This short notice tells you, in plain terms, what happens to the details you give us when you register for the Innovation Forum × R1X hackathon. It sits alongside our fuller Privacy Policy. It is a DRAFT for legal review and is not legal advice.
Who we are
Global Innovation Forum Limited ("Innovation Forum") runs the Innovation Forum × R1X hackathon, and we are responsible ("the data controller") for the information you give us when you register on the /apply page. R1X (r1x.co.uk) is our technology and hosting partner.
- Website: inno-forum.co.uk
- Contact: info@inno-forum.co.uk
- Registered legal name: Global Innovation Forum Limited
What we collect when you register, and why
When you fill in the registration form, we ask for just four things:
- First name and last name — so we know who you are and can address you properly.
- Email address — so we can confirm your place and keep you updated.
- Challenge choice — which of the five challenges interests you, so we can plan the event and match teams.
That is all we collect through the form. We also use a hidden anti-spam field (a "honeypot") to keep out automated spam; it does not collect anything about you.
Our lawful basis
Under UK data protection law we need a lawful basis to use your information. We rely on:
- Consent — for contacting you about the programme and sending you programme communications. When you submit the form you agree to this.
- Legitimate interests — for running and administering the event you have applied to (allocating your place, organising teams, matching solo entrants and handling logistics).
When you submit the form, you see this statement: "By submitting, you agree we can contact you about your application and the Innovation Forum × R1X programme. We won't share your details."
Where your details go
Your details are sent securely to HubSpot, the customer relationship management (CRM) provider we use as our data processor. HubSpot stores your record in its EU data centre and processes it only on our instructions under a data processing agreement. We will use your details to contact you about your application and the programme, and we won't share your details with anyone for their own marketing.
We do not sell your data.
How long we keep it
We keep your details only for as long as we need them for the hackathon and related communications, and then securely delete or anonymise them.
- Retention period: [RETENTION PERIOD]
Your rights
You have rights over your personal data, including to:
- Ask for a copy of the information we hold about you;
- Ask us to correct anything that is wrong;
- Ask us to delete your information;
- Object to, or ask us to restrict, how we use it;
- Withdraw your consent at any time (this will not affect anything we did before you withdrew it).
To do any of these, or to unsubscribe from our emails, just email [DATA PROTECTION EMAIL] or info@inno-forum.co.uk. You can also use the unsubscribe link in any marketing email.
If you are under 18
The hackathon is open to people aged 17 to 65, so some applicants will be 17 and therefore under 18. If that is you, please make sure a parent or guardian knows you are applying — we may ask for their consent before confirming your place, and we take extra care with your information in line with the ICO's Children's Code. For full details, please see our Safeguarding and Under-18 Participation Policy.
Contact and complaints
If you have any questions or concerns, please contact:
- Innovation Forum — Data protection contact: The Data Protection Contact
- Email: [DATA PROTECTION EMAIL] or info@inno-forum.co.uk
You can also read our full Privacy Policy for more detail. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO): Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; ico.org.uk; 0303 123 1113.
- Effective date: [EFFECTIVE DATE]
- Version: [VERSION]
This is a DRAFT prepared for review by the client's legal team. It does not constitute legal advice.