IntroductionTreasure Earth C.I.C. complies with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
This website belongs to Treasure Earth C.I.C. and is being operated for the purpose of the Treasure Earth Prize challenge including the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremonies and all Treasure Earth events.
In this Notice the following terms have the meanings set forth below:
“Sponsor” means any person/s or organisation that have entered into a sponsorship agreement and contract with Treasure Earth C.I.C. to sponsor Treasure Earth prizes or the Treasure Earth Prize Giving and Awards Ceremony and other Treasure Earth events. “Judge” means any person/s who have agreed to join the Treasure Earth judging panel to judge the Prize Winners of the Treasure Earth prizes. “Partner” means any person or any organisation that partners with and shares joint platforms with the Treasure Earth Prize challenge, the Treasure Earth Prize Challenge, the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony and any Treasure Earth events. “Prize Entrant” means any candidate, applicant or prospect who is considered, evaluated, or assessed by Treasure Earth C.I.C. in connection with the Treasure Earth Prize Challenge competition. “Prize Winner” means any individual or organisation that has been judged a winner of a Treasure Earth Prize by a delegated Treasure Earth judging panel selected, endorsed and authorised by Treasure Earth C.I.C. “Candidate” means any candidate, applicant or prospect, including but not limited to: a judge, a sponsor, a partner or a prize entrant and who is considered, evaluated, or assessed by Treasure Earth C.I.C. in connection with the Prize challenge. “Source” means any individual or company who helps to identify and provide market intelligence about a potential Candidates. “Vendor” means any entity other than Treasure Earth C.I.C. that provides products or services to Treasure Earth C.I.C. pursuant to a contract with Treasure Earth C.I.C..
Information Prize entrants and all candidates provide to us:
If you are a Prize entrant or a Candidate as either a sponsor, a judge, a challenge partner to share joint platforms or in any other capacity you may provide personal information to us, for example, when you upload your proposal or other information into our Prize entrant or Candidate Portal through our Website, email your proposal or other information, speak with a Treasure Earth employee, or communicate with us in any way in connection with the Treasure Earth Prize challenge, the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony and any Treasure Earth events. Further, as described below, we may obtain information about you from other sources.
You are not obligated to provide Treasure Earth C.I.C. with any information or participate in the Treasure Earth Prize Challenge, the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony or any Treasure Earth events. As such, we will consider any information you provide and we collect directly from you as having been provided voluntarily. If, however, you are unwilling to provide us with certain requested information, please understand that this may limit our ability to consider you in connection with the the Treasure Earth Prize Challenge, the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony and any Treasure Earth events.
What kind of information do we collect?
Sign-up details: If you upload Candidate applications such as prize entrance, sponsorship, judging or partnering applications or register to attend the Treasure Earth Prize Giving and Awards ceremony or any Treasure Earth event, or sign up for prize news, information on future prizes or challenge events on the site, we will request personal information such as your name, email address, occupation and other contact details such as a contact phone number.
Application details: If you upload an application or apply to enter the Treasure Earth Prize challenge or to sponsor a Treasure Earth Prize or to become a Challenge partner and share joint platforms, or register to attend one of our events, we may ask for more detailed information which we will use to process your application, including details of your team if relevant, and you will be asked to agree to specific terms and conditions at the time of making the application.
Feedback and surveys: We may also ask you for feedback or to complete surveys.
Research: If you agree to work with us in relation to any research we are conducting we will ask you for your name and contact details, occupation and may ask for further information about you as relevant to the particular research.
Your posts and communications: If you post content or communicate via the site, we may also ask for your name, occupation and the organisation you work for. We may also store and monitor your content, activity and communications.
What we do with information we collect and our legal basis
Third party processors: As is indicated below, we may use third-party platforms for mailshots, to process applications, event registrations, process payments, process surveys, and process any request to update your data contact preferences. In using these third party platforms we are pursuing our legitimate interest to use third party technology to achieve greater efficiency within our organisation. To balance our interests against yours, we take steps to ensure these third party platforms maintain appropriate technical and organisational measures to keep your personal information safe and secure.
