Data controller: NEUROFIED LTD
Company number: 16559304
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Privacy and competition contact: competitions@neurofied.co.uk
Website: www.neurofied.co.uk
1. What this Privacy Notice Covers
This Privacy Notice explains how NEUROFIED LTD collects, uses, stores and shares personal information in connection with the Neurofied Character Challenge.
Because the Competition is for children aged 7–11, Neurofied aims to collect as little personal information about children as reasonably possible.
All entries must therefore be submitted by a parent or legal guardian rather than directly by the child.
2. Information We Collect
For each entry, Neurofied will collect:
Information about the parent or legal guardian
- full name;
- email address;
- Competition declarations and confirmations; and
- correspondence relating to the entry.
Information about the child
- first name;
- age;
- submitted artwork; and
- information reasonably necessary to assess eligibility.
We do not ask for the child's:
- surname;
- email address;
- telephone number;
- home address;
- school;
- social-media details; or
- photograph.
Please do not include those details in an uploaded entry.
3. Additional Information About Winners
If a child wins, Neurofied may ask their parent or guardian for additional information reasonably necessary to verify eligibility or provide the prize.
For the Kindle winner, this may include a delivery name and postal address in England.
For Waterstones eGift winners, Neurofied will normally use the parent's or guardian's email address already supplied.
Verification information will only be requested where reasonably necessary.
4. Why We Use Personal Information
Neurofied may use Competition information to:
- receive and record entries;
- verify eligibility;
- communicate with parents or guardians;
- send participation discount codes;
- provide entries to the judging panel;
- judge and rank eligible entries;
- identify and contact winners;
- verify winners where necessary;
- arrange delivery of prizes;
- prevent duplicate, fraudulent or otherwise ineligible entries;
- respond to questions, complaints or disputes;
- demonstrate that the Competition was fairly administered;
- comply with legal or regulatory obligations; and
- announce Competition results where appropriate.
We will not use a child's Competition information for behavioural advertising or direct marketing.
5. Our Lawful Bases
UK data-protection law requires Neurofied to identify a lawful basis for each use of personal information.
Parent or guardian information
Where processing is necessary to accept and administer an entry made by a parent or guardian under these Terms, Neurofied relies on Article 6(1)(b) UK GDPR – performance of a contract or taking steps at the individual's request in connection with a contract.
Children's Competition information
For the limited information concerning the child which is necessary to run and judge the Competition, Neurofied relies principally on Article 6(1)(f) UK GDPR – legitimate interests.
Our legitimate interests are to operate a genuine children's creative competition, assess entries, award prizes fairly and maintain appropriate records.
Because the information relates to children, we give particular weight to their privacy rights. Safeguards include:
- requiring an adult to submit every entry;
- collecting only the child's first name and age;
- not collecting the child's direct contact details;
- not requesting the child's school or home address;
- not requiring photographs of the child;
- restricting use of the information;
- limiting retention;
- using human judging;
- restricting publicity; and
- providing parents and guardians with rights to object.
Legal obligations
Where processing is necessary to comply with a legal obligation, Neurofied may rely on Article 6(1)(c) UK GDPR.
Optional marketing
If a parent or guardian separately chooses to receive Neurofied marketing, the relevant processing will be based on their consent under Article 6(1)(a) UK GDPR together with the applicable electronic-marketing requirements.
Marketing consent is entirely optional and is not a condition of entering or winning the Competition.
6. Marketing
Entering the Competition does not automatically subscribe the parent, guardian or child to Neurofied marketing.
The child will not be placed on a marketing list.
The parent or guardian will receive Competition-related communications that are reasonably necessary to administer their requested entry, such as:
- entry-related information;
- the promised 10% participation discount;
- winner notification; and
- prize-arrangement correspondence.
These communications do not enrol the parent or guardian in an ongoing marketing mailing list.
If Neurofied offers an optional marketing sign-up, it will be presented separately using an unticked opt-in box.
A parent or guardian may enter the Competition whether or not they agree to receive marketing.
7. Judging and Sharing With Judges
Submitted artwork will be shared with members of the judging panel as necessary to judge the Competition.
Where reasonably practicable, judges will see:
- the artwork;
- the child's age; and
- an entry number,
rather than unnecessary identifying information.
