PRIVACY NOTICE
FOR THE PARTICIPANTS, VOLUNTEERS AND CONTRACTORS OF SIMON MARAIS MATHEMATICS COMPETITION
(“THE COMPETITION”)
Introduction
This privacy notice is intended to provide information about how Simon Marais Mathematics Competition Ltd (the “Company”) will use personal data of the participants, volunteers and contractors of Simon Marais Mathematics Competition (the “Participants”) for the purposes of the General Data Protection Regulation (“GDPR"). It can also be taken by Participants outside the scope of the GDPR as a statement of how the Company will handle and use personal data.
In GDPR data protection terms, Simon Marais Mathematics Competition Ltd will be a controller of the Participants’ personal data.
This privacy notice will be reviewed at least annually. You will always find an up to date version on our website.
How to contact us
If you have any questions about this privacy notice or our data protection practices, you can contact our Company Secretary by writing to [email protected].
The type of personal data that we process
In the course of running the Competition, we collect and process the following types of personal data:
We will not require (and will not request from you) any other types of special category data (i.e. data that is more private and sensitive, like for example that relating to your religious beliefs, sexual orientation or biometric data).
Why we collect and use your personal data
We only use personal data:
Our lawful basis for using your personal data
Our use of personal data is lawful, as we always rely on one of the following lawful bases:
If at any point Participants want to withdraw their consent, they can do it by emailing our Company Secretary at [email protected].
What happens if the Participants fail to provide up-to-date personal data?
If you fail to provide certain personal data, we may not be able to manage your participation in the Competition or comply with our legal obligations. This may result in your participation being terminated.
How we collect information
We may receive personal data from the Participants directly. In many cases your university will share your data with us, for example your personal data and confirming your eligibility to take part in the Competition.
When we give personal information to others
We will not share your personal data with any third parties without your consent unless permitted by law. Where some of our processing activities are carried out on our behalf by third party service providers, this will be subject to reasonable assurances that personal data will be processed securely and only in accordance with our instructions.
Transfers of personal data outside the UK
Whenever we need to process your personal data outside the UK, we take reasonable steps to have this done in accordance with the requirements and restrictions under the General Data Protection Regulation.
How long we keep your personal data
We only keep personal data for as long as reasonably necessary in connection with the Competition or for as long as the law requires us to. To determine the appropriate retention period for personal data, we consider the purposes for which we process your personal data and the applicable legal requirements, including those of Australia.
Data Security and Accuracy
We have put in place appropriate technological and organisational measures to protect the security of your personal data. Any service providers that we use are also required to keep Participants’ personal data secure. To ensure that all personal data held by us in relation to the Competition is up to date and accurate, please notify our Company Secretary by writing to [email protected] of any relevant changes.
Individual rights
Each Participant has certain rights in relation to their personal data. You can:
These rights only apply in certain circumstances and we may have good reasons why we do not need or cannot comply with your request. Any Participants wishing to exercise their rights should contact our Company Secretary by writing to [email protected]. We will endeavour to respond to any requests as soon as reasonably practicable and in any event, within statutory time limits.
Concerns and complaints
If you have any concerns about the way in which we process personal data, we encourage you to first raise this with our Company Secretary by writing to [email protected].
You can also complain to the Information Commissioner’s Office (Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113).
Last updated 29 September 2022. Last reviewed 16 August 2024.
FOR THE PARTICIPANTS, VOLUNTEERS AND CONTRACTORS OF SIMON MARAIS MATHEMATICS COMPETITION
(“THE COMPETITION”)
Introduction
This privacy notice is intended to provide information about how Simon Marais Mathematics Competition Ltd (the “Company”) will use personal data of the participants, volunteers and contractors of Simon Marais Mathematics Competition (the “Participants”) for the purposes of the General Data Protection Regulation (“GDPR"). It can also be taken by Participants outside the scope of the GDPR as a statement of how the Company will handle and use personal data.
