d-teach online school ivzw collects data about you. These data are processed in accordance with and within the limits of the purposes provided for during the collection.

The purpose of this privacy policy aims to provide the information about how d-teach online school, acting as controller, collects, processes, shares and protects your personal data collected during the visit of its website, in accordance with the General Data Protection Regulation (“GDPR”) and the applicable national laws. This includes what you tell us about yourself, what we learn by having you as a participant on our programmes, and the choices you give us about what marketing you want us to send you. This notice explains how we do this, tells you about your privacy rights and how the law protects you.

You declare that you have read and that you agree to this Privacy Policy (“Policy“), and therefore accept the processing of your personal data as described herein.

I. Who are we as controller?

Our website address is: https://aiawards.education.

The controller as defined in the GDPR and the applicable national laws is:

d-teach online school
Kantersteen 12, 1000 Brussels, Belgium
E-Mail: school@d-teach.com

II. Why do we collect your personal data?

II.1. Registration for the AI for Education Awards

Based on the necessity to perform an agreement as well as our legitimate interest, we collect your data to register your participation in the AI for Education Awards. This processing includes the following purposes:

• To contact you in light of AI for Education Awards.
• To form statistics on the pool of the participants.

This processing includes the following data: first name, last name, email address, phone number, address, organisation name, website and logo, IP address.

II.2. Participation in the AI for Education Awards

Based on the necessity to perform an agreement as well as our legitimate interest, we collect your data to participate in the AI for Education Awards. This processing includes the following purposes:

• To contact you in light of AI for Education Awards.
• To assess your submission in light of the evaluation criteria.
• To send you occasional email updates.
• To provide advice or guidance about the AI for Education Awards and your submission.

This processing includes the following data: first name, last name, email address, phone number, address, organisation name, website and logo, name of the entry, content of the entry and the executive summary.
Based on our legitimate interest, we can also collect your data to publish your first name, last name, organisation name, website and logo and the executive summary as part of the initial selection leading to a shortlist of finalists and announcement of the winner.

II.3. Contact form of the AI for Education Awards website

Based on the necessity to perform an agreement as well as our legitimate interest, we collect your data that you submit when completing the contact form on the website. This processing includes the following purposes:

• To register your request or question.
• To respond to your request or question.

This processing includes the following data: first name, last name, email address, content of your message, IP address.

II.4. Newsletter management and marketing activities

Based on your consent, we collect your data for marketing activities in order to keep you updated with the latest news of d-teach online school and the AI for Education Awards, including the newsletter and any other updates. This processing includes the following data: first name, last name, email.

II.5. Business management and improvement

Based on the necessity to perform an agreement as well as our legitimate interest, we process your data for the following purposes:

• To manage our relationship with you or your business.
• To manage our relationship with our suppliers.
• To manage our relationship with other participants.
• To carry out statistical analysis.
• To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance, and audit.

This processing includes the following data: first name, last name, address, and billing details (as applicable).

II.6. Manage security and risk

Based on the necessity to perform an agreement as well as our legitimate interest, we process your data for the following purposes:

• To manage risk for us and the participants, including spam detection.
• To obey laws and regulations that apply to us.
• To respond to complaints and seek to resolve them.

This processing includes the following data: first name, last name, email address, phone number, address, organisation name, website and logo, IP address, name of the entry, content of the entry and the executive summary.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

III. Where we collect your data from

We may collect personal information about you (or your business) from the following sources:

• Data you give to us
  • When you apply for the AI for Education Awards
  • When you talk to us on the phone or in person
  • When you use our website, including through the contact form
  • In emails and letters
  • In participants surveys

IV. How long do we store your personal data?

The GDPR introduces the storage limitation of personal data. We remind you that under the principle of minimization data and purpose limitation, your data will be processed and stored only if necessary for the purposes of the processing in question.
We will keep your personal information for as long as you are a participant of the AI for Education Awards. If you are not a finalist or a winner, your data will be deleted 6 months after the ceremony on June 18th 2024 in Oslo for the purposes above, unless if we cannot delete it for legal, regulatory or technical reasons.
If you are elected as a finalist or the winner, we will keep your records for 2 years after the ceremony on June 18th 2024, for the purposes previously outlined, or if we cannot delete it for legal, regulatory or technical reasons.
We will always make sure that your privacy is protected and only use it for those purposes.

V. With whom do we share your data?

D-teach online school makes use of data processors who process your personal data on behalf of d-teach online school. D-teach online school makes or may make use of the following categories of processors within the framework of the abovementioned purposes:

• Our partners, including the Organising Committee and the jurors
• Our advisors
• Partners who are responsible for the hosting of the website
• Partners who provide e-mail marketing and other communication services
• Ambassadors and investors of the AI for Education Awards
• Statutory, regulatory or government agencies
• Agents working on our behalf

VI. Do we transfer any personal data outside the European Union?

In some cases, your personal data will be transferred to and/or processed in countries outside the European Union. In such a case, we will ensure that this is done in accordance with applicable data protection legislation and will provide for appropriate safeguards such as Standard Contractual Clauses where required under such legislation, in order to guarantee an adequate level of protection of your personal data.

VII. What are your rights as data subject?

Any data subject of which d-teach online school, as controller, processes personal data may exercise the following rights, to the extent allowed under applicable laws, by contacting our team at school@d-teach.com:

• Right of access: you have the right to obtain confirmation that we are processing your personal data and where this is the case to obtain a copy of these data.
• Right of rectification: you have the right to obtain from the controller without undue delay the rectification of inaccurate personal data.
• Right to erasure: in specific cases, you have the right to request the erasure of your personal data. We may, however, retain certain information about you as required by law or when we have a legal basis to do so.
• Right to restriction of processing: you can ask for the limitation of certain treatments carried out on your personal data.
• Right to object: you have the right to object at any time, on grounds related to your situation, to any processing of your personal data necessary for the performance of a task carried out in the public interest or based on legitimate interest.
• Right to data portability: you have the right to receive personal data that you have provided to us in a structured, commonly used, and machine-readable format and to transmit these data to another controller. However, when the personal data are not processed by automated means, you do not fulfil the conditions to exercise your right to portability.
• Right to withdraw your consent: you can withdraw your consent at every moment when the processing activity is based on it.
• Right to lodge a complaint: you have the right to lodge a complaint with the competent supervisory authority. For Belgium, this is the Autorité de protection des données/Gegevensbeschermingsautoriteit, Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be.

VIII. How do we make your personal data secure?

We shall implement, test, and maintain the appropriate security measures, among other, access to facilities, hardware and software, storage and networks, monitoring and logging, breach detection and incident response to protect against unauthorized or accidental access, loss, alteration, disclosure or destruction of personal data.

IX. Cookies

This website uses cookies. Cookies are text files that contain information to identify the returning visitor exclusively for the duration of the visit of our website. Cookies are stored on the hard disk of your computer and do not cause any damage. Cookies save you the repeated input of data, facilitate the transfer of specific content for you and help us to identify particularly popular sections of our online offer. This enables us, among other things, to tailor the content of our websites to your specific needs. We will keep the cookies for 1 year.

If you wish, you can deactivate the use of cookies at any time via the settings of your browser. You can consult the help functions of your Internet browser to find out how to change those settings.

X. Revision

This privacy notice can be modified by d-teach online school according to the rules and regulations that come into force.

Last update: May 2024