Privacy Statement for the Voices competition

Coram Voice is part of the Coram Group of charities

What is a Privacy Statement?

This is a privacy statement, it is about the information we collect about you.  We have to have this by law (General Data Protection Regulation. May 2018) so you know what we do with information we have about you.

We are only able to keep information about you when you know:

  • Exactly who is keeping your information and data
  • Why we are keeping your information
  • What reasons we have for keeping your information
  • The types of personal information we will keep
  • Where your personal data has come from
  • Who we might share information with and why
  • How long we will keep your information
  • What your rights are for example- if you want to see your records
  • What if I think the information you have about me is wrong?
  • How you can stop us from having your information
  • How you can make a complaint

We can only keep information that is relevant to our work with you.  These are called records.  Records have to be accurate, up to date, secure and kept for a limited amount of time only.  You might ask us:

What information do we collect from you?

When you enter the Voices competition we collect information about you in order to enter you into the competition (name, email, contact telephone for young person or SW/Carer, age, gender, location, creative writing piece.

By sending in your entry you agree that we can use and publish it anonymously on our website and share it through other publications

Why do you keep this information?

We keep your information about you to process your entry into the competition, be able to get in touch with you to let you know whether you have won and send you other updates about the competition and awards. We will only keep your details after the awards if you have told us we can do this.

We also keep anonymised versions of your entries so that we can share young people’s stories for example by putting them on our website, including them in publications or reports. We will only share your name (usually just first name) with your consent.

Who might we share this information with?

Your personal data will only be seen by Coram Voice and Coram Group staff involved in the Voices Competition. All entries are anonymised before they are sent out to the people shortlisting and judging the competition.

If you are under 16 we will get in touch with the person you have indicated has parental responsibility to get parental consent to publish your entry and enter you into the competition. If you are shortlisted we will invite you to the awards ceremony and, if you agree, publish your entry online. Adults who do not have parental responsibility may be contacted (for example if the entry is shortlisted) to confirm permission is granted by a person who has parental responsibility (usually this will be a parent or social worker).

If you give us information that suggests you or someone else is at serious risk of harm, then we may have to tell someone to keep you or them safe.

Who is keeping my information and data?

Coram Voice record your information on a system which is safe and secure.  The organisation is Coram Voice, QEII Centre, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ, 020 7833 5792.

Coram Voice is part of the Coram group of charities.  For Coram Voice services, electronic records are saved on a secure database that is available to Coram Voice and Coram staff on a need to know basis.  This means no one who will look at your information who does not need to.

Any paper records we have are kept in locked cabinets.

How long will you keep my information?

We will keep your personal data for up to one year after which it will be deleted. We will keep an anonymised version of your entry for as long as there is a business need to do so.

If you tell us you want to be kept up to date with information about future competition we will move you onto our Voices mailing lists. You can opt out of this at any time by unsubscribing through the link in our newsletters or emailing 

What are my rights over my information?

To keep information about you we have to have a legal reason for doing this. We do this on the basis of consent you give when sending in your entry to participate in the competition.

Can I see my records, change them or stop you keeping my information?

You can contact us at any time to ask us what information we hold about you, change your details or ask us to delete them.

If you have any questions about this contact or contact Bright Spots Team, Coram Voice, QEII Centre, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ, 020 7833 5792.

How can I make a complaint?

If you are unhappy with how we are using the information we have about you please speak to the Voices team to see if they can sort it out. You can also make a complaint.

You can complain to: The data controller Coram Voice, QEII Centre, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ, 020 7833 5792.

If you are not happy then you can also complain to:

The Information Commissioner

Wycliffe House

Water Lane




Help line:  0303 123 1113

This notice was last updated on 23/05/2018