In GDPR data protection terms, Simon Marais Mathematics Competition Ltd will be a controller of the Participants’ personal data.
This privacy notice will be reviewed at least annually. You will always find an up to date version on our website.
How to contact us
If you have any questions about this privacy notice or our data protection practices, you can contact our Company Secretary by writing to [email protected].
The type of personal data that we process
In the course of running the Competition, we collect and process the following types of personal data:
- personal data provided by you in the student registration form - your name, gender, date of birth, number of times you previously participated in the Competition and, if you provide it voluntarily, also your email address;
- if you win, we will need to ask you for the details of your bank account, so that we can pay prizes;
- personal data provided by you in the university registration form – your name and contact details; and
- any personal data in communications between you and us, or between your university and us.
We will not require (and will not request from you) any other types of special category data (i.e. data that is more private and sensitive, like for example that relating to your religious beliefs, sexual orientation or biometric data).
Why we collect and use your personal data
We only use personal data:
- to manage your participation in the Competition, including paying you prizes if you win;
- to maintain our internal records and for the Company’s management and planning, including auditing and accounting;
- to communicate with you, including contacting you regarding opportunities for scholarships and internships offered by third parties;
- to fulfil our legal rights, duties or obligations.
Our lawful basis for using your personal data
Our use of personal data is lawful, as we always rely on one of the following lawful bases:
- legitimate interests in using your personal data, which does not override your rights and freedoms; or
- we have obtained your consent to process your personal data in a particular way (for example to share your data with certain third parties or to publish your name and photograph on our website).
If at any point Participants want to withdraw their consent, they can do it by emailing our Company Secretary at [email protected].
What happens if the Participants fail to provide up-to-date personal data?
If you fail to provide certain personal data, we may not be able to manage your participation in the Competition or comply with our legal obligations. This may result in your participation being terminated.
How we collect information
We may receive personal data from the Participants directly. In many cases your university will share your data with us, for example your personal data and confirming your eligibility to take part in the Competition.
When we give personal information to others
We will not share your personal data with any third parties without your consent unless permitted by law. Where some of our processing activities are carried out on our behalf by third party service providers, this will be subject to reasonable assurances that personal data will be processed securely and only in accordance with our instructions.
Transfers of personal data outside the UK
Whenever we need to process your personal data outside the UK, we take reasonable steps to have this done in accordance with the requirements and restrictions under the General Data Protection Regulation.
How long we keep your personal data
We only keep personal data for as long as reasonably necessary in connection with the Competition or for as long as the law requires us to. To determine the appropriate retention period for personal data, we consider the purposes for which we process your personal data and the applicable legal requirements, including those of Australia.
Data Security and Accuracy
We have put in place appropriate technological and organisational measures to protect the security of your personal data. Any service providers that we use are also required to keep Participants’ personal data secure. To ensure that all personal data held by us in relation to the Competition is up to date and accurate, please notify our Company Secretary by writing to [email protected] of any relevant changes.
Individual rights
Each Participant has certain rights in relation to their personal data. You can:
- ask us for a copy of your personal data that we process;
- ask us to correct any personal data if you think it is not correct;
- ask us to erase your personal data;
- ask us to restrict what we are doing with your personal data in certain circumstances
- object to our processing of your personal data in certain circumstances;
- ask us to transfer your personal data to another organisation in a commonly recognised format, if feasible.
These rights only apply in certain circumstances and we may have good reasons why we do not need or cannot comply with your request. Any Participants wishing to exercise their rights should contact our Company Secretary by writing to [email protected]. We will endeavour to respond to any requests as soon as reasonably practicable and in any event, within statutory time limits.
Concerns and complaints
If you have any concerns about the way in which we process personal data, we encourage you to first raise this with our Company Secretary by writing to [email protected].
You can also complain to the Information Commissioner’s Office (Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113).
Last updated 29 September 2022. Last reviewed 16 August 2024.