Guidance

Privacy Notice for Creative Earth Art Competition

Published 17 December 2020

1. Overview

1.1 Who are we

The competition forms part of the Together For Our Planet campaign that is working with businesses, civil society groups, schools and the public across the UK to help build awareness around the importance of tackling climate change in the run up to the United Nations COP26 climate conference that the UK is hosting in Glasgow in November 2021

Creative Earth is a unique art competition for children from across the UK that aims to encourage children to capture their hopes and dreams for the planet in the future.

1.2 Your entry

If you enter the contest, we will ask you for your art entry, your name and age group, and the name, email address, and UK region of residence of your parent or guardian.

If you agree to let us have those, we will use them to enter you into the contest and let you know if you win, or about any updates.

If you win, we will also ask for your permission to announce the winner and publish your name, region and winning entry.

1.3 Keeping your information safe

We will protect the information you give us, and only share it with people that work for us, or who are judging the contest. The winner’s full name and region of residence may be published along with their art if you give us permission.

Once our climate conference has finished, we will delete your entry after six months. Unfortunately it will not be possible to return your entry to you after that point. The winning entry will continue to be on our internet sites until you ask us to delete it.

If you change your mind about entering, get in touch and we will remove your entry. If you have any other worries or concerns about how we use your information, please get in touch at: TogetherForOurPlanet@cabinetoffice.gov.uk

Good luck!

Further information about how your personal data is handled is set out below.

This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).

2. Your data

2.1 Purpose

The purpose for which we are processing your personal data is to raise awareness about the UN COP26 Climate Conference by holding a children’s art competition. Entries are invited from children aged 16 and under. All entries must be submitted with a complete Parent/Guardian permission form. This must be completed by the Parent/Guardian of the child submitting the artwork.

2.2 The data

We will process the following personal data: parent/guardian name, parent/guardian email address, child’s name, child’s age category, UK region of residence, and the child’s art.

2.3 Legal basis of processing

The legal basis for processing your personal data is because you consent to us doing so.

2.4 Recipients

Your personal data will be shared by us with the judges (The World Wildlife Fund), and with our promotions agency M&C Saatchi.

The winner’s full name and region of residence may be published by COP26 Unit.

When entering, the parents will be asked for consent to the publication in any media of the winner’s entry name and region. Where consent to publish is given, the parent is also granting to the Cabinet Office a non-exclusive licence to use and publish the entry for the purpose of announcing the winner.

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email, and document management and storage services.

2.5 Retention

Your personal data will be kept by us until six months after the COP26 climate change conference.

Information about the winner published on our social media feeds will be published indefinitely, or until you ask us to remove it.

Where personal data have not been obtained from you

Your personal data were obtained by us from your parent or guardian.

3. Your rights

You have the right to withdraw consent to the processing of your personal data at any time.

You have the right to request information about how your personal data are processed, and to request a copy of that personal data.

You have the right to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format.

You have the right to request that any inaccuracies in your personal data are rectified without delay.

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

4. International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

5. Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

6. Contact details

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are:

Cabinet Office
70 Whitehall
London
SW1A2AS

Telephone: 0207 276 1234

Email: publiccorrespondence@cabinetoffice.gov.uk

The contact details for the data controller’s Data Protection Officer are:

Stephen Jones, Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

Email: dpo@cabinetoffice.gov.uk

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.