Privacy Policy
1. Introduction
At Schools Memory Championships (“we”, “us”, or “our”), accessible via schoolsmemorychampionships.com, we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal data. We process your information in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the California Consumer Privacy Act (“CCPA”), and are committed to the highest standards of integrity and data security.
2. Scope of Policy and Data Controller Role
This Privacy Policy applies to all personal data collected through our website, schoolsmemorychampionships.com, and any associated services. For the purposes of applicable data protection legislation, the data controller of your personal data is Schools Memory Championships. If you have any questions about this Privacy Policy or our data protection practices, please contact us at [email protected].
3. Categories of Personal Data We Process
We collect and process the following categories of personal data:
a) Usage Data
Data automatically collected when you visit schoolsmemorychampionships.com, including your browser type and version, IP address, date and time of access, visited pages, time spent on each page, referring URLs, and error logs.
b) Account Data
Information you provide when registering or creating an account with us, such as full name, postal address, email address, telephone number, and password.
c) Profile Data
Information relating to your interactions and preferences, such as your event registration history, chosen competitions, behavioural data, participation records, and personal preferences.
d) Communication Data
Correspondence and communications you send us, including email exchanges, support requests, inquiries, and contact history.
e) Technical Data
Technical information including device identifiers, hardware model, operating system, mobile network information, browser plugins, and language settings.
f) Transaction Data
Details relating to purchases or payments, such as payment method, payment confirmation, billing address, transaction IDs, and delivery or invoice records.
g) Preference Data
Your choices regarding marketing communications, consent preferences, interests you’ve shared with us, and your interaction with marketing materials such as newsletters, emails, and event promotions.
4. Legal Bases for Processing
We rely on the following lawful bases for processing your personal data:
– Consent: Provided voluntarily and where required for marketing, non-essential cookies, or other non-contractual correspondence.
– Performance of a Contract: Where processing is necessary to provide the services you request, including event registration, account maintenance, or fulfillment of purchases.
– Legal Obligation: Where processing is required to meet legal or regulatory obligations, such as tax compliance or law enforcement requests.
– Legitimate Interests: Where it is in our legitimate interest to process your data (such as improving the website, ensuring security, or conducting research), and such interests are not overridden by your data protection rights.
5. Your Rights
Subject to certain conditions and limitations under applicable laws, you have the following rights regarding your personal data:
– Right of Access: You may request a copy of the personal data we hold about you.
– Right to Rectification: You have the right to request correction of inaccurate or incomplete data.
– Right to Erasure (“Right to be Forgotten”): You may request deletion of your personal data under certain circumstances.
– Right to Restriction of Processing: You can request that we suspend processing of your personal data.
– Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format, and transfer it to another controller.
– Right to Object: You have the right to object to processing based on legitimate interest, direct marketing, or profiling.
To exercise any of these rights, please contact us at [email protected].
6. Security Measures
We have implemented appropriate technical and organizational measures to protect your personal data. These include, but are not limited to:
– SSL encryption for data in transit
– Role-based access control and user authentication
– Regular backups and secure data storage
– Ongoing staff training on data protection and security policies
– Internal audits and monitoring of access and activity logs
While we strive to use commercially acceptable means to protect your personal data, no method of transmission over the internet or method of electronic storage is 100% secure.
7. International Data Transfers
Where your data may be transferred, stored, or processed outside of the European Economic Area (EEA) or the United States (as applicable), we ensure such transfers comply with data protection laws. This includes implementing EU Standard Contractual Clauses, supplementary safeguards, or relying on adequacy decisions approved by the European Commission or relevant authorities.
8. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected. Retention periods may vary depending on the type of data:
– Usage and Technical Data: Retained for up to 12 months for analytics and security audits.
– Account and Profile Data: Retained for the duration of your account and up to 3 years thereafter unless a longer retention is required by law.
– Transaction Data: Retained for 7 years for financial and regulatory compliance.
– Communication Data: Retained for up to 3 years for customer support and service quality.
– Preference Data: Retained until you withdraw your consent or modify your preferences.
9. Cookie Policy
We use cookies and similar technologies on schoolsmemorychampionships.com to improve your user experience. The following categories of cookies may be used:
– Essential Cookies: Required for basic website functionality.
– Functional Cookies: Allow the website to remember your preferences.
– Analytics Cookies: Help us understand how visitors interact with the website.
– Performance Cookies: Collect information on site performance and errors.
These cookies may be first-party or third-party cookies.
10. Cookie Management and Compliance with GDPR and CCPA
Upon your first visit to schoolsmemorychampionships.com, a cookie banner will request your consent for the use of non-essential cookies. You may withdraw or modify your cookie preferences at any time via the cookie settings available on our site. Under CCPA, California residents may opt out of the “sale” of personal data, which includes some forms of data-sharing via cookies. We honour such requests and provide Do Not Sell My Personal Information links where required.
11. Special Protections for Children Under 13
Protecting the privacy of children is especially important to us. Schools Memory Championships does not knowingly collect personal information from individuals under the age of 13 without verified parental or guardian consent. If we become aware that personal data from a child under 13 has been collected without such consent, we will take appropriate steps to delete the data promptly. Parents or guardians who believe their child has provided us with personal data should contact us at [email protected].
12. Policy Updates and User Notifications
We may revise or update this Privacy Policy from time to time in response to changes in legal, technical, or operational requirements. When changes are made, we will update the policy on schoolsmemorychampionships.com, and where required, notify you through direct communication. We encourage users to review this page periodically to stay informed about how we collect and protect your information.
13. Contact Information
For any privacy-related inquiries, to exercise your rights, or to raise a concern, please contact us:
Email: [email protected]
We are committed to complying with all applicable data protection laws, including GDPR and CCPA, and welcome your questions or feedback regarding our privacy practices.