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����ý 500 Words privacy notices 2024

One this page you will find two privacy notices; for applicants and for volunteer judges.

Shortlisted entrants and finalists' personal data will be held until the end of September 2025 during which time we may contact them to ask about their experience and use it to inspire others.

Your personal data will be stored in the UK and the European Economic Area (EEA).

Your rights and more informationYou have rights under data protection law:

• You can request a copy of the personal data the ����ý stores about you.
• You have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you.
• You have the right to ask for the personal data we collect about you to be deleted, however there are limitations and exceptions to this right which may entitle the ����ý to refuse your request.
• In certain circumstances you have the right to restrict the processing of your personal data, or to object to the processing of your personal data.
• You have the right to ask that we transfer the personal data to you or to another organisation, in certain circumstances.

You can contact our Data Protection Officer if you have questions or you wish to find out more details about your rights, please visit the ����ý’s Privacy and Cookies Policy at .

If you have a concern about the way the ����ý has handled your personal data, you can raise your concern with the supervisory authority in the UK, the Information Commissioner’s Office (ICO) .

Updating this privacy notice

We will revise the privacy notice if there are significant changes to how we use your personal data.

Why are we doing this and how can you participate?

You will have been selected after the initial expression of interest process. If you wish to confirm that you want to take part, please create an account, and complete the registration process by confirming your details and supplying us with your referee’s contact details.

You can also express your interest to be considered as a judge for next year’s ‘500 words’ competition.

Please make sure you have told your referee that they will be contacted by the ����ý.

The ����ý will collect the personal data via an online platform.

What personal data will the ����ý collect?

The ����ý will collect and process the following personal data about you:

• Name
• Job title
• Workplace
• Postcode
• Region
• Email address
• Phone number
• Preferred judging group (age category)

We will also request the following personal data about your referee:

• Name
• Job title
• Email address

Who is the Data Controller?

The ����ý is the “data controller” of your personal data. This means that the ����ý decides what your personal data is used for, and the ways in which it is processed. For the avoidance of doubt, your personal data will be collected and processed solely for the purposes set out in this privacy notice. As the data controller, the ����ý has the responsibility to comply, and to demonstrate compliance with, data protection law.

Lawful basis for processing your personal data

The lawful basis on which the ����ý processes the personal data for the purpose of referencing judges is under our legitimate interest to confirm that judges meet the criteria.

We will hold the personal data of judges who expressed interest in judging next year’s competition on the basis of consent.

Sharing your personal data

The ����ý works with our approved third-party providers who help us to provide some of our services. These partners only use your personal data on behalf of the ����ý and not independently of the ����ý.

We may share personal data with a third party where required or permitted by law.

Retaining your personal data

Judges’ personal data will be held until the end of September 2025, unless you have confirmed you are interested in judging again in next year’s competition in which case it will be held for one (1) year.Your personal data will be stored in the UK and the European Economic Area (EEA).Your rights and more informationYou have rights under data protection law:

• You can request a copy of the personal data the ����ý stores about you.
• You have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you.
• You have the right to ask for the personal data we collect about you to be deleted, however there are limitations and exceptions to this right which may entitle the ����ý to refuse your request.
• In certain circumstances you have the right to restrict the processing of your personal data, or to object to the processing of your personal data.
• You have the right to ask that we transfer the personal data to you or to another organisation, in certain circumstances.

You can contact our Data Protection Officer if you have questions or you wish to find out more details about your rights, please visit the ����ý’s Privacy and Cookies Policy at .

If you have a concern about the way the ����ý has handled your personal data, you can raise your concern with the supervisory authority in the UK, the Information Commissioner’s Office (ICO) .

Updating this privacy notice

We will revise the privacy notice if there are significant changes to how we use your personal data.