Judges will not be given the parent's contact information unless there is a genuine reason for this.
8. Other People We May Share Information With
Neurofied may share limited Competition information with organisations that provide services necessary to operate the Competition, such as:
- website or form-hosting providers;
- secure data-hosting providers;
- email providers;
- members of the judging panel;
- prize suppliers;
- delivery or courier providers where a physical prize must be sent;
- professional advisers where reasonably necessary; and
- regulators, courts or public authorities where required.
Service providers acting on Neurofied's behalf will only be permitted to use personal information for the purposes for which it has been supplied and subject to appropriate data-protection obligations.
Neurofied does not sell children's personal information.
9. International Transfers
Some technology providers used by Neurofied may process information outside the United Kingdom.
Where UK personal information is transferred internationally, Neurofied will ensure that an appropriate lawful transfer mechanism is used where required, such as:
- UK adequacy regulations;
- the UK International Data Transfer Agreement;
- the UK Addendum to approved standard contractual clauses; or
- another mechanism permitted by UK data-protection law.
Appropriate safeguards will be used where required.
10. Winner Information and Publicity
Neurofied intends to announce the winning entries.
Because winners will be children, we will minimise information made public.
A winner's parent or guardian may be asked whether they agree to Neurofied publishing:
- the child's first name;
- the child's age; and
- the winning artwork.
The child's surname, home address, school, contact information and other unnecessary identifying information will not be published.
Parents and guardians may object to publication or request that less information is published.
Refusing publicity will not affect the child's entitlement to a prize.
Where a parent or guardian objects, Neurofied may publish an anonymised Competition result.
Neurofied may nevertheless provide appropriate winner information and the winning entry privately to the Advertising Standards Authority if required to demonstrate that the Competition was validly awarded.
11. How Long We Keep Information
Non-winning entries
Personal information associated with non-winning entries will normally be deleted or anonymised within 90 days after all Competition prizes have been awarded, unless it is reasonably necessary to retain particular information for an unresolved complaint, dispute or legal obligation.
Winning entries
Information necessary to record the award and fulfilment of a prize may be retained for up to six years where reasonably necessary for legal, accounting, contractual or regulatory record-keeping.
Neurofied will minimise the information retained for this purpose.
Artwork
Non-winning artwork will normally be deleted in accordance with the 90-day period above.
Winning artwork may be retained for Competition reporting or publicity where permitted under these Terms and the choices made by the winner's parent or guardian.
Where winning artwork has been published online with permission, historic Competition posts may remain available unless removal is requested and Neurofied has no overriding lawful reason to retain them.
Marketing
If a parent separately opts into marketing, their marketing information is handled independently from their Competition entry and will be retained until they unsubscribe or it is otherwise no longer appropriate to retain it.
12. Automated Decision-Making
Neurofied will not use automated decision-making or AI to select Competition winners.
Entries will be judged by people according to the published judging criteria.
13. Security
Neurofied will take appropriate technical and organisational steps to protect Competition information against:
- unauthorised access;
- loss;
- misuse;
- alteration; and
- inappropriate disclosure.
Access to Competition information will be restricted to people who reasonably need it for the purposes described in this Privacy Notice.
14. Your Data-Protection Rights
Depending on the circumstances, the child and/or their parent or guardian may have rights to:
- request access to personal information;
- ask for inaccurate information to be corrected;
- request deletion;
- request restriction of processing;
- object to processing based on legitimate interests;
- request data portability where applicable;
- withdraw consent where processing relies on consent; and
- complain about the way personal information has been handled.
A parent or guardian wishing to exercise a data-protection right in relation to the Competition should contact: competitions@neurofied.co.uk
We may need to take reasonable steps to verify the identity and authority of the person making the request.
15. Right to Object
Where Neurofied relies on legitimate interests, individuals have the right to object to the processing of their personal information.
To object to the processing of Competition information, contact: competitions@neurofied.co.uk
We will consider the request in accordance with UK data-protection law.
16. Complaints
If you have concerns about how Neurofied has handled personal information, please contact: competitions@neurofied.co.uk
You also have the right to complain to the UK's data-protection regulator, the Information Commissioner's Office (ICO): www.ico.org.uk
Related pages
Back to competitions · NeurofiED Privacy Policy · Terms of Service