Photo competion terms and conditions

1.1 By entering the Competition You hereby accept these Competition Rules and the Terms and Conditions.
1.2.1.The Connecting Pensions, Health and Care Photo Competition is free to enter.
1.2.2. The Competition is open to people aged 18 and over.
1.2.3. The Competition is open to residents of the United Kingdom only.
2.1. To enter, submit up to 3 images on our Qualtrics form and fill in the required accompanying information.
2.2. Photographs should meet a minimum file size requirement of 1Mb and a maximum file size of 20Mb.
2.3. Provide short comments (no longer than 50 words) about the photos describing how it relates to the prompt.
2.4 When sending photos, you must indicate your name and e-mail and ‘artist’ name for image if different to your legal name, this can simply be anonymous.
2.5 Only photos accompanied with the aforementioned information will be considered.
2.6. It is preferable that entrants are able to supply a high-resolution image suitable for printing in exhibitions, should it be required.
2.7. Each applicant can submit up to three images. Judging will be based on the individual image and not the series of images.
3.1. Entries will be collected in the period between October 1 2024 until December 31 2024. During this period Entries will be judged and preselected by the Connecting Pensions Health and Care jury team composed of professional artists, photographers, academics and key stakeholders working with the project. The decision of the judges is final.

3.2. Shortlisted photos of the competition will be notified by email on or by January 07 2025.
3.3. Competition winners will be announced by February 07 2025.
3.4. Connecting Pensions, Health and Care research consortium partner University and project coordinator – University of Kent, a public entity, is in charge of providing rewards to the Competition winners.
3.5. The 1st winner receives a prize of £200, 2nd £100 and the 3rd £50.
3.6. Prizes will be provided to the Winners during the two-month period after the final competition results are announced.
3.7. All personal information needed for the distribution of prizes will only be used by the University of Kent for prize delivery.
3.8. In the case that no photos are received or that the photos are of very poor quality and/or content, the jury has the right not to award any financial prizes.

4.1 We reserve the right, at our sole discretion, to disqualify and remove any entry that does not comply with the following requirements, even after the entry is submitted. You warrant and represent, in respect of each entry submitted by you (“Entry”), as follows:
4.1.1 You are the sole owner and author of each Entry
4.1.2 You have the right to make your entry available to the Competition
4.1.3 Each Entry does not contain any infringing, threatening, false, misleading, abusive, harassing, libelous, defamatory, vulgar, obscene, scandalous, inflammatory, pornographic or profane content
4.1.4 Each Entry does not contain any material that could constitute or encourage conduct which would be considered a criminal offence, give rise to civil liability, or otherwise violate any law
4.1.5 Each Entry does not infringe upon the copyrights, trademarks, contract rights, or any other intellectual property rights of any third person or entity, or violate any person’s rights of privacy or publicity, and your Entry does not include:
4.1.5.1 trademarks owned by third parties
4.1.5.2 copyrighted materials owned by third parties (including movie dialogue or musical compositions)
4.1.5.3 names, likenesses, voices or other characteristics identifying celebrities or other public figures, living or dead
4.1.5.4 Entries which contain any commercial content that promotes any product or service other than that of Connecting Pensions, Health and Care.
4.1.5.5 Entries containing screen credits
4.1.5.6 Entries containing images of vulnerable individuals. Individuals can be vulnerable where circumstances may restrict their ability to freely consent or object to the processing of their personal data, or to understand its implications.
4.2 You agree to fully indemnify Connecting Pensions, Health and Care in respect to all royalties, fees and any other monies owing to any person by reason of your breaching any of the foregoing.
4.3 You confirm that each person depicted in the Entry has granted permission to be portrayed as shown. You (Photographer) agree to have explained the use of the photographs submitted to any identifiable individuals who have been photographed and confirm you have obtained their consent to use the photograph of them for this competition, which may result in publication of the photograph. You confirm that you have referred to Appendix item 3 and read out this statement to individuals you have photographed. You agree that this is your responsibility and when submitting the photograph you will confirm you have obtained this consent. You understand that your photographed subject has the right to withdraw their consent. If your photographed subject is under the age of 18, you must have obtained parental consent.
4.4 Digitally altered photos that were modified beyond optimization purposes will be disqualified. Adjustments of color, contrast, brightness and sharpness, removal of dust and scratches and cutting are accepted. The addition, duplication, deletion or moving of objects in pictures won’t be accepted, nor will the use of digital filters and artistic effects. Focus stacking in macro photography is accepted.

