Privacy Notice

How do we use your information?

CILIP, the library and information association, who run the Carnegie & Kate Greenaway (CKG) awards, 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 CKG website and why and how we use that information.

It applies to personal information we collect about:

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 3rd April 2018.

Visitors to the CKG website:

CILIP use a third party service, Tsohost, to publish and host the main CILIP website.  When someone visits, 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: CKG has its own Twitter feed @CILIPCKG.  If you intend to post a comment on this Twitter feed, Twitter will require you to set up your own account.  Please review the Twitter privacy notice to see how it uses your information and to find out how to opt out, or delete, such information.  Direct messages sent to the @CILIPCKG Twitter account will be deleted after 1 year.

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 CILIP CKG. 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.

Blog: We use a third party service, (run by Automattic Inc.), to publish the CKG blog. We use a standard WordPress service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic's privacy notice

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 CKG award 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 Riot Communications – 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 (have a login to set up a Group page on the CKG website

CILIP is the data controller and processor for the information you provide on the CKG 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 CKG award 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 work 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.

A username (compiled of surname and numbers) is assigned when a group is registered and is sent with a temporary password that has to be reset when the Group Leader first logs in.  Passwords are encrypted.

As a Group Leader, you will create a shadowing group name and your title and first name and last name, will be viewable on the public Group Home page.  Shadowers will also see your name and title when they are about to post a review, so they know that they are submitting to the right group.

Shadowing group pages: all Shadowing Group homepages are public.  As a group leader you will be able to use your login to access and edit your Shadowing Group homepage, with the ability to customize and change content, including polls and upload video function.  You can also upload a group photo and create a group blog tracking your group activity, as well as being able to publish your own shadowing group magazine.  As Group Leader you have to approve the reviews of your Shadowers, before they are published to your Group homepage, so that you can edit or remove unsuitable content if necessary and also so you can check that the review is from a member of your group.

Uploading a group photo or videos: the policies of your own school or library should govern what pictures or videos you select to post to your group page.  Group photos will also appear on other public areas of the website. Copyright should also be respected at all times.   

Greenaway Gallery – Group leaders can upload pictures by members of their shadowing group to the Greenaway Gallery section of the website for public viewing.  The name and age of the shadower will be shown with the picture.

Shadower logins: Group Leaders can create shadower logins so that responsible members of their group can help manage group homepages.  The login consists of a username and password only – please do not use full names or email addresses in the username.  Passwords are encrypted.

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.

How long is the information retained for?

If a Group login hasn’t been used for two years, we will delete the Group homepage and the details of the Group Leader. We will stop all communications with you after two years, or as soon as you unsubscribe, whichever is sooner.

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 to group pages)

Posting reviews: As a member of a Shadowing group, you can submit book reviews on the books shortlisted for the CKG awards.  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 CKG website with all the other reviews for that book, as well as on your Group homepage, which is also public.  Your first name and also the name of your shadowing group will be shown.  Reviews are deleted approximately 6 months after the awards have been made, at the start of the new shadowing year.

Posting pictures to the Greenaway Gallery:

Ask the Author: As a member of a Shadowing group, you can submit questions to the shortlisted authors and illustrators.  A selection will be submitted for the authors to answer, with their answer published on the CKG website.  If your question is selected it will be published on a public webpage with your name and age displayed. 

Shadower poll “Have Your Say”: At the end of the shadowing year, you can take part in an online poll on the CKG website to provide feedback on the shadowing group experience so that we can improve it moving forward – yes/no answers show immediately as poll results and written comments are only viewable to the CILIP CKG team.  Name and age are optional fields and some comments may be posted on the CKG website with parental permission, which will be sought via your Group Leader contact.

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, Informz, to deliver the majority of our emails.  Informz 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 CKG updates separately.  You will see an option to manage your email preferences at the end of every email sent from Informz where you can subscribe/unsubscribe.  Emails will only be about the CKG award and may include some information about the award sponsors.

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.

Informz is a U.S. company and model EC approved contract clauses regarding privacy are in their contract with CILIP.

Here is a link to their Privacy Notice.

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 Data Protection Act 1998 (the DPA), which will be superseded from 25 May 2018 by 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

Cookies set by CILIP:




Universal Analytics (Google)


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

YouTube cookies


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 Data Protection Act 1998 (the DPA) which will be superseded from 25 May 2018 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

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 –

Access to personal information

If any of your contact or personal details are incorrect, you can manage and amend them in the group leader section of the website at any time - login or reset your password here:, or please write to us or email, 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:

  • give you a description of it;

  • tell you why we are holding it;

  • tell you who it could be disclosed to; and

  • let you have a copy of the information in an intelligible form.

To make a request to CILIP for any personal information we may hold you need to put the request in writing addressing it to CKG Awards Administrator, 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 and data protection officer: CILIP is the controller and processor of data for the purposes of the DPA 1988 and GDPR.  Nick Poole, Chief Executive Officer, is the Data Protection Officer registered with the Information Commissioner’s Office.