Privacy Policy

1. Who we are

Day Out With The Kids Ltd ("DOWTK", "we", "us") is the data controller for personal data collected through the Sweetest Day Challenge entry form. You can contact us at hello@dayoutwiththekids.co.uk.

Swizzels Matlow Ltd ("Swizzels") is a campaign partner. Where we share competition data with Swizzels for the purposes set out below, Swizzels acts as an independent controller for its own subsequent use of that data.

2. The information we collect

When you enter the competition we collect:

• your first name and last name;
• your email address;
• your phone number, if you choose to provide it;
• your social handle, if you choose to provide it;
• the Sweet Video you upload and any personal information visible or audible within it (which may include images and voices of children, with the appropriate consent of a parent or legal guardian);
• your consent choices in respect of marketing, terms, and parental or guardian permission;
• basic technical information automatically collected by our website, such as IP address, device type and browser, for security and analytics purposes.

3. How we use your information

We use your personal data to:

• administer the competition, including reviewing entries, verifying eligibility, selecting a winner and delivering the prize;
• contact you about your entry, including notifying the winner;
• share entries with Swizzels for judging and, where consent has been given under clause 6 of the Terms and Conditions, for promotional use;
• send you DOWTK marketing emails, where you have opted in;
• protect against fraud and enforce our terms;
• comply with our legal and regulatory obligations.

4. Legal bases

We process your personal data under the following lawful bases of the UK GDPR:

• Contract: processing necessary to administer the competition you have entered.
• Consent: for marketing communications, for the use of your Sweet Video in promotional content, and for parental or guardian consent to feature any child in your video. You can withdraw consent at any time.
• Legitimate interests: for fraud prevention, security, analytics on our website and the reasonable promotion of the campaign in ways that do not override your rights.
• Legal obligation: where we are required to retain records or respond to lawful requests from regulators or authorities.

5. Children's data

We do not knowingly collect personal data directly from children under 18. Where a Sweet Video features a child, the entrant must be the child's parent or legal guardian, or must hold their consent. By submitting an entry that features a child you confirm you have the necessary authority and consent.

If you believe a video featuring your child has been submitted without consent, please contact us at hello@dayoutwiththekids.co.uk and we will remove the content promptly.

6. Who we share your data with

We share personal data with:

• Swizzels, for judging and (where consent has been given) promotional use;
• our hosting, database, email and analytics service providers, who process data on our behalf under written contracts;
• couriers and prize fulfilment partners, to deliver the prize to the winner;
• professional advisors, regulators or authorities where required by law.

We do not sell your personal data.

7. International transfers

Some of our service providers may process data outside the UK. Where this happens we rely on appropriate safeguards such as UK adequacy regulations or the International Data Transfer Agreement, to protect your data to a standard equivalent to UK law.

8. How long we keep your data

• Entry data (name, email, phone, social handle, consents): kept for the duration of the competition and for up to 12 months after the Closing Date for prize administration, audit and dispute resolution.
• Winner records: retained for up to 6 years to comply with audit and tax requirements.
• Sweet Videos used in promotion under your consent: retained for as long as the related campaign content is in use, after which they will be deleted or anonymised.
• Marketing data: kept until you unsubscribe or otherwise withdraw consent.

9. Your rights

Under UK data protection law you have the right to: access your personal data; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing; receive your data in a portable format; and withdraw consent at any time without affecting the lawfulness of earlier processing.

To exercise any of these rights, please email hello@dayoutwiththekids.co.uk. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you are unhappy with how we have handled your data.

10. Security

We use appropriate technical and organisational measures to protect your personal data, including encrypted transport, access controls and trusted hosting providers. No system is completely secure, and we cannot guarantee absolute security of data transmitted over the internet.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date below will reflect the most recent changes. Material changes that affect how we use your data will be notified to you by email where appropriate.