eSTEAMed Coding Challenge privacy notice

To enter a team in the Colston’s e-STEAMed Coding Challenge the competition organisers need the Team Leader (i.e. the Teacher Code Club Host / Volunteer) to submit the name and year group of each participant (young person).  To comply with GDPR regulations, the competition organisers are making this privacy notice available and require and the associated Parent/Carer Consent Form to be completed on behalf of each participant.

What information is being collected?

By entering the Colston's e-STEAMed Coding Challenge, the following information needs to be submitted to the competition organisers (Colston’s School):

  • Team Leader's name, email address and telephone number.
  • The name and address of the School / Code Club wishing to participate.
  • Each participant’s (young person’s) full name and school year group.
  • Where permission has been provided, photos and video footage of the participants may be recorded.

To participate in the competition, each team will need to submit the URL of a YouTube video that the students have created for their entry. Note that this will be a publicly viewable video and that the competition rules state that the Team Leader try not to include images of the participants’ faces in this video.

Who is collecting it?

The data is being collected for use by Colston’s School. The data is being collected through their school website which is hosted by Final Site and by paper form.

How is it being collected?

The data is being collected through a form on the school website and on paper form. The data will be entered by the Team Leader from each participating School / Code Club.  Parents will complete a consent form that will be provided to Colston’s School.

Why is it being collected?

The name and year group information is being collected so that Colston’s School can coordinate the e-STEAMed Coding Challenge and will not be used for any other purpose.

The photo and video footage is being collected to celebrate the success of the participants and promote future competitions.

How will it be used?

The Team Leader's name, email address and telephone number will be used by the competition organisers at Colston’s school to communicate with the Team Leader. These communications will consist of logistical arrangements required to ensure the successful coordination of the competition.

The name and address of the school will be shared with the judges so that they can identify the schools. The name of the School / Code Club and team names, but not the names of individual participants, may also be used in social media posts or in newspapers to publicise the event.

The name and year group of the students taking part will be used by the competition organisers to help ensure competition rules are followed. These details will also be used to register students on the school site on the competition day, to assist with safeguarding and to identify students in the event of an emergency.

The photo and video footage (where express permission has been granted) will be posted on social media platforms, on the e-STEAMed Coding Challenge web pages.

Who will it be shared with?

The information about individual participant will only be used by the competition organisers.

The name of the School / Code Club, team names and photos / video footage (where express permission has been granted)) may be shared publicly in social media posts or newspapers.

Participants’ names will not be shared publicly.

What will be the effect of this on the individual concerned?

The Team Leader will recieve relevant, clear and informed communications. The participants will be safe and able to participate in the competition without compromising their personal information.

Where permission has been given for photos and video footage to be used, these images will be available publically.

Is the intended use likely to cause individuals to object and complain?

No. Our intention is to protect the privacy of the individuals, we have done this by only collecting information that is necessary and handling this information in a secure manner.