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500 Words Privacy Notice

The personal data provided will be used for the purposes of administering the competition and in accordance with the BBC’s Privacy and Cookies Policy. The BBC will use the contact details provided by the adult to send general updates as to the progress of the competition by email. For further information please see the BBC’s Privacy and Cookies Policy.

WHAT TYPE OF PERSONAL INFORMATION IS COLLECTED?

Stories must be submitted by an adult (parent/guardian for the child or teacher who has obtained the child’s parent or guardian’s consent to submit an entry on behalf of the child). The Submitter will be asked to provide the entrant’s name, age, school, gender, region, postcode; the submitter must supply their relationship to the writer, their name, email, phone number along with the story title and text. The legal basis for processing personal data of children is consent; this consent is supplied by the adult with parental responsibility for the child. This adult must have parental consent before they submit any data.

Individuals signing up as Judges will be asked to supply their Name, Job Title, Postcode, Region, email address, phone number, preferred judge group (age 5-9 or 10-13), referee name, referee job title, referee email address. The legal basis for processing adult personal data is legitimate interests.

HOW WILL THE INFORMATION BE USED?

Data will be collected for the purposes of administering the competition and to provide updates to applicants on the progress of entries through the competition. 500 Words will not send applicants unsolicited newsletters or direct marketing.

500 Words will ask applicants for their consent to be contacted with competition updates and for the right to keep data for 1 year, in order to carry out these updates.

The BBC will notify applicants at the year-end of each competition that their details will be removed from the system, unless they select otherwise. Applicants will be given the option to stay on record, skip a year, or be permanently removed. If applicants wish to be removed from the database, the BBC will undertake to permanently delete applicants’ records. Applicants will be given a deadline by which they must reply, otherwise their details will be removed from the system.

At each year-end, the BBC will undertake to permanently remove all stories and child data from the online database and database archives.

WILL 500 WORDS SHARE MY INFORMATION WITH ANYONE ELSE?

We use third party organisations to help run the competition - Kite Development & Consulting Limited’ process personal data for the competition, in accordance with our instructions. We also share parents, teachers and judges contact details with BBC Worldwide for the purposes of email communications management. The BBC remains responsible for the protection of your personal data.

We may disclose your personal data where the BBC believes it is compelled to do so by law; in particular for the prevention or detection of crime or the capture or prosecution of offenders.

All entries are anonymised before they are shared with competition judges.

Limited information (including Story ID, Story Title, Story Text, Region, School Postcode, School, Gender, and Age) will be passed to Oxford Children’s Corpus for use in Corpus research. An intelligent database system means that no individuals at Oxford Children’s Corpus can view all data in the clear, or identify any individual.

When we share your data outside the BBC, we will:

  • Always share it in a secure way.
  • Make sure it’s treated consistently with our privacy policy.
  • Not allow other companies contact you with their own marketing.

HOW CAN I SEE WHAT INFORMATION YOU HAVE ABOUT ME?

Get in touch to ask for a copy of your information and have any mistakes corrected.

It’s your right under the Data Protection law.

See the BBC’s Privacy and Cookies Policy for more information on how to access your information.

CHANGES TO THE 500 WORDS PRIVACY POLICY?

This Privacy Notice may be updated at any time with or without notice in order to comply with new practices or regulations. You may wish to visit this page every time you submit personal information to 500 Words.

CONTACTING 500 WORDS ABOUT THIS PRIVACY POLICY

If you have any further questions or comments concerning your privacy, wish to access your personal data held about you, delete, or update information we hold about you, please contact the team at 500Words@bbc.co.uk.