5.1 We Connecting Pensions, Health and Care recognize you, the author of the image but hold the right to use photos submitted by you for the competition throughout the whole Connecting Pensions, Health and Care project without remuneration
5.2. By submitting an entry to the Competition, you grant Connecting Pensions, Health and Care:
5.2.1. Permission for your entry to be published on Connecting Pensions, Health and Care website and associated social accounts, for which we obtain your consent on the submission form
, and
5.2.2 you grant Connecting Pensions, Health and Care a non-exclusive, irrevocable, royalty-free, worldwide, perpetual license (with a right to sub-license) to use, republish, edit and/or modify your Competition entry in any/all media for purposes connected with the Competition or related events, including, but not limited to:
(a) judging the Competition
(b) displaying the winning entries and runners up at public exhibitions promoting Connecting Pensions, Health and Care
(c) inclusion within our websites and social media posts (with your consent)
(d) inclusion within any materials promoting the Competition and / or any exhibition organized by Connecting Pensions, Health and Care, in the promotion of Connecting Pensions, Health and Care (with your consent).
5.2.3. The right to use your name for the sole purpose of identifying you as the author of your entry and/or as a winner of the Competition.
5.3. You also hereby waive all your moral rights in your entry. Notwithstanding the foregoing waiver, in order to use entries as intended and advised in these Terms and Conditions, (i) Connecting Pensions, Health and Care may need to modify entries, including but not limited to resizing, cropping or colour adjustment as necessary, provided that Connecting Pensions, Health and Care shall endeavor in undertaking such modifications to maintain the integrity of your entry as originally created.

6.1. When entering the Connecting Pensions, Health and Care photo competition, you are requested to submit personal information which includes, but is not limited to, your name, email address and age range. We will never share or sell your personal information. This information is used for the purpose of confirming your identity and contacting you on behalf of Connecting Pensions, Health and Care about the contest and its prizes. This information will be used in tandem with the project’s ongoing research on pensions, health and care.
6.2. Terms and Conditions are approved by the Connecting Pensions, Health and Care Project Investigator, Olena Nizalova – University of Kent.
7.1. Any photograph used by Connect Pensions, Health and Care shall carry a credit line – first name of the photographer, unless consent has not been provided. Any failure to provide such credit line shall not be deemed to be a breach, as long as Connecting Pensions, Health and Care uses its reasonable endeavors to rectify such failure within a reasonable period from the date of notice of such failure.

8.1. You acknowledge that it is your responsibility for protecting any Entry against image misuse by any third party.

9.1. You agree to participate in related publicity and to the use of your name and likeness for the purposes of advertising, promotion and publicity without additional compensation.

Appendix
Item 1: Participant information sheet
Privacy Notice for the 2024 Connecting Pensions Health and Care Photo Competition
This photography competition is being run as part of the Connecting Pensions Health and Care research project, at the University of Kent. The University of Kent is the “data controller” of this information. The Connecting Pensions Health and Care project team is responsible for handling personal information you provide, including your contribution, in accordance with data protection law. The following privacy notice should be read in conjunction with the University of Kent Research Participant Privacy Notice which is linked to in Item 2 of this appendix at the bottom.
What information we collect and how we use it
To enter the competition, you have provided us with your personal data, including your name and contact details. If your photo submission is judged to be one of the winning entries, we will contact you to request your bank details to provide you with the monetary prize.
We rely on the following lawful basis as allowed by the UK GDPR for processing your personal data for the Connecting Pensions Health and Care research project as this is necessary for:
• the performance of a task carried out in the public interest or in the exercise of official authority -Article 6(1)(e)
In addition, Connecting Pensions Health and Care will process your personal data for the photography competition under the following lawful bases as allowed by the UK GDPR:
• legitimate interests -Article 6(1)(f) (to contact you about your photo submission for the competition, to award a prize if you are a winner)
• Consent – Article 6(1)(a) (to publish your photograph with your name/credit on various online/offline media, and to contact you for marketing purposes)

