The Kerbflower Prize — Privacy Policy

Last updated: September 2025

This Privacy Policy explains how The Kerbflower Prize (“we”, “our”, “us”) collects, uses, stores, and protects personal data provided by entrants (“you”, “your”) when participating in the Prize.

By submitting an entry, you agree to the terms outlined here, which should be read alongside the Terms & Conditions (2025/26 Cycle).

1. Data We Collect

When you enter The Kerbflower Prize, we collect the following information:

• Contact details: name, email address, and (if provided) phone number.

• Podcast information: title, description, eligibility details, supporting information, and links to episodes.

• Submission materials: audio/video samples (up to 30 minutes), artwork, and logos.

• Funding and institutional involvement disclosures (as required by eligibility rules).

• Any other information you choose to provide in the entry form.

We do not collect payment details directly. If entry fees are charged, these will be processed securely via a third-party provider (e.g., Stripe, PayPal), which has its own privacy policy.

2. How We Use Your Data

Your data is used only for the following purposes:

• To confirm eligibility and administer submissions.

• To facilitate judging, including sharing submission materials with judges.

• To communicate with you about the Prize (e.g., confirmations, updates, results).

• To promote shortlisted and winning entries on our website, Substack, press releases, and social media.

• To produce and distribute promotional content, including a podcast episode with winners (if applicable).

• To comply with legal and regulatory obligations.

3. Sharing Your Data

We will only share your data in the following circumstances:

• With appointed judges, solely for the purpose of evaluating submissions.

• With third-party service providers necessary to administer the Prize (e.g., Substack for communications, email platforms, payment processors).

• With press outlets and the public, but only in relation to shortlisted or winning podcasts (names, artwork, extracts).

• If required to do so by law or regulatory authorities.

We will never sell your data to third parties.

4. Data Retention

• Personal data and submissions will be retained only for the duration of the Prize cycle (November 2025 – June 2026).

• After this period, identifying data will be securely deleted or anonymised, except where required for legal, financial, or archival purposes (e.g., records of winning podcasts).

• Extracts used in promotional materials may remain available in perpetuity.

5. Legal Basis for Processing

We process your data under the following lawful bases (UK GDPR):

• Contractual necessity: to administer your entry and deliver the Prize.

• Consent: for promotional use of extracts, artwork, and logos.

• Legitimate interests: for the promotion of shortlisted/winning podcasts and to ensure fair and transparent operation of the Prize.

• Legal obligation: to comply with applicable law.

6. Your Rights

Under UK GDPR, you have the right to:

• Access your data and request a copy.

• Request correction of inaccurate or incomplete data.

• Request deletion of your data (“right to be forgotten”) once the Prize cycle is complete.

• Object to processing or request restrictions in certain circumstances.

• Withdraw consent for promotional use (does not affect lawfulness of prior use).

To exercise your rights, contact us at privacy@kerbflower.com.

7. Data Security

We take appropriate measures to protect your data, including:

• Secure storage of entry materials and personal data.

• Access limited to the organising team and judges.

• Use of encrypted communication and storage services where possible.

8. International Transfers

As the Prize is based in the United Kingdom, data will normally be processed and stored within the UK or EEA. If data is transferred outside these regions (e.g., through Substack or other third-party services), appropriate safeguards will be applied in accordance with UK GDPR.

9. Children’s Data

• The Kerbflower Prize is open only to entrants aged 18 or over.

• We do not knowingly collect or process data from individuals under 18.

• Any submissions found to be from individuals under 18 will be deleted.

10. Changes to this Policy

We may update this Privacy Policy to reflect operational or legal requirements. Updates will be posted on our official Substack and website, with the “Last updated” date adjusted accordingly.

11. Contact

For any questions, data access requests, or complaints, please contact:

The Kerbflower Prize
Email: privacy@kerbflower.com
Website:

https://kerbflower.com

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

https://ico.org.uk