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The Big Hair Assembly
Privacy Policy
Learn more about the The Big Hair Assembly Privacy Policy
1. Introduction
2. Who we are and how to contact us
3. What information we use and what we do with it 4. The legal bases we rely on
5. Who we share your information with
6. International transfers
7. How long we keep your information
8. How to access your information and other rights1. Introduction
World Afro Day CIC is committed to protecting your personal information. If you are thinking of applying to participate in this competition, this privacy notice explains what we do with your personal information. We may make changes to this privacy notice from time to time, so please check back periodically.
2. Who we are and how to contact us
World Afro Day CIC is the data controller responsible for your information. We are an English company (with company number 10690540) and our registered office address is 1 Walcot Gate, Walcot Street, Bath, England BA1 5UG. If you have any questions about this notice or want to exercise your rights, please email us at info@worldafroday.com marked for the attention of “Company Directors.”
3. What information we use and what we do with it
We ask you for, and use, your personal information when you apply to participate in one of our competitions (and if we go on to select you as a contestant, finalist etc). We use that information in several different ways. The table below sets out what we do with your information.
We might not always ask you for all of the information listed in the table, as some types of information may not be relevant to the particular competition you’ve entered.
Some important don’ts at any stage
Please don’t give us:
● Any information about yourself if you’re under the age of 18, unless you’ve first
checked with your parent or guardian, and they’ve given you permission. We will ask your parent or guardian to confirm that you are allowed to apply to participate as a contestant, finalist etc, so please make sure you have got their permission.
● Any information about anyone other than yourself (for example, to nominate them as a contestant) unless you have asked for, and obtained, their permission to do so.
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Stage 1: Applying to participate (including telephone casting/applicant selection)
Information we use
How we use it
Why we use it
Name, contact details, email address.
To contact you about your application.
If we can’t contact you, we won’t be able to invite you to an audition or to participate in the selection process.
Information about you which we consider is likely to be relevant in assessing whether you’ll be a suitable contestant/ finalist. It includes your date of birth, and information about your work/school; your home and family life; your interests and personality; any previous TV appearances; as well as other information relevant to the competition you’ve entered for.
We review this information to assess whether we think you’ll be a suitable contestant/ finalist and that you meet our age eligibility requirements.
To decide whether to invite you to the next stage of the selection process, which may include an audition (whether in person or online).
Information about you and your past experiences that we obtain from searches that we conduct with various authorities such as your current and former employers (including your employment records), associates, friends, family members, educational institutions, government agencies (including government records and any motor vehicle records relating to you), any branch of the military (including military records relating to you), any references provided by you, any civil records, and any credit reporting agencies (including credit and consumer reports relating to you).
We review this information to assess whether we think you’ll be a suitable contestant/ finalist and to verify any information that you have supplied to us.
To decide whether to enter into any form of agreement with you, mindful that we have a business need to check that what you tell us about yourself is correct. We also need to protect our commercial and reputational interests (as well as those our partners), and to safeguard the welfare of our company directors, volunteers etc.
Health or medical conditions
To safeguard your welfare and make sure you are able to participate in the casting/ selection process and to enable us to make any reasonable adjustments.
To take pre-contractual steps at your request (i.e. when you ask us to consider your application) and to enable us to make any reasonable adjustments. We only use this information if you’ve given us your permission.
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Religious or philosophical beliefs
If you disclose information about your religious or philosophical beliefs on your entry form or during the casting/selection process, we will use this in order to make any reasonable adjustments during the casting/selection process.
To take pre-contractual steps at your request (i.e. when you ask us to consider your entry), and, if you progress through the casting/selection process to enable us to make any reasonable adjustments. You don’t have to volunteer any information about your religious or philosophical beliefs.
We will only use this information about your religious or philosophical beliefs if you’ve given us your permission.
Criminal offence data
If you disclose criminal offence data on your entry form or during the casting/selection process, we will record and review that information as part of our assessment of your entry.
To take pre-contractual steps at your request (i.e. when you ask us to consider your entry), and to decide whether to enter into an agreement with you, mindful of our need to safeguard the well-being of our Company Directors, volunteers etc.
You don’t have to give us this information, but if you don’t, your entry might fail.
We will only use this information if you have given us your permission.
Ethnic or racial origin, information about your gender
If you disclose information about your ethnic or racial origin, information about gender on your entry form or during the casting/selection process, we will record and review that information as part of our assessment of your entry.
To take pre-contractual steps at your request (i.e. when you ask us to consider your entry).
You don’t have to volunteer any information about your ethnic origin or information about your gender.
We will only use information about your ethnic or racial origin or information about your if you’ve given us permission.
Audio visual recordings, whether submitted by you as part of your entry, or made available by you publicly on YouTube or other platforms.
We review this information to assess whether we think you’ll be a suitable contestant/ finalist and you meet our eligibility requirements.
To decide whether to invite you to the next stage of the casting/ selection process, which may include an audition.
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Proof of your right to live and work in the UK
We check and make a copy of this information to verify you have a legal entitlement to live and work in the UK without restriction.
To decide whether to enter into a contract with you, mindful that we have a legitimate business need to check that you’re able legally to participate in the competition and potentially take up any work opportunities that come about from that participation.
Proof that you hold a valid passport
We check and make a copy of this information to verify you are entitled to travel to a foreign country if required as part of competition.
To decide whether to enter into a contract with you, mindful that we have a legitimate business need to check that you’re able to travel overseas legally if required for the competition.
Proof of identity, such as a passport or driving licence (if applicable)
We check and make a copy of this information to verify you are who you say you are, and to verify your age.
To decide whether to enter into an agreement with you, mindful of our need to safeguard the well-being of our Company Directors, volunteers etc
Audio visual recordings we film or you provide to us during the audition or selection process of you and/or your family. This includes recordings of your performance, activities you undertake, meetings in which you participate and answers to questions we ask to or about you.
