Terms and Conditions of Entry and Exhibition

This project is open to staff, students and members of the wider community of the University of York.

By submitting this Submission Form you indicate that you agree to these Terms & Conditions of Entry and Exhibition.

The selection of submissions for exhibition will be conducted by the working group for the project. The working group retains the right to disqualify any submission deemed unsuitable. There are no prizes for submissions.

Submissions that have been created since the start of the COVID-19 pandemic will be accepted . Up to a maximum of 3 submissions per person will be allowed. The closing date for submission is: 30 November 2021.

By submitting your work, you warrant that:

• Your work is your original artistic work, it has not been copied from any other work and does not contain any copies, reproductions, adaptations or versions of a third party’s work and it does not otherwise infringe or violate any person(s) copyright, design right, trade mark or confidential information.

• You are the sole owner of all rights, title and interest in the copyright in your work. You have not granted any licences to third parties to exploit your work (except rights which have now lapsed).

• Your work (including the original version and any reproductions) is not and has not been reproduced, promoted or sold for any commercial purposes and you are the sole owner and are in possession and control of the original version of your work.

• Your work does not contain anything which is or would be (if your work is published) in breach of applicable laws or infringes any third party rights (such as material which is obscene, indecent, pornographic, seditious, offensive, defamatory, threatening, liable to incite racial hatred or menacing).

• You agree to indemnify the University of York and keep it indemnified on demand against any loss or liability arising to the University of York or any of its executive team, officers, employees out of the breach of any of the warranties above and against any breach of your obligations under these Terms & Conditions of Entry and Exhibition.

• You retain full copyright and all other intellectual property rights of the submitted work but grant the University of York a non-exclusive, worldwide, irrevocable licence, for the full period of any intellectual property rights in the submitted work to use, display, publish, transmit, copy, edit, alter, store, re-format and sub-licence work for such purposes. This means that the University of York may (but is not required to) use the submitted work for, without limitation:

• online exhibitions.

• creating in-person exhibitions.

• research purposes including but not limited to:

  • • informing the design and delivery of equality, diversity and inclusivity engagement activities in the future.

    • production of policy papers.

    • production of research publications.

• university historical archives.

• publications, in University of York publicity for advertising the exhibitions and for general marketing or promotional purposes.

The University of York will hold the personal data supplied by you on the Submission Form, in accordance with the UK GDPR 2018 and DPA 2018 and the following Privacy Notice:

This Privacy Notice tells you what to expect when you participate in the COVID-19 Storytelling Project, at the University of York. For details of how your personal information is used in other ways, please see the other University Privacy Notices.

What is our legal basis for processing your data?

Our basis for processing this data is that it is necessary for the performance of a task carried out in the public interest (for information on our public task see our function, as set out in our charter).

How do we use your data?

The contact information provided on this form will be used by the University of York to contact you for:

• administration purposes in connection with the exhibitions.

• artistic purposes in connection with the exhibitions.

• research work connected with the project.

• informing you about the exhibitions once they are live.

The creative submissions provided with this form will be published by the University of York, and used for:

• creating online exhibitions.

• creating in-person exhibitions.

• research purposes, including but not limited to:

  • • • informing the design and delivery of equality, diversity and inclusivity engagement activities in the future.

      • production of policy papers.

      • production of research publications.

• archiving for historical purposes.

• publications, in University of York publicity for advertising the exhibitions and for general marketing or promotional purposes.

Who do we share your data with?

Contact information will only be accessible to employees of the University of York.

Published submissions will be accessible to anyone who has access to the website or in person exhibition in which the submission features. Your published submission will also include your name, or the alias you provided when submitting your work.

How do we keep your data secure?

The University of York takes information security seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see the IT services website.

Transfer of data internationally

In certain circumstances it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long will we keep your data?

Contact details will be kept until the exhibitions finish plus one year.

Creative submissions will be retained by the University Archives. The retention timeframe for this will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to your data?

Under the UK GDPR, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent (where this applies).

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, or if you wish to exercise your rights in relation to your data, please contact us at: covid-stories@york.ac.uk .

If you have further questions, the University’s Data Protection Officer can be contacted at dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which the University of York has handled your personal data, we ask you to contact us in the first instance, so that we can try to put things right. If you are unhappy with our response, you have a right to complain to the Information Commissioner’s Office.

For information on reporting a concern to the Information Commissioner’s Office, see the Information Commissioner’s Office webiste.