Sign-up details: If you sign-up to our newsletters, publications or other information about the Treasure Earth Prize challenge, or the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony and other Treasure Earth events (see “Marketing” section below), we will use your personal information to send these to you. Our legal basis for doing this is your consent. You have the right to withdraw this consent at any time, as explained in the “Marketing” section below. If you are given the opportunity to sign-up or register for an event, or to create a personal profile via Facebook or Twitter, Facebook and Twitter, they will make your email address registered to your Facebook or Twitter account available to Treasure Earth C.I.C., and Treasure Earth C.I.C. will use the email address to enable you to log in to the particular platform. Our legitimate interest in doing this is the potential use of third-party platforms for business efficiency and simplicity of registration for users.
How long we keep your information for
General principle: We will only keep any personal information that you provide to us for as long as is necessary to fulfil the purpose for which you gave us the information and we will securely delete information when it is no longer required for that purpose, as explained in more detail below.
Events: If you register to attend one of our events we will use your personal information to process your application to attend the event, take payment, if any, for our administration and management of the event and to send you any updates or information regarding the event and future events that match your preferences. Our legal basis for doing so is to fulfil the agreement with you for your attendance.
If you buy a ticket for an event, or make a purchase via the website, we will use third-party payment processing organisations to take your payment. These organisations will be the data controller of your information for the purpose of processing the transaction, and may involve your information being processed outside of the EEA. Please read the terms and conditions before completing your payment.
Application details: We will use the personal information you provide to us to process your application for the Treasure Earth Prizes, the Treasure Earth Prize Giving and Awards ceremony or other Treasure Earth events, or as a Treasure Earth sponsor, Treasure Earth challenge partner or share joint platforms. We undertake this processing because it is necessary to fully assess your application, and if successful, to take steps to enter into an agreement with you (this is our legal basis for the processing).
If the application process requires you to submit personal information relating to your team, the information you have provided may be displayed publicly on the website for other users and applicants to see.
Please ensure you read the terms and conditions of any external platforms used for Treasure Earth Prize applications, as when you submit an application you will be agreeing to their terms and conditions. However, we remain the controller of your personal information in this arrangement – these third-party platforms only process your personal information in line with our instructions.
Feedback and surveys: If you agree to give us feedback or complete a survey, we will use the information to improve our Treasure Earth Prizes in line with the Treasure Earth Prize Challenge stated vision and mission. If you agree to participate in any survey that will form part of any research project, we will tell you at the time how your information will be used for the particular research project, and how long it will be kept for.
Research: If you agree to take part in any research we will use your information for the purpose of that research project. Full details of how your personal information will be used will be given to you at the time you agree to participate; this could include to inform you of the development of a new prize, project, event or other initiative, being incorporated into reports or other research outcomes, and may be publicly displayed on web pages relating to the particular research project or prize.
Posts and Communications: If you post any comments on the website, any personal information you agree to provide will be displayed publicly on the website along with your comments.
Social media interaction: We may use third-party providers to check whether the people whose contact email addresses we have collected have registered with those email accounts on social media platforms, such as Facebook or Twitter. In pursuing these activities, we would be pursuing our legitimate interests to understand more about our contacts’ use of social media and this will then inform our marketing strategy. We would always ensure there is an appropriate contract in place to ensure the security and protection of the data.
For all kinds of information collected: Please make sure that any personal details you provide are accurate and up to date, and let us know about any changes. Please get consent first before giving us anyone else’s information.
The nature of Treasure Earth C.I.C.’s work means we sometimes work in partnership with other organisations, however, we will not share your information with any other organisation unless we have your permission first, unless we have a legitimate interest to do so (see section 5 below).
Some challenges or prizes may include the opportunity to collaborate with other applicants, in this situation you will be asked to agree to your information being shared in this way at the time of application.
We may also use your information to carry out analysis and research to improve our prize challenges, to customise our website and its content to your particular preferences, to notify you of any changes to our website or to the Treasure Earth Prize Challenge that may affect you, to prevent and detect fraud and misuse, and to protect all our users.
