Competition Privacy Notice

Who we are

This notice explains how Digital Doctors Online Ltd (company number 16464633, registered office Flat 11 Strata House, 14-16 Christchurch Road, Bournemouth, England, BH1 3NJ) ("we", "us") collects and uses personal data submitted as part of the "Colour Your Safe, Smart World" colouring competition. It applies only to data collected through the competition — our general Contact page has its own handling, described where you submit that form.

What we collect, and from whom

We only collect personal data from the parent or guardian who submits an entry on their child's behalf — never directly from the child. This is:

• The parent/guardian's email address and name (from the entry email itself)
• The child's first name and age (never a surname, address, school, or any other identifying detail)
• A photograph of the child's finished colouring-sheet artwork (not a photograph of the child)

We deliberately ask entrants not to send a photograph of the child, a surname, or a home address — only what's needed to check eligibility, run the random prize draw, and contact the parent/guardian. This is a data-minimisation choice we've made because the entrants are children. Each valid entry is given its own internal reference number, which we use instead of names wherever practical while running the draw.

Why we process this data, and our lawful basis

We process this data to run the competition: to check eligibility, run the random prize draw, contact the winner, guard against duplicate or fraudulent entries, and (with consent, see below) display artwork to celebrate entries. Our lawful basis under UK GDPR is consent (Article 6(1)(a)) — entering the competition is voluntary, and a parent/guardian gives consent by submitting an entry in line with these terms. Entering the competition is not, and never automatically becomes, consent to receive marketing — we do not add entrants to any marketing or mailing list as a result of entering.

Publishing artwork

If we display a child's artwork on this website or our social media channels, we show only the first name and age given at entry — never a surname, photograph of the child, or other identifying detail. A parent/guardian can withdraw this consent and ask us to remove displayed artwork at any time, using the contact details below; this does not affect the entry's eligibility for the prize draw already carried out.

Who we share it with

We do not sell or share entrants' personal data with third parties for marketing. Entries are submitted to a dedicated inbox hosted by Google LLC (Gmail), which processes this data on our behalf purely as our email hosting provider — in the same way any standard email service does for any inbox.

How long we keep it

In line with the UK GDPR's storage limitation principle, we only keep personal data submitted for this competition for as long as it is actually needed for the purposes set out above — we do not keep it indefinitely, and UK law does not set a fixed retention period for competition data of this kind, so the criteria below (not an invented statutory period) decide how long we hold it.

Unsuccessful entries. Once the random prize draw has taken place and the result is final, entries that were not selected as the winner have no further purpose. We delete unsuccessful entrants' emails, names, ages and artwork within 3 months of the winner being announced, unless a parent/guardian asks us to delete it sooner.

Personal data we did not ask for. If an entry contains identifiable personal data beyond what we request — for example, a photograph that shows the child's face or another identifying detail, rather than just the finished artwork — we delete that unnecessary data promptly as soon as we identify it, rather than keeping it for the rest of the retention period described here.

Winner and contact records. If a child is selected as the winner, we keep their parent/guardian's contact details, entry and related correspondence only for as long as necessary to arrange and complete the prize, including installation, plus any further period we are legally required to keep records for tax or accounting purposes. Winning artwork displayed with consent is kept only until that consent is withdrawn or the promotional use of the competition ends, whichever happens first.

Your rights

As the parent/guardian who submitted the entry, you can ask us to:

• See what data we hold about your entry
• Correct inaccurate data
• Withdraw consent and have the entry/artwork deleted or removed from display
• Complain to the Information Commissioner's Office (ICO) at ico.org.uk if you're unhappy with how we've handled your data

Contact us about this notice

Email win.digitaldoctorsonline.com@gmail.com for anything relating to this notice or a competition entry.