We want to let you know that your information is safe with us. This is just a quick word to let you know how we handle your information when you submit your child’s drawing to us on this Uploader.  It is important that you read this notice so that you are aware of how and why we are using such personal data. This privacy notice describes how we collect and use personal data during and after your relationship with us, in accordance with data protection law.

Why are we doing this and how can you participate?

We (BBC Children in Need) are collecting children’s drawings to be featured in a ‘living’ digital portrait of King Charles III created by artist Sam Barnett as part of BBC Children in Need’s Royally Big Portrait for the King’s Coronation.

The Uploader is a BBC service and the BBC has let us use it so you can easily submit your child’s drawing to us.

What personal data will we or the BBC collect and how will we use it?

Submissions must be made by a child’s parent or guardian. When you provide us with information about a child, you are confirming to us that you are their parent or guardian.

When you submit a drawing to us, we will ask you for your first name and your email address.  Your child’s drawing should also include their first name or initials.

We will use the information you provide to:

• to allow you to use the Uploader to submit your child’s drawing (including storing their drawing);
• to administer BBC Children in Need’s Royally Big Portrait as set out here;
• to review the entry to see if it meets our Submission Rules; and
• to contact you about your child’s entry including how to review their drawing in the final artwork or for any queries we may have about it.

If your child included their first name or initials in their drawing,  they will also be displayed as part of the digital artwork.

The BBC will use the metadata (such as your IP address) collected from your use of our online platform for analytics purposes.

We’ll only use the information you provide as set out in this privacy notice.

Who is the Data Controller?

BBC Children in Need and the BBC are joint data controllers of your and your child’s personal data.  We will handle your personal data in accordance with agreements in place between us which require each of us to process your personal data in accordance with the law.

Lawful basis for processing your personal data

For the processing of your personal data to administer BBC Children in Need’s Royally Big Portrait, our lawful basis is that it is in our legitimate interests to undertake activities to fundraise and engage and raise awareness of our charity to further our charitable objectives.

For the processing your personal data for your use of the Uploader, the BBC’s lawful basis is the performance of its public task (the BBC’s role is to act in the public interest and to serve all audiences with content which informs, educates, and entertains).

Sharing your personal data

BBC Children in Need will share the personal data you provide to us with the artist Sam Barnett to administer the Royally Big Portrait. We and the BBC also works with approved third-party providers who help us to provide some of our services. These partners only use your personal data on behalf of us or the BBC and not independently of us.

Other than that, we will not share your personal data with any other third-parties unless required or permitted by the law.

Retaining your personal data

Your information will be kept until 31 May 2023 and after that will be deleted.  Your child’s drawing (which may include their first name or initials) will feature in the digital portrait on an ongoing basis.

Any information about you collected by the BBC will be kept in accordance with the BBC Terms.

The personal data collected will be stored within the UK and EEA.

Your rights and more information

You have rights under data protection law:

• You can request a copy of the personal data that BBC Children in Need or the BBC stores about you.
• You have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you.
• You have the right to ask for the personal data we collect about you to be deleted, however there are limitations and exceptions to this right which may entitle BBC Children in Need or the BBC to refuse your request.
• In certain circumstances you have the right to restrict the processing of your personal data, or to object to the processing of your personal data.
• You have the right to ask that we transfer the personal data to you or to another organisation, in certain circumstances.

If you want to use these rights please contact BBC Children in Need: [email protected] or for the BBC: [email protected].

If you have a concern about the way the BBC or BBC Children in Need has handled your personal information, you can raise your concern with the supervisory authority in the UK, the Information Commissioner’s Office (ICO) https://ico.org.uk/.

Updating this privacy notice

We will revise the privacy notice if there are important changes to how we use your personal data.