Dear all,
I'm putting together a county-wide children's drawing competition - draw
your favourite object on display (as it is, or "scientifically" annotated,
or imaginatively as it may have been used in the past, what ever takes the
drawer's fancy...). Entry is free.
I need some help over the rules and what I have to make sure I print on the
entry sheet.
There are two age groups with a prize each for the winner. The competition
will run through July to 2 August in association with the Wiltshire
Archaeology Festival. The judges (one artist and one archaeological
reconstruction artist) are lined up (their decision is final!). Hand your
entry in to museum staff (who will send entries to the central collection
point).
I'm thinking that we need the child's name and age, but to save having too
much personal data can I ask for parent/guardian name and 'phone number
only? Winners to be informed by 'phone.
What data control statement should I use? (The county archaeology
society's trustees are the data controller for DPA 1998 purposes). Do I
have to publish the results at the end, or allow for all entrants to be
informed of the competition result? Do I need to exclude the participating
museums' staff/families from entering?
We want to have a small presentation of the prizes, possibly with a press
photo call, so need I give any details about this or can I just wait until
the winners are picked?
What else haven't I thought of? My main concerns are the data and child
protection issues which arise. But I would like to keep the entry sheet as
simple and word-free as possible.
Yours,
Katy Whitaker
National Monuments Record Centre
Kemble Drive
SWINDON
Wiltshire
SN2 2GZ
T: 01793 414833
F: 01793 414606
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