Connecting Pensions Health and Care may contact you to discuss your contribution and has the right to refuse entry if we think it violates our terms and conditions.
It is your responsibility to obtain the consent from any identifiable individuals (e.g. their face is clearly visible) who feature in your photo submissions, see section 4.3 of the Terms and Conditions. You must obtain parental consent for any individual you photograph under the age of 18. You must be able to evidence this consent if requested by the Connecting Pensions Health and Care project team. Please see Appendix item 3 for information you should provide to any identifiable individuals you photograph.
In the photo entry form, we will obtain your consent to contact you by email about future project events, artistic opportunities and news related to the project. You will be able to opt out at anytime and with every communication we send.
Retaining your personal information
If you are successful in being one of the shortlisted entries for the exhibition, Connecting Pensions Health and Care will retain your photograph and name/credit. Contact details will be retained until the end of the project (January 2027). This is for legal compliance purposes and in case we need to contact you again in the future, for example, because we wish to feature your photo again. If you are unsuccessful, Connecting Pensions Health and Care will retain your information until after the competition closes and will then destroy it in line with the Connecting Pensions Health and Care Data Retention Policy.
If you are a prize winner, the project team will destroy your payment details upon confirmation of successful payment within 2 months. We will retain other personal data (name, contact details) of winners for two years for audit purposes. The University’s Finance Department will retain payment details in line with statutory requirements and local retention policy.
Storing and Sharing your information
We protect your information in many different ways. These include staff training, investing in technology, and following strict handling and storing procedures.
Your entry and details will be securely held by the Connecting Pensions Health and Care team at the University of Kent. The University uses Microsoft 365 as its main IT system and therefore Microsoft is a data processor. Personal data processed in our Microsoft 365 tenancy is hosted within the UK. For the photo competition entry form, we have used Qualtrics. Please see further details about Qualtrics below. Your entry (but not your contact details) will also be shared with the judges.
Connecting Pensions Health and Care will share competition winners’ bank details with the University’s Finance department for arranging payment of the prize.
Your information will not otherwise be shared with anyone outside of the Connecting Pensions Health and Care research project.
Transfer of your information outside of the UK
For the photo competition entry form, we have used Qualtrics who are based in the United States. This will involve transferring your data outside the UK. We have implemented safeguards prescribed by the UK GDPR when transferring data to a third country including contracts approved by the ICO (standard contractual clauses together with the ICO’s International Data Transfer Addendum) giving the data transferred a similar level of protection as it has in the UK. For further information please see the following:
Qualtrics: Standard Contractual Clauses
Your rights and more information
Data protection law gives you certain rights in relation to your personal data, including the right to request from the controller access to and rectification or erasure of your personal data or restriction of its processing, and to object to processing. If you wish to exercise these rights please contact dataprotection@kent.ac.uk
Contact details for the Connecting Pensions Health and Care project team
If you have any questions about how Connecting Pensions Health and Care handles your personal information, or you would like to withdraw your consent or change your communications preferences at any time, please contact: connectphc@kent.ac.uk
Item 2: Additional privacy notice document for research
ResearchParticipantUniversityLevelPrivacyNotice.pdf (kent.ac.uk)

Item 3:
Information for photographer to provide to identifiable photographed subjects:
You consent for the photograph taken of you/your child to be submitted by the photographer for a photography competition with the topic of aging, pensions, health and care that is being run as part of the Connecting Pensions Health and Care research project, at the University of Kent.
You understand that the photograph may be published online, on social media platforms, publications and in an exhibition if shortlisted.
You can withdraw this consent at any time by contacting the photographer and/or the Connecting Pensions Health and Care research project team at: connectphc@kent.ac.uk