Privacy Policy

Updated 8th April 2024

This Privacy Notice tells you what Personal Information we collect, what we do with it, who can access it, and your rights in relation to your Personal Data.

Who we are

Maths Week London is run by Sumdog Ltd, a company incorporated and registered in Scotland with company registration number SC167331.  Our registered office is 43 Queensferry Street Lane, Edinburgh, EH2 4PF, Scotland, United Kingdom.

Sumdog Ltd is the Controller of your personal data, as defined in the UK GDPR and the EU GDPR.

Information you give us

When you sign up to Maths Week London, we will collect the following information from you:

  • First & last name

  • Email address

and if you’re an educator:

  • Job title

  • School name

  • School postcode

Information we collect from you

When you use the Maths Week London website, we will collect information about you automatically through cookies. To find out more about the cookies we enable on this website, please find the ‘Privacy & Cookies Policy’ button in the footer of this website then click ‘customize’ and expand the categories to read more. You can adjust your cookie preferences at any time by clicking this button.

We also use analytics software to help us understand how our visitors interact with Maths Week London. For example, to help us optimise our email communication, we may use customised links, or small images called web beacons. These allow us to understand how our messages are received by our visitors. You can turn off the web beacon by rejecting the download of images in your personal email settings.

How we use your Personal Data

We may use your Personal Data for the purposes and on the legal bases below. We may process your Personal Data for more than one lawful ground depending on the specific purpose for using your information.

  • Marketing.

    • When you register to take part in Maths Week London, we will use the information you provided to send you information about Maths Week London events, contests, and our Maths Week London partners. We do this with your explicit consent.

    • When you interact with our social media pages on social networking websites such as Facebook or X, we collect basic engagement metrics to tailor our content and marketing. This is necessary for our legitimate interests to improve user experience and inform our marketing strategy. Please note that we do not control the use or storage of the information that you have posted to any social networking Websites. This information is collected and processed by the social networking Websites for their own purposes, including marketing. For more information on how Facebook and X use your personal data please see Facebook’s Privacy Policy and X’s Privacy Policy.

  • Analytics. We may use data analytics to improve our website, marketing, and visitor experiences. This is in line with your explicit consent. You can change your cookie settings at any time on the ‘Privacy & Cookies Policy’ button on our website. You can change your email analytics preferences in your email settings.

  • Comply with legal obligations. Please note we may process your Personal Information without your knowledge or consent where it is required or permitted by law.

How long we keep your Personal Data

Except as otherwise stated below, we store your Personal Data until we fulfil the purposes for which we collected it.

We keep your data on our marketing mailing lists for 3 years. You may unsubscribe at any time.

We will keep aggregated analytics data until we deem it no longer necessary for informing our marketing strategy. Your analytics data will not be re-identified.

We may need to keep your Personal Data for longer to comply with our legal, regulatory, or reporting obligations, or to resolve complaints and disputes. For example, if you have opted out of marketing communications, we will store your request indefinitely so that we can respect the request in future.

Please refer to the cookie policy in the ‘Privacy & Cookies Policy’ button for how long your personal data is kept for each cookie.

Disclosures of your Personal Data

We will share your personal information with Third Party Service Providers where required by law, where you have given explicit permission or where we have another legitimate interest in doing so.

We may use Third Party Service Providers in keeping with the purposes set out in the section How we use your Personal Information and, in particular, to help in the following circumstances:

  • Marketing / External communications

  • Analytics

  • Professional advisory services (including lawyers, bankers, insurers, auditors and accountants who provide legal, banking, insurance, audit and accounting services)

We may share your Personal Information with other entities in our eEducation Albert group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system administration, data storage, select marketing purposes and data hosting. Please see the Sumdog Ltd privacy notice for more.

International Transfers

Your information is stored and processed on the servers of our Service Providers. This will include a transfer of your data outside the UK, to both the EU and the USA.

To ensure your Personal Information receives an adequate level of protection, we require our Service Providers to protect it in a way that respects the EU GDPR and the UK GDPR. Whenever we transfer your Personal Information out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your Personal Information to countries that have been deemed to provide an adequate level of protection or Personal Information.

  • With Third Party Service Providers we may use specific contracts approved for use in the UK which give Personal Information the same protection it has in the UK.

These safeguards are monitored in accordance with the appropriate laws and are kept up to date. If you require further information about these protective measures, please write to our Data Protection Officer.

How we keep your Personal Data safe

Sumdog maintains a reasonable and appropriate security programme designed to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

Our security measures include data encryption in transit and at rest, firewalls, multi factor authentication for systems, malware protection, regular staff training and physical access controls. Sumdog also holds the Cyber Essentials certification.

On your web browser, you’ll see a padlock beside the Maths Week London web address (https://www.mathsweeklondon.org). Clicking the padlock gives you the details of our security certification.

In addition, we limit access to your Personal Data to those employees, agents, contractors and other Third Parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Our security policies are reviewed on an annual basis to ensure they are kept up to date. Changes are approved by senior management.

Automated decision making is not used in our Maths Week London website.

Children’s Data

We do not process children’s data on the Maths Week London website. This website is not intended for children.

If we’re informed that we have collected Personal Data from anyone under 18 without permission, we will delete that data as quickly as possible. If you believe that this has happened, please contact us at privacy@sumdog.com.

Your rights

It is important that the Personal Information we hold about you is accurate and current. Please keep us informed if your Personal Information changes during your relationship with us.

Where the UK GDPR applies, by law you have the right to:

  • Request access to your Personal Data. This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.

  • Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  • Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we have processed your information unlawfully or where we are required to erase your Personal Information to comply with law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  • Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a Third Party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your Personal Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

  • Request the restriction of your Personal Data. This enables you to ask us to suspend the processing of Personal Data about you, (i) if you want us to establish its accuracy or (ii) where our use of the data is unlawful but you do not want us to erase it, (iii) where you need us to hold the data even if we no longer require it as you need to establish, exercise or defend legal claims or (iv) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

  • Request the transfer of your Personal Data to you or another party. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  • In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your Personal Data for a specific purpose (such as electronic marketing or photographs), you have the right to withdraw your consent for that specific processing at any time. We will then no longer process your information for the purpose(s) you originally agreed to, unless we have another legitimate basis for doing so.

If you want to exercise any of these rights, please contact the Sumdog Data Protection Officer in writing. We will try to act on your request within one month. Occasionally it could take us longer than month if your request is particular complex or you have made a number of requests. In this case, we will notify you and keep you updated.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that Personal Information is not disclosed unlawfully.

We will only require a fee if your request is clearly unfounded, repetitive or excessive. Sumdog Ltd reserves the right to refuse to comply with your request in these circumstances.

If the use of your Personal Data is subject to the UK GDPR, you have the right to lodge a complaint about how we handle your personal information with the Information Commissioner’s Office / the ICO. You can call the ICO’s helpline on +44 (0)303 123 1113.

Updating this Privacy Notice

We may change this Privacy Policy from time to time and we will provide you with a new privacy notice by email when we make any substantial updates. We may also notify you in other ways about the processing of your Personal Data.

How to contact us

If you have any query regarding this Privacy Notice or your Personal Data, please e-mail our Data Protection Officer at privacy@sumdog.com. Alternatively, please write to Sumdog Ltd, 43 Queensferry Street Lane, Edinburgh, EH2 4PF, UK or call +44 (0) 131 226 1511.