Chaucer Heritage Trust Writing Competitions Privacy Notice
It is important that you read this notice so that you are aware of how and why we are using such information. This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with data protection law.
WHAT TYPE OF PERSONAL INFORMATION WILL BE COLLECTED AND OUR LAWFUL BASIS.
The personal data that we will collect are the entrant’s name, date of birth, age at time of competition close, school, school address, form tutor.
The legal basis for processing this personal data is our legitimate interest in managing the competition and notifying the winners. The entrant is asked to confirm the work is their own, and confirm that the Chaucer Heritage Trust may reproduce their work or any part of it online on the website of the Trust, and in any anthology which the Trust may produce, without payment to them. The work may be edited or unedited, as long as they are credited as the author.
Judging is completed by the trustees, the competition coordinator, and a small group of judges who have supplied their names, address, telephone, and email. The legal basis for processing the judges’ personal data is our legitimate interests in in allowing the competition to be marked. They are required to make a declaration not to copy or share any data and to return all materials at the end of the judging process to the Chaucer Heritage Trust.
We have carefully considered the impact on you, the children/writer, and the judges and we will not use your or their personal information where the impact overrides our interests.
HOW WILL THE INFORMATION BE USED?
All personal data will be collected for the purposes of administering the competition and to provide updates to all the parties concerned on the progress of entries through the competition. Schools are contacted in the event of entrants being awarded prizes, or parents or guardians in the case of home schooled students. Results are announced on the website by age category and winners are identified only by First Name and Age.
HOW LONG WILL YOUR INFORMATION BE RETAINED?
If entrants are unsuccessful their entries and details will be retained only until the end of the judging process (which we expect will be within 6 months of the closing date). If entrants are successful their entries, names and ages will be retained for publication on the website, and in future publications as agreed in the terms of entry. The School’s details will also be retained for five years so that we can contact successful schools in the event of publication, and to inform the School about future competitions and activities of the Chaucer Heritage Trust.
WILL THE CHAUCER HERITAGE TRUST SHARE MY INFORMATION WITH ANYONE ELSE?
Winning entries, First names and ages will be shared on the website and with relevant third parties (such as editors and publishers) in the event of future publications.
If anyone has further questions, please contact us firstname.lastname@example.org