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Young People’s Privacy Notice: Articulation Prize

We may be required to update the terms of this notice from time to time. We will notify you about any significant changes in the way we treat personal information usually by sending a notice to the primary email address you have provided. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

This privacy notice was last updated on 02 September 2022.

 

This Young People’s Privacy Notice explains the use of your personal data which the National Gallery collect from or receive from your school in connection with our Articulation Prize programme.

Articulation Prize is a national annual event promoting the appreciation and discussion of art. It engages students aged 16 to 19 in full-time education to partake in an annual speaking competition exploring ideas through art history. The aim is to empower young people to look at, understand and present art.

In this privacy notice we describe how we may collect and use your personal data; what we do with this; and who we might share this with. We must follow the UK General Data Protection Regulations (otherwise known as the ‘UK GDPR’) to make sure that we are using your information the right way. We refer to ourselves in this notice as the ‘Gallery’, ‘we’ or ‘us’.

You might want to read this privacy notice with your parents, legal guardians or a teacher.

We are the National Gallery. We house the national collection of paintings in the Western European tradition from the 13th to the early 20th centuries.

We are the data controller of your personal data, and we are registered with the Information Commissioner’s Office (ICO) under the registration number: Z5597415.

You can find us at the following address:

The National Gallery,
Trafalgar Square,
London, WC2N 5DN

Personal data means any information about you that can identify you. For example, this could be your name; your date of birth; your contact details; your address; and photographs of you.

We only collect personal information that is necessary to run the Articulation Prize.

There are certain types of personal data that are especially sensitive to an individual. For example, information about your health; your race; your religious beliefs; and your political opinions. These are known as ‘special category data’.

We will only collect special category data in limited cases and where there is a clear reason for doing so. For example, in relation to accessibility; recording accidents; or dietary requirements for events.

We may collect, store, and use the following personal information about you in connection with Articulation Prize:

  • your full name;
  • your age;
  • your school name (this may include your class name); and
  •  your image captured on photography or film as part of the competition.

We may also collect, store and use the following personal information about your parents or legal guardians, who will need to complete a consent form for the Gallery to use your image (including photographs or videos):

  • their full name and title;
  • their contact details (email address and phone number); or
  • any details provided in correspondence sent or received.

If you join the Articulation Alumni Network, we may collect the following personal information:

  • your full name;
  • your contact details (email address and phone number);
  • details of the Articulation event you attended and your school at the time; and
  • details of your current place of study.

We will only collect and use your personal information if we have a legal basis for doing so under UK data protection law.

We will always process your personal information on the basis of consent received from your parents or legal guardians, or your school.

We may use your personal information (and information about your parents or legal guardians) in the following ways:

  • to review the submission of your entry to the Articulation Prize;
  • to manage attendance at Articulation Prize events;
  • on our social media channels (including our websites) in marketing and for promotional activities connected with Articulation Prize, both to the public and internally;
  • for educational purposes in our teacher and student resources, such as in our Discovery Days workshops and in the teacher packs with our tips and reminders to students, in preparation for the next cycle of the Articulation Prize;
  • we shall retain a record of the competition (and any personal information contained therein) for our archive; and
  • (in case of the Alumni Network), to provide you with opportunities and keep Articulation relevant through consultation with you as an Alumni.

We will only keep your information for as long as is necessary for the purposes set out in this notice, to fulfil our contractual obligations; to comply with legal requirements, or for other reasonable legal purposes.

The retention period varies according to the nature of the purpose under which the information is held.

We will not sell your personal information to any third parties or external organisations.
We may share your personal information with third parties who are connected with the performance of a relevant contract to comply with our legal obligations. We may share your personal information with the following organisations:

  • with other schools and educational institutions, such as in content created for our Discovery Days and in our teacher packs with tips and reminders to students for future cycles;
  • with named third parties (provided we indicate such persons to you in advance) including our funders and/or sponsors; or
  • with our partner museums, galleries and educational institutions where regional heats and finals for the Articulation Prize will be held.

You have certain rights concerning your personal information. We provide detailed information about your rights in the Gallery’s main General Privacy Notice, under the section titled ‘What rights do you have in relation to your personal information’.

You acknowledge that it may not always be practicable to remove such personal data from materials which have already been published or otherwise made available to the public. We will use our best endeavours to comply with your wishes in such circumstances.

We follow strict security rules when storing and disclosing your personal information. We provide detailed information in the Gallery’s main General Privacy Notice, under the section ‘How do we keep your information secure’.

All our staff and data processors who have access to and are associated with the processing of your personal information, are legally obliged to respect the confidentiality of your personal information.

The Gallery website uses a technology called ‘cookies’ to improve your experience and personalise the service you receive. We provide further information about this in our Cookies Policy.

We have a Data Protection Officer, who is responsible for making sure we protect your personal data.

If you have any questions or have any concerns about how we process your personal information, you can contact our Data Protection Officer via email at: dataprotection@nationalgallery.org.uk, or by writing to the Data Protection Officer at: The National Gallery, Trafalgar Square, London, WC2N 5DN.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), which oversees the protection of personal information in the UK (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.