits the individuals involved by enabling Caribbean Unity Network to understand their concerns, consider available evidence, provide an informed response and take appropriate corrective action. It also helps us identify recurring issues, improve our services and demonstrate that matters have been handled responsibly. We collect and use only information that is relevant and proportionate to the particular matter. Access is restricted to those who need the information, and records are retained only for an appropriate period. We consider the nature and sensitivity of the information, the individual’s reasonable expectations and any potential effect on them. We do not rely on legitimate interests where the individual’s rights, freedoms or interests outweigh our own, and we use another lawful basis where it is more appropriate.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to administer publishing, Awards, events, polls, partnerships and professional relationships are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interests are to administer and responsibly develop our publishing, Awards, events, polls, partnerships and professional relationships. This includes receiving and assessing editorial submissions and Award nominations; communicating with contributors, nominators, nominees, judges, event participants, partners and professional contacts; maintaining appropriate records of decisions and permissions; conducting proportionate checks; protecting the independence and integrity of our processes; and understanding engagement with our activities. Using relevant personal information enables Caribbean Unity Network to operate these activities fairly, consistently and effectively. It benefits participants by allowing us to consider submissions and nominations, provide appropriate communications, recognise achievement, manage participation and maintain reliable professional relationships. It also supports accountability, helps prevent duplicate or improper submissions and enables us to improve future activities. We use only the information that is necessary and proportionate for the particular purpose. We consider what individuals would reasonably expect, the sensitivity of the information and the possible effect of its use. Access is restricted, information is retained only for an appropriate period, and it is not used for unrelated purposes. We do not rely on legitimate interests where an individual’s rights, freedoms or interests outweigh our own. We obtain consent where it is more appropriate, including for optional participation, publicity or publication of personal information, and use contract or another lawful basis where applicable.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
How these lawful bases apply to CUN
Consent is normally used for optional email updates, voluntary identifiable polls and agreed publication or publicity where a genuine choice is required. Contract is normally used for ticket and table purchases, refunds, supplier or contributor agreements and Professional Services. Legal obligation applies where records or disclosures are required by law. Legitimate interests may support proportionate editorial and Awards administration, relationship management, service improvement, security, complaints and record-keeping after CUN has considered necessity and the individual’s rights.
We record the lawful basis before collecting information and do not retrospectively change it merely because another basis becomes more convenient. If we wish to use information for a materially different purpose, we assess compatibility and provide further information or obtain consent where required.
WHERE WE GET PERSONAL INFORMATION FROM
- Directly from you
- Publicly available sources
- Suppliers and service providers
- Third parties:
- Award nominators; clients and organisations providing details of their representatives or participants; contributors; event participants; partners, sponsors and professional contacts; referees or people making recommendations; complainants and witnesses; and other individuals or organisations providing information relevant to our publishing, Awards, events, partnerships or Professional Services.
When information is provided to us by someone else, such as an Award nominator or organisational client, we take reasonable steps to provide the individual with relevant privacy information within the period required by law, unless an applicable exemption applies. Publicly available information is used only where relevant, proportionate and reasonably expected, for example for editorial research or proportionate Awards checks.
HOW LONG WE KEEP INFORMATION
Our retention periods are set out below. We may retain information for longer where required by law, where a complaint or legal claim is active, or where a longer period is justified and documented. At the end of the applicable period, information is securely deleted or anonymised.
| Information |
Retention period |
| General enquiries and correspondence |
Up to 2 years after the enquiry is closed. |
| Email subscriptions and consent |
Until consent is withdrawn or the service ends; a minimal suppression record may be retained to honour an unsubscribe. |
| Bookings, contracts, invoices, payments and refunds |
Normally 6 years after the end of the relevant financial year or contract, subject to legal and accounting requirements. |
| Dietary, allergy and accessibility information |
Normally deleted within 3 months after the event, unless needed for an incident, complaint or claim. |
| Awards nominations and assessment records |
Unsuccessful nomination and working assessment records: normally 12 months after the Awards cycle closes. Public records of finalists and recipients may remain in the Awards archive. |
| REVIEW proposals and unpublished submissions |
Normally 12 months after the last substantive contact, unless the contributor agrees to a longer consideration period. |
| Published REVIEW content and contributor agreements |
Published REVIEW content may remain in the publication archive. Contractual, rights and payment records are normally retained for 6 years. |
| Polls and questionnaires |
Anonymous responses may be retained as non-personal information. Identifiable information: for the period stated at collection, then deleted or anonymised. |
| Professional Services and partnership files |
Normally 6 years after the engagement or agreement ends; unsuccessful proposals normally up to 2 years. |
| Complaints and data-rights requests |
Normally 3 years after closure. Records required to establish, exercise or defend a legal claim may normally be kept for 6 years after final resolution. |
| Website logs, analytics and cookie information |
According to the configured provider and cookie periods, to be confirmed in the Cookie Policy. |
| Photographs and recordings |
For the period explained at collection or while they remain relevant to CUN’s publications, archives, records or communications, subject to periodic review and applicable rights. |
WHO WE SHARE INFORMATION WITH
Data processors
IONOS – website hosting (UK\Germany); Fine As Design – UK website design and support; Mailchimp – US email marketing and subscription management; plus appropriately safeguarded digital service providers.
