Privacy Policy

Last updated: January 2026

1. Who We Are

STEM for Britain is a competition organised by the Parliamentary and Scientific Committee All-Party Parliamentary Group (APPG). We are committed to protecting your privacy and personal data in accordance with UK GDPR and the Data Protection Act 2018.

Data Controller: Parliamentary and Scientific Committee APPG

2. What Information We Collect

We collect and process the following personal data:

For Competition Entrants:

  • Name, title, and contact details (email address, telephone number)
  • Academic or professional affiliation and position
  • Research abstract and supporting materials
  • CV or biographical information
  • Photographs taken at the event (with consent)
  • Dietary requirements and accessibility needs

For Website Visitors:

  • IP address and browser information
  • Cookies and similar technologies (see our Cookie Policy)
  • Information you provide through contact forms

3. How We Use Your Information

We use your personal data for the following purposes:

  • Processing and administering competition entries
  • Communicating with entrants about the competition
  • Organising the exhibition event at Parliament
  • Publishing competition results and winner information
  • Promoting STEM for Britain and showcasing research
  • Improving our website and services
  • Complying with legal obligations

Legal Basis for Processing:

  • Consent: When you submit an entry or sign up for communications
  • Legitimate interests: For running the competition and promoting STEM research
  • Legal obligation: When required by law

3A. Understanding the Competition Process

When you submit an entry to STEM for Britain, you should be aware of how your research materials will be handled:

Necessary Sharing: By entering the competition, your research abstract, poster, and application materials will be shared with and reviewed by:

  • Competition judges and peer reviewers
  • Parliamentary and Scientific Committee members and staff
  • Administrative personnel managing the competition process

This sharing is essential to the operation of the competition and is a necessary part of your participation. You cannot enter the competition without agreeing to this processing.

Website Publication: In addition to the competition review process, we make research abstracts and posters publicly available on the STEM for Britain website to showcase early career research and promote STEM subjects. This publication is generally automatic unless you explicitly opt out during the application process. You can request removal of your materials from public display at any time by contacting us.

Your Responsibilities: By submitting your work, you confirm that:

  • You have the right to share the research materials you upload
  • Your submission does not contain confidential or sensitive information that should not be shared
  • You retain copyright of your work; we are simply hosting it for competition and promotional purposes

4. Who We Share Your Information With

We may share your personal data with:

  • Parliamentary and Scientific Committee APPG members and staff
  • Event venues and caterers (for event logistics only)
  • Judges and peer reviewers (anonymised where appropriate)
  • Sponsors and partners (with your explicit consent)
  • Professional photographers (for event coverage)
  • IT service providers and website hosts
  • Government bodies (if legally required)

We do not sell your personal data to third parties.

5. Publishing Your Information

If you are selected as a finalist or winner, we may publish:

  • Your name, institution, and research title on our website
  • Your research abstract
  • Photographs from the event
  • Press releases and media coverage

You can request that we limit this publication by contacting us.

6. How Long We Keep Your Information

We retain personal data for the following periods:

  • Competition entries: 3 years after the competition year
  • Winner information: Indefinitely for historical records
  • Website analytics: 26 months
  • Marketing consent records: Until consent is withdrawn
  • Financial records: 7 years (legal requirement)

7. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate or incomplete data
  • Erase your data (in certain circumstances)
  • Restrict processing of your data
  • Object to processing based on legitimate interests
  • Data portability (receive your data in a portable format)
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us using the details below.

8. International Transfers

We primarily store and process data within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

10. Cookies

Our website uses cookies to improve your experience. You can control cookie settings through your browser. For more information, see our Cookie Policy.

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please contact us:

Parliamentary and Scientific Committee

Email: Office@scienceinparliament.org.uk

Office Address: 2nd Floor, 201 Great Portland Street, London W1W 5AB

Correspondence Address: 1 Lych Gate Walk, Hayes, Middlesex, UB3 2NN

To lodge a complaint with the supervisory authority:

Information Commissioner’s Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Telephone: 0303 123 1113 Website: https://ico.org.uk