Naming competition privacy notice
Data protection legislation (the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA)) set out how we should handle your personal information. Thus, this privacy notice tells you what to expect us to do with your personal information when you submit your competition entry. Personal information (or personal data) is any information which relates to and identifies you.
If you are submitting names on behalf of school/youth organisation, we encourage you to read the following. Please note that before submitting your proposed names for the exoplanet (WASP-13b) and the star it is orbiting (WASP-13), it is important that you read the rules for naming and submission.
IAU UK Exoworld Naming Competition
The competition is a worldwide event being run by the IAU. The UK element of the competition is being run by the IAU UK National Outreach Coordinator, Professor Robert Walsh of the University of Central Lancashire (UCLan). UCLan is one of the competition partners in the UK. For data protection purposes, the IAU is the data controller of the personal information you submit; however, UCLan provides support by making available IT facilities to support the administration of the competition.
You can contact Professor Robert Walsh, IAU UK National Outreach Coordinator by email on email@example.com.
Information you must give to us
To make a successful submission, you will need to provide the following information:
- Name of school (class), youth organisation (group) or home educator (Name) making the submission (for example; Year 5, V Primary School; Year 8 Science Class, W High School; X Brownie Pack; Y Library Reading Group; Home educator, Z Smith);
- County of school/organisation (these must be UK only)
- Name of school/organisation contact (who must be 18+ years old)
- Contact email address
- Suggested name for star WASP-13
- Suggested name for exoplanet WASP-13b
- Naming theme – briefly outline why these names are being submitted
How we will use your information
The personal data collected as part of the IAU UK Exoworld Naming Competition will be used to administer the competition, including the following purposes:
- contacting the persons who submitted the names that will be shortlisted by the UK expert naming committee;
- informing all proposers that the public vote part of the competition is underway; and
- informing what are the final overall wining names.
If you win the competition, we will also use your school/youth group name to announce the winner of this competition and for any other reasonable and related promotional purposes.
If you opt in to receiving newsletters, updates and information about events from the IAU and/or from competition partners, your information will also be used for the purposes of sending you such information.
Personal data submitted as part of competition entries will be retained for three months following the announcement of the winner. In relation to the winning entry, other information such as the name of the school or youth group may be retained indefinitely when used for promotional purposes related to the competition. If you opt in to newsletters, updates and other information from us and/or our partners, we will keep your information until you tell us to stop communicating with you.
The lawful basis for processing personal data
We can only process personal data if there is a lawful basis from the GDPR which allows us to do so. For the purposes of this competition, we rely on the following lawful basis:
Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this condition to administer the competition and the public vote, announce winners and undertake any associated publicity. This is because it is in our interests to run the competition to promote awareness among young people. Your rights and freedoms are not unduly prejudiced because participation in the competition is voluntary and the minimum amount of personal data necessary is collected for administration purposes. No personal data will be used in promotional activity.
We also rely on this lawful basis to send you information we think you may be interested in, if you opt in to receiving such information from us.
Sharing your data
Your personal information will be accessible only to the competition organisers and in some cases to partners e.g. to UCLan by virtue of providing IT services to us. It will not be transferred outside the European Economic Area.
If you opt in to receiving communications from competition partners, we will share your name, contact details and organisation details with those partners. You can opt out of receiving communications from us or our partners at any time by contacting us or the relevant partner organisations.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website here.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please contact the IAU UK National Outreach Coordinator by email on firstname.lastname@example.org.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to any processing we carry out, if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information because we have your consent or because it is necessary for a contract to which you are a party, and the processing is automated.
Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the IAU UK National Outreach Coordinator by email on email@example.com. Although UCLan is not the data controller for this competition, you may also contact UCLan’s Data Protection Officer on DPFOIA@uclan.ac.uk if you have any concerns about the way your information is being handled.
If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on the data protection pages of the UCLan website here.