HWF Schools Competition

Privacy Notice for the HWF Schools Competition


The Healthcare Workers' Foundation is committed to the singular mission of protecting the welfare and wellbeing of all NHS workers, from physical to mental health to the day-to-day necessities during the COVID-19 pandemic and beyond.

In providing this support, the Healthcare Workers' Foundation ("us", "HWF", "we" or "our") collect sections of information about you when we engage with you. We only use this information in relation to the HWF Schools Competition. We respect your privacy and are committed to protecting your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified.

This notice explains how we will process your personal information when you engage with the Healthcare Workers' Foundation, and provides you with additional information regarding your privacy rights. It is important that you read this Privacy Notice so that you are fully aware of how and why we use your personal data in the context of the services we provide.

Our Privacy Notice is designed to be as clear and informative as possible, but do not hesitate to let us know if you have any questions about the ways in which we use your personal information. We may amend this Privacy Notice from time to time, and will update you of any material changes.

Who is primarily responsible for your personal information?

The Healthcare Workers' Foundation (Charity No. 1189737) is primarily responsible for the personal information we collect about you when you engage with us. We are therefore termed the 'controller' under the General Data Protection Regulation (GDPR).

Our registered office address is 44 Grand Parade, Brighton, BN2 9QA. You can also contact us via telephone on 07463 291581 or via email at contact@healthcareworkersfoundation.org

How is your personal data collected?

We collect personal information directly from you. When you enter the HWF Schools Competition. When you enter the Big Ideas Competition we will collect your name, age, school, email address and year group.

How we use your personal information if you and your school are taking part in the HWF School Competition.

This section of the Privacy Notice applies to you and your school if you are taking part in the HWF Schools Competition, which includes fundraising for the HWF and entering the Big Ideas Competition.

We will only use your personal data when the law allows it and only to the extent necessary in order to fulfil the purpose for which we need to collect it. Below we set out these purposes, the lawful basis we rely on in order to do so, and how long we keep your personal information for.

Purpose for which we use your personal data:

i) To contact you if you have not provided the following entry requirement details: your name, age, school, e-mail address and year group for the Big Ideas Competition.

ii) To contact the schools' registered person as submitted to HWF to let you know that you have won.

iii) To contact you if a student school has expressed an interest in taking part in the HWF Schools Competition by submitting the google form.

iv) HWF choose to rely upon 'legitimate interests' when collecting photographs from winning schools.

What type of personal data are we using?




Year Group

Email address

Contact telephone number

Towns and Counties

What lawful basis do we rely on to use your personal data?

It is in our legitimate interests to be able to contact you for the purposes of the HWF Schools Competition. We will not be using the data collected for any reason outside of the operation of the competition. HWF rely on the legitimate interest ground under the GDPR for processing the personal data.

We will only retain your personal data for the duration of the HWF Schools Competition.

Typically, this means we will delete your personal data once the competition is over.

Data security

We have put in place appropriate security measures to stop your personal data from being lost, used, accessed, altered or revealed in an accidental or unauthorised way. We are committed to ensuring that all reasonable and appropriate steps have been taken to protect your personal data which incudes, where appropriate, utilising encryption measures.

We have also put in place procedures to deal with any suspected personal data breach and will notify you and any relevant regulator of a breach where we are legally required to do so.

Your data protection rights

Under certain circumstances, you have a number of rights under data protection laws with regard to the personal data we use about you. These are described in the sections below. To exercise any of your rights in relation to Healthcare Workers' Foundation, please contact us by email at contact@healthcareworkersfoundation.org or by telephone on 07463 291581.

Right of access to personal data - You have a right to request a copy of the personal data we hold about you.

Right to request changes - If you believe the personal data we hold about you is incorrect, you can contact us to request for any incomplete or inaccurate data that we hold about you to be corrected. However, we may need to verify the accuracy of the new information you provide to us.

Right to delete your personal data- You have the right to request the deletion or removal of personal data we hold about you where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to us holding your information, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with law. Although we will consider every request for deletion on its merits, we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at that time of your request.

Right to object to processing - You have a right to object to the processing of your personal data where we are using it for the purpose of our legitimate interests. If we agree that your objection is justified we will stop using your information for those purposes. Alternatively, we will explain why we still need to use your information.

Right to restrict processing of your personal data - You have a right to request us to suspend the processing of your personal data in the following situations:

for the period it takes us to rectify any inaccurate data about you;

where our use of the data is unlawful but you do not want us to erase it;

where you want to prevent us from deleting your data at the end of the retention period in the event that you need it to establish, exercise or defend a legal claim;

where you have objected to our use of your data, but we need to verify whether we (or a third party) have overriding legitimate grounds to use it.

Right to request the transfer of your personal data to you or to a third party – You have the right to ask us to transfer certain information we hold about you to a third party you have chosen, or directly to you. Where your request is valid, we will provide you with your personal data in a structured, commonly used, machine-readable format.

Right to lodge a complaint

If you have any complaints about how the we handle your personal data, please contact us by telephone on 07463 291581, or by email at contact@healthcareworkersfoudation.org and we will do our best to assist.

You also have a right to make a complaint to the supervisory authority in your country of residence or employment or place of the alleged infringement. The Information Commissioner's Office ("ICO") is the UK supervisory authority for data protection issues. You can contact the ICO:

by Telephone: 0303 123 1113 or 01625 545 745

or in writing to: Information Commissioner's Office (ICO)

Wycliffe House, Water Lane, Wilmslow

Cheshire, SK9 5AF

or via their website: https://ico.org.uk/