This data processor does the following activities for us: IONOS provides website hosting and technical infrastructure. It may store or process personal information submitted through or generated by the website, including form submissions, IP addresses, server logs, security information, website databases and backups. Fine As Design designs, develops and supports the website. It may have authorised administrative or technical access to information held within the website where this is necessary for development, maintenance, security or troubleshooting. Mailchimp provides email-subscription and marketing-communications services. It may store and manage subscribers’ names, email addresses, communication preferences, consent records, subscription status, campaign delivery information and engagement data. It also processes unsubscribe requests and helps us maintain suppression records so that people who unsubscribe are not contacted again through the service. These providers process personal information only as necessary to provide their services and subject to their applicable contractual and data-processing terms. Mailchimp is based in the United States and may process information in the United States and other countries where it or its sub-processors operate. Where information is transferred outside the UK, appropriate lawful transfer arrangements and safeguards must be used.
Others we share personal information with
- Insurance companies
- Professional or legal advisors
- Relevant regulatory authorities
- Organisations we’re legally obliged to share personal information with
- Publicly on our website, social media or other marketing and information media
- Suppliers and service providers
- Other relevant third parties:
- Awards judges and independent assessors, Event venues and authorised delivery partners, Publishing, printing and distribution partners, Project and Professional Services delivery partners, Partnership and sponsorship contacts, where necessary, Photographers, videographers and production teams, Contributors, interviewers and editorial collaborators, Other authorised parties involved in an agreed activity
We share only the information required for the recipient’s role. Partners and sponsors do not automatically receive subscriber, attendee, nominee or client lists. Where names, biographies, articles, photographs or Award information are published, we explain the intended publication and obtain consent or use another appropriate lawful basis. We require processors to act under appropriate contractual terms and assess whether other recipients act as independent controllers.
SHARING INFORMATION OUTSIDE THE UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
- Organisation name: The Rocket Science Group LLC, trading as Mailchimp (part of Intuit)
- Category of recipient: Email marketing and subscription-management provider
- Country the personal information is sent to: United States of America
- How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
- Organisation name: Mailchimp’s authorised US sub-processors, including Amazon, Akamai, Google and Zendesk
- Category of recipient: Cloud delivery and storage, website security, analytics, technical integration and customer-support providers
- Country the personal information is sent to: United States of America
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
- Organisation name: Mailchimp’s authorised EEA sub-processors, including Finc3, SC Wedis and TaskUs
- Category of recipient: Technical integration, development and customer-support providers
- Country the personal information is sent to: Germany, Romania and Greece
- How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Mailchimp is currently listed under Intuit’s certification for the UK Extension to the EU-US Data Privacy Framework. Its authorised subprocessor list and transfer mechanisms may change. CUN will review the relevant contractual terms and public registers periodically and update this notice where necessary.
HOW WE PROTECT PERSONAL INFORMATION
We use proportionate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. These include access controls, password-protected systems, secure hosting, supported and updated software, restricted administrative access, appropriate backups and contractual controls for processors. Access is limited to authorised personnel, contractors and service providers where required for their role.
Personal information stored on CUN devices should be protected by strong passwords, automatic screen locking and full-device encryption. Security measures are reviewed as CUN’s systems, staff and activities develop.
Children’s information
CUN’s website and general services are not directed specifically at children. If an Award category, event, contribution or other activity permits participation by someone under 18, we will collect only the information necessary, provide age-appropriate privacy information and obtain parent or guardian involvement or consent where required. We will give particular weight to the child’s best interests and will not use children’s information for behavioural marketing.
Cookies and website technologies
Our separate Cookie Policy explains the cookies and similar technologies used on the website, their purposes and duration, and the organisations that provide them. Non-essential cookies will not be set before the visitor has made a valid choice. Visitors will be able to accept or reject non-essential cookies and change their preferences later.
C
ookie Policy: Click Here
Automated decision-making
CUN does not currently make decisions that have legal or similarly significant effects on individuals solely by automated means. If this changes, we will update this notice and provide the information and safeguards required by law.
Changes to this notice
We may update this notice when our activities, systems, providers or legal obligations change. The current version and review date will be published on our website. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: privacy@caribbeanunitynetwork.com
Please include enough information for us to understand the concern, but do not send unnecessary sensitive information. We will acknowledge and handle data-protection complaints in accordance with applicable legal requirements. You may complain in any reasonable way, even if you do not use the dedicated email address.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
