Creathlon Website

Effective Date: 26.07.2025

Updated: 26.07.2025

Creathlon Limited

Company No. 15453647 (Registered in England & Wales)

Registered Office: First Floor, 3 Cumbrian House, 217 Marsh Wall, London, England, E14 9FJ

1. Purpose of This Policy

This Privacy Policy explains how Creathlon Limited (“we”, “us”, “our”) collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”) and other applicable laws, to the extent they apply to us.

By accessing our website or participating in any Creathlon activity, you consent to the practices described in this Policy.

We aim to collect only the minimum personal data necessary to operate our services and competitions effectively. Additional information may be requested only where required for specific stages of a competition (such as shortlisting or prize distribution) or for legal and transparency purposes.

Creathlon Limited is a UK-based company and does not actively target or market its services to individuals in any specific country outside the United Kingdom. While we welcome international participants, registration and participation are entirely voluntary and initiated at the discretion of the user. All competition-related agreements are governed by the laws of England and Wales.

By participating, you acknowledge that your personal data may be processed and stored in the United Kingdom, and that UK data protection laws will apply unless other local regulations explicitly require otherwise.

2. What Personal Data We Collect

We may collect the following personal data from you during the registration process:

• Full name

• Email address

• Country and/or city of residence

Upon registration, our system also automatically generates and stores unique identifiers related to your participation, including:

• TEAMID (assigned to your team or entry)

• Submission ID (linked to your submitted materials)

These identifiers are stored securely on our platform and are used for internal entry management and anonymised judging. While they do not contain personal data on their own, they may be associated with your profile for administrative and competition-related purposes.

Additional information may be requested if you are shortlisted or selected as a winner, including:

• Proof of identity (e.g., passport or ID card)

• Date of birth (if required to confirm eligibility)

• Bank or payment details (solely for the purpose of prize disbursement)

• Disclosure of current employer (to identify and manage any potential conflicts of interest with jury members)

• Proof of address (if required to comply with legal, financial, or regulatory obligations)

• Documentation to verify copyright or intellectual property ownership of submitted materials, particularly in the event of a dispute, legal claim, or third-party challenge

You have the right to withhold any of the above information. However, please note that in some cases, particularly where such data is necessary to fulfil a contractual obligation (such as awarding prizes or verifying eligibility), we may be unable to proceed with awarding or processing competition outcomes if the requested information is not provided.

We aim to collect only the minimum data necessary at each stage of the competition. All data is processed in accordance with the UK GDPR and applicable data protection laws, with a commitment to fairness, transparency, and data security.

We may also collect anonymous device or location data indirectly (e.g., through analytics, cookies, or website logs). For more details, refer to our Cookies Policy.

3. How We Collect Your Data

• We collect your personal data in the following ways:

• When you fill in registration or submission forms

• When you subscribe to our newsletter to receive updates about future competitions

• When you communicate or interact with us via email

• When we request additional information at relevant stages of the competition (e.g., shortlisting, eligibility verification, prize distribution)

• Through website analytics and advertising tracking tools (collected in an anonymised manner)

For more information about cookies and tracking tools, please refer to our Cookies Policy.

4. Why We Process Your Data

We process your personal data for the following purposes, in line with the UK GDPR and, where applicable, other relevant data protection laws. Each purpose is associated with a corresponding legal basis:

• Managing competition entries – Contractual necessity

• Communicating with participants – Contractual necessity / Legitimate interest

• Verifying eligibility or identity – Legal obligation / Contractual necessity

• Conducting internal analytics (e.g., number of entries, regional interest) – Legitimate interest

• Sharing submission materials with jury members (without personal details) – Legitimate interest / Contractual necessity

• Publishing and promoting competition winners (name, country, and project only) – Legitimate interest / Contractual necessity

• Sending marketing communications about future competitions – Consent (opt-in only; you may unsubscribe at any time)

• Preventing fraud, breach of contract, misrepresentation, or other illegal activities – Legitimate interest / Legal obligation

• Website analytics (anonymised) – Legitimate interest (processed via our hosting provider)

We do not sell or trade your personal data under any circumstances.