However you choose to engage with or to support the Treasure Earth challenge, we may retain your information for our own legitimate business interests for statistical analysis purposes, in order to review, develop and improve our business. In this situation, we will only keep any personal information if it is necessary to do so, and will always put in place appropriate safeguards, including where possible anonymising or minimising the data retained.
Security: We will use a third-party to provide cloud based data security, storage and disaster recovery service to back up data that we hold.
General principle: We will only keep any personal information that you provide to us for as long as is necessary to fulfil the purpose for which you gave us the information and to continuously improve the Treasure Earth Prizes in line with the Treasure Earth vision and mission. We will securely delete information when it is no longer required for that purpose, as explained in more detail below.
Events: If you attend the Treasure Earth Prize Giving and Awards ceremony or any other event hosted by Treasure Earth, we will use your information for the purpose it was provided and to continuously improve the Treasure Earth Prizes and events, and will only contact you for any other purpose if you have said we may. We will retain your personal information collected for the purpose of the Treasure Earth Prize Challenge events for evaluation and business purposes to help us understand our audience and reach, and to improve future Treasure Earth Prize Challenge events.
If you do not wish us to contact you about future Treasure Earth Prizes or Treasure Earth Prize Challenge events please let us know by writing to us or emailing us at the contact details below.
Consent: We keep records of consent, and any withdrawal of consent, on our files for as long as your personal information is being used in-line with that consent and for a period of 6 years after the consent is withdrawn (unless otherwise requested by you).
Application details: If you apply to enter a Treasure Earth Prize, to sponsor a Treasure Prize, to judge a Treasure Earth Prize or to become a Treasure Earth Prize Challenge Partner and to share joint platforms we will keep your information for a required period after the associated agreement has come to an end. In certain circumstances we may need to retain your information for a longer period to fulfil our obligations under those agreements, in which case we will tell you that at the time of application.
If you are unsuccessful in your application, once the process has ended we will retain your information for evaluation and marketing purposes, so that we can contact you about Treasure Earth prizes in the future. If you do not wish us to contact you about future Treasure Earth prizes, please let us know in writing or by email using the contact details below.
Research: If you agree to take part in any research your personal information will be kept for as long as it is of value to Treasure Earth C.I.C. and the wider research community, and for as long as may be specified by any external research funder, patent law, legislative and other regulatory requirements. Research data shall be reviewed at least every 5 years to consider its continued value to Treasure Earth C.I.C. and personal data anonymised or pseudonymised where possible, unless to do so would affect the integrity of the research data and/or its outcomes, or its future value.
To the extent that personal data arising from any research is embodied within a research report or other research outcome, it will be retained in perpetuity as part of the published materials.
Research that supports the development of a prize, project, programme, event, publication or other research outcome, shall be kept for at least 5 years beyond publication or any other research outcome that has been completed. If the research is funded or the subject of any other contract, your personal data may be kept for 6 years after the end of the contract or longer if the contract or funding agreement specifies, which could be up to 12 years after the contract ends.
Posts and communications: any information that you post on the website shall only be kept and displayed for such time as the subject matter to which is relates is publicly displayed.
Processing for statistical analysis purposes: This type of processing will only be undertaken whilst we retain your personal information in line with the principles explained above.
If you sign up to our mailing list we will use your details to keep you informed about latest Treasure Earth Prizes, Treasure Earth Prize Challenge Prize Giving and Awards ceremony and other events hosted by Treasure Earth including details of sponsors, judging panels, prize winners, news, journal posts, prize updates, research, publications and event details (this list is not exhaustive) and we may request feedback or conduct an annual audience survey.
We may gather statistics around email opening and clicks using industry standard technologies to help us monitor results and define our target markets. If we use any other providers we will let you know when you subscribe.
If you no longer want to receive marketing communications from us, you can unsubscribe from our mailing lists at any time by clicking the unsubscribe link, at the bottom of our emails or by emailing firstname.lastname@example.org and providing details of your name and email address. If you are given the opportunity to update your contact preferences in any email from us, this will link to a Surveygizmo form. If this function is not made available, please email us at the above address with your preference updates.
Who else has access to your information?
We may share your information with other partners or companies who may sponsor, partner or assist us to operate the Treasure Earth Prizes and the Prize Giving and Awards ceremony and other Treasure Earth events; information about Treasure Earth Prizes, Treasure Earth Prize or event sponsors, Treasure Earth Challenge Partners or Joint Platforms and Treasure Earth Prize Winners will be displayed on the Treasure Earth website once confirmed.
If you register to enter a Treasure Earth Prize challenge, sponsor a Treasure Earth Prize, judge a Treasure Earth Prize or to become a Treasure Earth Prize Challenge Partner and to share joint platforms or indicate interest in any other activity detailed on the site, we may share your details with the companies/organisations who help us to sponsor, judge, partner and organise the Treasure Earth prizes and events.
Our legal basis for doing this is to pursue our legitimate interest in being able to work collaboratively with other organisations and individuals to operate and administer the Treasure Earth prizes and any associated Treasure Earth events. Some of these organisations may process your information in countries outside the EEA, where data protection laws are not the same as in the EEA. Rest assured that we will always ensure any transfer is subject to appropriate security measures to safeguard your personal data. Full details of these organisations, confirmation of where they would process your personal information, and details of the steps we have taken to safeguard your personal data will be provided as part of the online data collection process.
We will not process your data outside the EEA unless we notify you otherwise.
Comments, blogs and other information which you post on the site are displayed publicly and can be viewed by other users. Please be careful when disclosing personal information which may identify you or anyone else. We are not responsible for the protection or security of information which you post in public areas.
We may disclose your personal information to law enforcement agencies if required by law (in which case our legal basis for doing this is for compliance with a legal obligation), or to protect or defend ourselves or others against illegal or harmful activity (in which case, our legal basis for doing this is the pursuit of these legitimate interests).
This site may contain cookies in the future but doesn’t at present. Cookies are small text files that are placed on your computer by websites you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to site owners. Most web browsers allow some control of most cookies through browser settings.
The site may also use performance cookies which collect information about how you use the site, such as how you are referred to it and how long you stay on certain pages. This information is aggregated and therefore anonymous and is used to improve the performance of the site. If you want, you can block cookies by changing the settings on your browser. Please note that some of the features of the site may not work if you choose to block cookies.
We take steps to protect your personal information and follow procedures designed to minimise unauthorised access or disclosure of your information. If you have a password for an account on this site, please keep this safe and do not share it with anyone else. You are responsible for all activity on your account and must contact us immediately if you are aware of any unauthorised use of your password or other security breach.
Contacting us, exercising your rights and complaints
You are legally entitled to know what personal information we hold about you and how that information is processed, which includes the right to:
· know what information we hold about you
· request we correct any mistakes in your information which we hold
· request we delete your personal information
· request we stop using your personal information or restrict how we can use it, for example if you feel it is inaccurate or no longer needs to be used by Treasure Earth C.I.C.
· to object to us using your personal information
· to object to any automated decision-making that we may base on using your personal information
If you wish to know what information we hold about you, or wish to exercise any of your other rights as detailed above, or have any complaint about how we are using your personal information, then please email us using email@example.com and provide enough information to identify yourself (e.g. name and address or any registration details).
If our information is incorrect or out of date, please provide us with information to update it. If you want us to delete, restrict or stop using any information we hold about you, please explain the reasons why you are asking this. If you wish to make a complaint or are unhappy with how we are using your information, again please explain to us the reasons and we will investigate the matter.
If you are unhappy with how any data rights request or complaint was dealt with you have the right to complain to the Information Commissioner at Wycliff House, Water Lane, Wilmslow, Cheshire SK9 5AF or the following link. https://ico.org.uk/concerns or Helpline: 0303 123 1113.
Treasure Earth C.I.C. a community interest company
Registered as a community interest company in England and Wales with company number 11378541