We review this information to assess whether we think you’ll be a suitable contestant/finalist.
We don’t broadcast these recordings as part of the competition.
To decide whether to enter into an agreement with you; and, if you’re ultimately selected to participate in the competition, to perform that contract with you.
Direct marketing
Information we use
How we use it
Why we use it
Name and email address and other information provided by you in your entry form such as information about your work/school, your home and family life, your interests and personality, any previous TV appearances.
To contact you by email about a new competition we think you might be interested in entering.
To send you and keep you updated with information by email about the competition you have entered, including
If we can’t contact you, we won’t be able to let you know about new competitions you might want to enter or competition-related events, products etc.
We’ll only contact you if you’ve asked us to.
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any competition-related events, products etc.
4. The legal bases we rely on ● Contractual necessity
We need to collect and use your personal information because you’ve asked us to consider your entry to participate in the competition. If your entry is successful and we select you to progress to the next stage of the casting/selection process, we’ll enter into a contractual agreement with you for your participation in the competition. That contract is called a ‘candidate agreement’. Once we’ve entered into the candidate agreement with you, we’ll also need to use information about you to perform that contract or agreement.
So, we need to use your information to take pre-contractual steps at your request (i.e. when you ask us to consider your application), and then – if we enter into a contributor/candidate agreement with you – to perform that contract.
● Consent
Where we use your (non-special category) data to let you know about new competitions and competition-related events and products, we only do this because you’ve asked us to (i.e. with your consent). You can change your mind at any time by contacting us.
● Explicit Consent
We may collect information about you during the competition or casting/selection processes that is special category data or criminal offence data. Special category data is any information about your racial or ethnic origin, political opinions, trade union membership, sex life or sexual orientation, religious or philosophical beliefs, genetic or biometric data.
Criminal offence data is information about criminal proceedings, offences or convictions (excluding spent convictions). Before using your special category data or criminal offence data, we will ask you for your permission (i.e. your explicit consent). You decide whether you want to give us permission to use that special category data or criminal offence data. You can also withdraw that permission at any time by contacting us. Please note that if you don’t give us permission to use your special category data or criminal offence data, your entry might fail.5. Who we share your information with
We share personal information about participants with certain other organisations in relation to our competitions. Organisations we’ll share your information with include those within any co-host(s) of the competitions, our legal and other advisors and the broadcaster of the competition. Your information (including your special category data) may also be shared with our insurers, the competition’s insurers, regulatory authorities as required by law. To help us verify information you have provided, we may also share your information with global news database services, law enforcement and government agencies, and medical professionals.
We also have several trusted suppliers who work on our behalf. They have to process your information in line with our instructions. Another supplier is Google which provides us with storage space via Google Drive to save any information you may submit when you enter a competition.
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Another supplier is SquareSpace which provides us with a web-hosting service for our website www.worldafroday.com and who may use your information in line with their Data Policy and Terms of Service.
Another supplier is ShowWorks which provides the hosting for all competition applicants to submit/ upload their competition entries for the Big hair Assembly for the duration that the competition is open from 12 noon on May 28th to 12 noon July 23rd 2021.
Either way, whenever we share your information, we’ll make sure that the company we share it with keeps your information as securely as we do.
6. International transfers
Sometimes the companies and suppliers we need to share personal information with are located outside the European Economic Area (EEA). The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway.
Where we do this, we will put in place appropriate contracts to ensure that any transfer of your personal data is lawful and that your information is appropriately protected. If you’d like more information about this, please let us know by contacting our privacy officer.
Please also note that any competition in which you might appear is likely to be distributed internationally.7. How long we keep your information
We don’t keep your personal information for longer than is necessary, bearing in mind the purpose for which we collected that information, and any applicable legal or regulatory requirements.
In most cases, if your entry is unsuccessful, we’ll delete your personal information (including your special category data) within 6 months of your entry being discontinued. If your entry is unsuccessful but you have asked us to keep you informed about new competitions, we’ll keep your entry form info (including any special category data disclosed in the entry form) on file for a further 3 years – although you can let us know you’ve changed your mind at any time.
If your entry is successful, we’ll delete your personal information (including any special category data) within 7 years of the end of production of the competition, except for (i) copies of your passport which we will delete 2 years from the end of production of the competition and (ii) any contractual documentation with you (such as your release form) which we’ll keep for the duration of copyright in the programme in order to distribute and exploit it.
8. How to access your information and other rights
You have several rights in relation to the information we hold about you.
● Your right of access
If you ask us, we’ll confirm whether we’re processing your personal information and, subject to any applicable exemptions, provide you with a copy of that personal information (along with certain other details) within the timescales or extended timescales provided for by the law for complex requests, or where applicable, provide you with an explanation as to why we will not be complying with your request. If you require additional copies, we may need to charge a reasonable fee.
● Your right to rectification
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If the personal information we hold about you is inaccurate or incomplete, you’re entitled to have it rectified. If you are entitled to rectification and we’ve shared your personal information with others, we’ll let them know about the rectification where possible and where this would not involve disproportionate effort. If you ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
● Your right to erasure
You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable because that was the only legal basis on which we were processing your personal information). If you are entitled to erasure and we’ve shared your personal information with others, we’ll take reasonable steps to inform those others where possible and where this would not involve disproportionate effort. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
● Your right to restrict processing
You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances such as where you contest the accuracy of that personal information or you object to our processing of your personal information. If you are entitled to such restriction, and we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
● Your right to data portability
You have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine-readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
● Your right to object
You can ask us to stop processing your personal information, and we will do so, if we are: o relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or o processing your personal information for direct marketing.
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