We may share your data with the following parties, strictly for operational and transparency purposes:

• Jury members – For judging purposes only. No personal details are disclosed; only submitted materials and the registration code (generated at the time of registration) are shared for anonymised evaluation.

• The public (via our platform) – If you are shortlisted or selected as a winner, we may publish your name, country of residence, and submitted materials for transparency and recognition. Any quotes, reviews, or personal feedback may only be published with your separate consent.

• Payment processors – Such as PayPal, Stripe, Revolut, or your banking provider, for handling registration fees or prize disbursement.

• Email and communication services – We use Resend for sending platform-related and marketing emails. Some communications may also be sent manually from official Creathlon email accounts.

• Social media platforms – Submitted materials, competition results, and public announcements (e.g., winners or featured entries) may be shared on our official social media channels, such as Instagram, Facebook, Tiktok, LinkedIn or Youtube. We ensure that no unnecessary personal data is disclosed without your explicit consent.

We only share information that is necessary for the relevant purpose and take steps to ensure that all data recipients comply with applicable data protection laws.

6. Where We Store Your Data

Your data is securely stored using the following third-party service providers:

• AWS – for file and data storage

• Vercel – for hosting our platform/website

• Microsoft Office365 – for email services

• Resend – for platform communication and marketing emails

These providers act as data processors on our behalf and may store data outside the United Kingdom or European Economic Area (EEA). Where such transfers occur, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), to protect your data in accordance with the UK GDPR.

For more information on how these providers process and protect your data, please refer to their respective privacy policies.

7. Data Retention

We retain personal data for only as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

• For active participants: Until the end of the relevant competition, plus 12 months

• For shortlisted or awarded participants: Up to 6 years (for legal, financial, and accounting compliance)

• For analytics: Data is anonymised or aggregated and retained in line with Vercel’s platform-specific retention policies

• For marketing communications: Retained only if you have provided consent, and stored until you unsubscribe or request to opt out

You may request deletion of your personal data at any time, as outlined in Section 9: Your Rights.

8. Age Restrictions

Participation in Creathlon competitions is restricted to individuals aged 18 and over. While users may be required to self-declare their age during registration, we cannot always verify the accuracy of this information.

Users under the age of 18 may access our website for general browsing purposes but are not eligible to enter or participate in any competitions.

Under the UK General Data Protection Regulation (UK GDPR), you have the following rights:

• To request access to the personal data we hold about you

• To correct any inaccurate or outdated information

• To request the deletion of your data (“right to be forgotten”)

• To object to or restrict the processing of your data in certain circumstances

• To withdraw your consent at any time (where applicable)

• To lodge a complaint with the UK Information Commissioner’s Office (ICO)

If you wish to exercise any of these rights, please contact us at:

info@creathlon.co.uk

10. International Users

Creathlon Limited is based in the United Kingdom and operates under UK data protection law. While our competitions are open internationally, all personal data is controlled in the UK and may be processed in other countries through trusted third-party service providers, as outlined in Section 6.

We do not actively target any specific country outside the UK, but we aim to apply data protection principles that align with international standards where appropriate. By participating, you acknowledge that your data will be handled under UK law.

11. Security

We are committed to safeguarding your personal data and use appropriate technical and organisational measures to protect it from unauthorised access, loss, or misuse. These measures are designed to ensure a level of security appropriate to the nature of the data we process.

Participants are responsible for keeping their registration details and participation information (such as TEAMIDs) confidential. Sharing or mishandling these codes may result in unauthorised access or impersonation. We cannot take responsibility for any misuse arising from the loss or disclosure of your access credentials.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updates will be posted on this page along with the revised effective date. Your continued use of our services after such changes indicates your acceptance of the updated policy.

13. Contact

If you have any questions about this Privacy Policy, or if you would like to request access to, correct, or delete your personal data, please contact us at: