Oakwood Literature Festival Privacy Policy regarding children’s competitions.

Your privacy is our priority especially as we deal with some personal data of children.

Please find below our privacy policy. We’ve tried to make it as easy to read as possible and not hide behind long words and clauses. If you do have any questions or require any more information you can email us at admin@oakwoodbookfest.co.uk and we’ll be more than happy to help!

The formal bits:

Organisation: Oakwood Literature Festival

Brand: Literature Festival

Data Protection

We’ve tried to make how we process your data as simple as possible to understand. Use the handy table below to check out when, what, why and how we process your personal data, but first:

Oakwood Literature Festival will not share or transfer your data to any third parties. To manage our emails we may save your email address and name on Mailchimp who have their own privacy policy. We will send postal orders through Royal Mail. They are listed as subscribed to the EU-US Privacy Shield framework which ensures they follow EU laws in their processing and security.

What happens to your data

A school enters a competitionTeacher’s info: name, school address and emailTo log your entries onto our system and so we can update you of your school’s progress/success. We’ll keep this data for 3 years.

A school enters a competitionChild’s info: name and ageThe name is so we can identify who’s written the work, the age is for our editorial team as they use this when selecting entries.
We use this information to generate letters and typesets to send to parents. Letters are sent via the school and delivered to them by hand or by courier.
We’ll keep this information for 3 months after a book is published in case there are any problems.
If parents give permission/order a copy we’ll keep this for longer. Please see below for these specific cases.

A parent gives permissionParent info: name and email address.

Child info: Name, DOB and school.To confirm we have received permission and update you on the progress of the publication.Contractual
If work is published we keep the child’s name and school they attended at the time of publication for 20 years. This may sound like a long time but we often get adults that like to buy the book that they were published in as a child. We’d like to point out that after a few years the child will probably have moved/left school so this data would no longer identify them to anyone other than us and their parent/guardian.

An order is placedParent info: name and email address, address.

School info: teacher’s name and email address.We do not store card details, they are only used to process the payment. If done online they are never stored, if via post they are securely destroyed as soon as the payment is taken.
Parent or teacher name is used when we despatch the books – the majority of books are collected at the literature festival or delivered to the school unless requested otherwise.

We’ll keep data relating to an order or online account for 5 years. After these 5 years we will remove any personal data relating to the order from our systems. Please note we will still keep the child’s name and school as above.

A teacher subscribes to competition updates: Name and email addressTo send updates when a new competition opens and just before it closes each half term.

You subscribe to the newsletter: Name and email addressTo send you a newsletter.
You can unsubscribe at any time
By signing up on the website, you agree to receiving a newsletter but can unsubscribe at any time.

You contact us via email or online: Your Name, or a child’s name and email address/telephone numberTo respond to your queryLegitimate Interest

We do not encourage or accept children to contact us directly in any circumstance, if we know that an email or contact is from a child, we will delete it immediately.
(If you are sending us an email it is in our interests as a business to respond to your query)

Emails are stored on our one.com secure email server and will be deleted after 3 months.

We use PayPal to process our payments by credit card, debit card or PayPal.  When you (or we on your behalf if by post or telephone) process a payment, this information is submitted to that provider and they may retain that information for their own purposes.  You can review their privacy policy here.

Your rights over your information

By law, you can ask us to:

  • provide you with a copy of or access to all information we hold about you
  • correct it if it is inaccurate
  • erase it.

You can also ask us to stop using your information, in part or in full – the simplest way to do this is to withdraw your consent, which you can do at any time, either by clicking the unsubscribe link at the end of any of our emails, or by emailing, writing or telephoning us using the contact details above.

If our lawful reason for processing your information is not consent and you would like us to stop using it you can submit a request by email, post or telephone. Please use the contact information provided above.

You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:
Information Commissioner’s Office
Wycliffe House
Water Lane

For those of you who would like more information on how we look after and protect your data please see the FAQs below.

How is paper with personal data on safely and securely disposed of?

We have shredding bins, these are in a locked building and are secure at all times.