OWLSS ESSAY COMPETITIONS PRIVACY POLICY
Oxford Women* in Law Student Society (‘OWLSS’) takes the privacy of individuals taking part in our essay competitions - International Women’s History Month Essay Competition (‘IWHM Competition’) and International Muslim Women’s Day Essay Competition (‘IMWD Competition’) - extremely seriously. Therefore, we take the steps outlined below to ensure your data is protected in line with the latest data protection and privacy laws.
Please familiarise yourself with the content below so that you are aware how and by whom your data will be processed in conjunction with your participation in the IWMH and IMWD Competitions. You must consent to the terms of this privacy policy in order to participate in the Competitions. We reserve the right to update this Privacy Policy at any time, in order to ensure compliance with the relevant legislation, indicating the date of introduction of the most recent changes and their content. The following version was last updated on 10th February 2021.
If you have any questions or concerns about our Privacy Policy or its implementation, please contact us at owlss.essay.competitions@gmail.com. The data controller for your personal data is the President of OWLSS, who can be contacted at president@oxfordwomeninlaw.com.
Definitions
Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on personal data.
We/us - Oxford Women* in Law Student Society
The purpose of collecting the data and types of information collected:
Personal Information collection and use
In order for the Competitions to be run, we need you to provide some of your personal data to us, so that your entry is identifiable and we are able to check whether you are eligible to participate in the Competitions. Your data will not be used for any purposes not reasonably connected with the running of the Competitions. The records necessary for that purpose are:
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Your full name and year of birth;
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Your nationality;
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Contextual information, such as gender, ethnicity and/or socioeconomic background (where appropriate);
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Your contact details (i.e. your email address or a phone number);
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The name of the educational institution you are enrolled at;
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If you are chosen as one of the prize-winners, your bank details (or other data allowing for transfer of the prize to your account).
This information allows us to identify and process your Essay Submissions. All of your personal data will be handled by the members of the Access Team designated to anonymise the essay submission and handle communications (if any) with the participants; the data may also, where necessary, be shared with OWLSS President and Vice-President. By provision of your contact details to us, you agree that we may communicate with you for purposes connected with the Essay Competitions, including but not limited to requests for file re-uploads, amendments or verdict announcements.
You have the right to withdraw your consent at any time by contacting us at
Your Copyright entitlements
For the purposes of the Competitions being run, we need to handle and process your Essay Submissions. By submitting your Essay, you agree to give us permission to distribute your work to the judges. We will not use your work for any other purposes (such as e.g. publishing the winning entries) without seeking your prior consent.
Sharing your data with third parties.
As a general policy, OWLSS collects your data for internal purposes only. However, the Competitions are judged by external judges. In order for your entry to be processed and judged, we need to be able to share your Essay Submission with the judging panels, and therefore reserve the right to share and distribute your Submission to the parties named as members of the Judging Panels (https://www.oxfordwomeninlaw.com/access). By submitting your Essay Submission, you are agreeing to the Submission being shared with the Judging Panels.
OWLSS will not share any of your personal data with the Judging Panels; prior to distribution to the Judging Panels, your Essay Submission will be anonymised by the OWLSS Access Team Officers in charge of processing the entries. Only the anonymised files will be distributed, with the Judging Panels agreeing to safeguard all of the data they receive from us and using it for any purposes other than to perform their function as judges.
OWLSS will not share your Essay Submission with any third parties other than the above described. We do not sell or share your personal data to third parties under any circumstances.
Security
We take all the reasonable steps to ensure the appropriate security measures against misuse, loss and alteration of the data we hold are taken. However, please note that no transfer/storage technology is guaranteed to be 100% secure, and therefore we cannot guarantee that no security breaches will occur. We strongly suggest to only use encrypted channels to transfer sensitive/confidential data to us (if needed). Likewise, in organising the Competitions, we rely on third-party software which we consider implements appropriate security measures or is generally reputed as doing so. However, although we will at all times do our best to protect your personal information, we do not accept liability for any third party software-caused breaches and damages consequent on them.
In the unlikely event of a breach occurring despite our best efforts, we will notify you of the nature of the breach and our response to it.
Duration of data storage and updating your information
We will only retain your data and information for as long as necessary for the purposes of running the Competitions, including a cooling-off period of 2 months following the conclusion of the Competitions, for the purposes of enabling participants to request information on their entries. When the legitimate interest in furthering the purpose runs out, we will either wholly anonymise your Submissions, deleting all of the personal data stored in connection therewith, or, should deletion be impossible at that time due to technological constraints, store it securely until the point at which deletion becomes possible.
At all times, you have a right to review, change or ask for deletion of your data, with a request for deletion being synonymous with termination of your participation in the Competitions. To do so, please contact owlss.essay.competitions@gmail.com. We reserve the right to retain data necessary to prevent fraud or assist with any investigations or legal requirements.