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Schools Competition Privacy Notice

In the course of the Home-Start in Suffolk (“we”/”us”) host competitions for which we collect and hold certain personal information about entrants. We will only do so with your explicit consent and in accordance with all applicable data protection legislation, including the General Data Protection Regulation.

Information collected:

The personal information collected by us will be limited to that which is essential to allow us contact winners and arrange prize delivery.

School Name, Pupil name, Class, Year group

How we collect your data

We will also collect data through platforms including SharePoint forms, google forms and Dropbox to gather all entries and school sign up as well as potential visual and audio materials to use across social media and other promotional networks to promote Home-Start in Suffolk and the competition.

How we will use your personal information and who it will be shared with

Each entry will be viewed by a panel of judges and winners will be selected.
The designs created by all pupils will be shared with our competition partners at Ipswich Embroidery and Print to allow them access to the winning designs for printing prizes and to allow parents to order printed memorabilia if desired.

We will be promoting the competition winners and potentially all entries on our social media platforms and with the press but in these cases, names, year groups and school names will be shared only.

NB: There will be a password protected online gallery that only judges, schools and parents can access using the password provided.

How long your personal information will be kept

We will keep your personal information on file for 6 months following the close of entries after which time the folders for each school will be destroyed. We will not keep the information for longer than necessary. We keep different types of information for different lengths of time (further details can be found in our Information Governance Policy which is available on request).

Keeping your personal information secure

We have appropriate security measures in place to prevent your information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights

You have a number of important rights which you may exercise in relation to your personal information free of charge. In summary, those include rights to:

access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure of personal information concerning you in certain situations;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to the processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information; and
otherwise restrict our processing of your personal information in certain circumstances.

For further information on each of these rights, including the circumstances in which they apply, visit the Information Commissioner’s Office (“ICO”) website at https://ico.org.uk/for-the-public/

If you would like to exercise any of the rights, please email, call or write to us using the details in ‘How to contact us’ below, let us have enough information to identify you, let us have proof of your identity and address, and let us know the information to which your request relates.

How to complain

Please report any complaint to the details set out in ‘How to contact us’ below. We hope we can resolve any query or concern you raise about our use of your information. You also have the right to lodge a complaint with the ICO who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

How to contact us

Please contact us if you have any questions about this Privacy Notice or the information we hold about you as detailed. Telephone 01473 621104 or email headoffice@homestartinsuffolk.org