Introduction

The Nine Dots Prize is a prize for creative thinking that tackles contemporary societal issues (the “Prize”). The Prize website (https://ninedotsprize.org/) (the “Website”) is owned and operated by The Kadas Prize Foundation, a company registered in England and Wales with company number (08991513), registered charity number (1157614) and registered address of The Harley Building, 79 New Cavendish Street, London W1W 6XB (the “Foundation”, “us” or “we”).

The Foundation is committed to protecting and respecting your privacy. This policy (together with any documents referred to in it) sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal information and how we will treat it.

1. How to contact us

If you have any questions about this policy or how we use your personal information, please contact us by one of the following means:

Email questions@ninedotsprize.org;

Call 0203 141 7369; or

Write to The Harley Building, 79 New Cavendish Street, London W1W 6XB.

2. Sources of information we may collect from you

We may hold personal information relating to you from a number of sources and will collect such information from you in the following ways:

a) When you provide it directly. For example:

• your signing up for updates;
• your application for the Prize;
• your profile;
• your request for information;
• your contacting us with enquiries or other correspondence; and/or
• your posting of comments on to the Website or our social media channels.

b) When your information is available from public sources

We may carry out searches using publicly available online sources, for example to verify information provided in a submission. Generally we will not collect and record such information in our systems.

c) When you visit our Website

When you visit our Website, we automatically collect:

• Technical information, including IP address. This is statistical data about our user’s browsing actions and patterns, and does not identify any individual.
• Information about your visit to the Website, including how you came to the Website and the pages you viewed and interacted with.

We also collect and use your personal information by using cookies on our Website. Please see our cookies notice for further detail.

3. What personal information we use and why

We collect and process the following kinds of personal information about you (non-exhaustively):

• your name, email address and other contact information;
• information you enter onto the Website;
• records of your correspondence with us, if you have contacted us;
• technical data when you visit our Website;
• your preferences for receiving communications from us; and/or
• other details relevant to your registration or profile.

4. Communicating with you

Depending on whether you have given us your personal details as part of a request for updates relating to the Prize or as part of a submission, you will receive information from us directly.

If at any time you wish to stop or change how we communicate with you, or update the information we hold, please contact us using the details in section 1 above or click on the unsubscribe link at the bottom of our newsletter emails.

If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to ensure we do not send you unwanted material in the future. Please be aware that some of our communications with you will be administrative, and not for the purpose of marketing – for example, communicating with you about a submission. We will continue to send you such administrative communications even if you have asked not to receive marketing from us, where it is appropriate.

5. Uses made of the personal information

We collect personal information about those who interact with the Prize for the following purposes:

1. To provide information to those who have signed up on the launch and progress of the Prize, for the current cycle and in the future.
2. To interact with those who have submitted as part of administering the Prize, including interacting with the winner about their book.
3. To promote the Prize.
4. To run and administer the Prize, including considering submissions, and to make payment to the winner.
5. In a collated form, information about applicants – such as profession, location and gender – will be considered/analysed by the Prize Board to assess, on a statistical basis, whether our marketing is helping us reach a wide pool of candidates so we can use this information to better plan future Prize cycles.
6. To comply with applicable laws and regulations.
7. To provide information about us and our charitable activities and services to those who have signed up to receive this information; as well as notification about our activities or services.
8. To ensure that the content from our Website is being presented in the most effective manner for visitors and their computers.
9. For the prevention of fraud or misuse of services.
10. For the establishment, defence or enforcement of legal claims.

In general, we may combine the information received from different sources (as set out in section 2 above) for the purposes above.

6. Lawful processing

Under data privacy law we are required to rely on one or more lawful grounds to collect and use the personal information outlined above. We consider the grounds listed below to be relevant:

a) Legitimate interests

Applicable law allows us to collect and use personal information for our or a third party’s legitimate interests, provided the use of your personal information is fair, balanced and does not unduly impact your rights.

The Foundation’s legitimate interests are ultimately in pursuit of our charitable objectives, including:

• Governance and operational management: such as statutory reporting, compliance with law enforcement agencies, employee administration and management.
• Running the Prize generally.
• Publicity and income generation.
• Administration such as replying to enquiries, maintaining mailing lists.
• Financial management and control such as processing donations.

b) Consent

We may ask for your consent for our use of your personal information for a specific purpose – for example, to sign up to receive email marketing from us. You always have the right to withdraw your consent.

c) Contract

Where it is necessary to use your personal information to perform a contract with you or to take steps at your request prior to entering this one.

d) Legal obligation

Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject.

7. How long we hold your information for

We will only keep your personal information for as long as required in connection with the purposes for which it was collected and/or is used.

Generally, unless successful, the responses and personal information submitted as part of each Prize cycle will be deleted once the Prize book for that cycle has been published. Some collated information will be retained for the purposes set out in section 5(5) above.

However, we may in some circumstances keep your personal information for longer, to comply with legal or regulatory requirements, or so that we have an accurate record of your dealings with us in the event of a complaint or challenge.

If you would like more information about this please contact us using the details at section 1 above.

8. Disclosure of your personal information

The personal information we hold about you will be provided to our staff and Board who require it in connection with our work and services, and may be provided to selected third party suppliers but only where they provide sufficient guarantees and agree only to use the information under our instructions. Your personal information may also be shared with Cambridge University Press (CUP) and CRASSH at Cambridge University in order to administer and run the Prize.  Their privacy policies can be found here and here. It will also be shared with the Board making up the Prize Team, to assess the submission.

We also reserve the right to disclose your personal information to third parties:

• in the event that we buy or sell any business or assets, in which case we will disclose your personal information to the prospective buyer or seller or such business or assets;
• if substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets;
• with our professional advisors e.g. lawyers, where necessary to protect our interests;
• if we are under any legal or regulatory obligation to do so; and
• in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

Otherwise we will generally ask for your consent before we share your personal information with a third party unless otherwise permitted by law.

9. International data transfers

As we sometimes use third parties to process personal information (for example, website hosts), it is possible that your personal information may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). Please note that certain countries outside of the UK or EEA have a lower standard of protection for personal information, including lower security protections. Where your personal information is transferred, stored and/or otherwise processed outside the UK or EEA in a country which does not offer an equivalent standard to the UK or EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards to protect your information. If you have any questions about the transfer of your personal information, please contact us using the details in section 1 above.

10. Your privacy rights and choices

We explain how you can update your communication preferences above at section 4. Where we rely on your consent, you have the right to withdraw your consent at any time.

When we use your personal information you have the right to:

• Ask us for confirmation of what personal information we hold about you, and to request access to a copy of that information. If we are satisfied that you have a right to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.
• Request that we erase the personal information we hold about you, as far as we are legally required to do so.
• Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
• Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for research purposes.
• Ask for the provision of your personal information in a machine-readable format (the data portability right) to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and in either instance, we are processing it using automated means.
• Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.

If you decide you do not want to receive any further communications from us, please contact us using the details at section 1 above.

Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns.

You can exercise these rights by contacting us at questions@ninedotsprize.org or using the contact details in section 1 above.

11. Links to third party websites

The Website may, from time to time, contain links to third party websites (such as supporting organisations). If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these third party websites.

12. Changes to the Privacy Policy

This privacy policy was last updated on 16 September 2022. We reserve the right to vary this privacy policy from time to time in which case we shall post them on the Website. If we make any significant changes to this policy and it is reasonably possible for us to do so, we will contact you directly with more information.