National Galleries of Scotland Art Competition for Schools Privacy Notice

Who we are

The Board of Trustees of the National Galleries of Scotland is the Data Controller for any personal data you give to us or we collect about you. Our full contact details are:

National Galleries of Scotland
73 Belford Road

0131 624 6200
[email protected]

National Galleries of Scotland is a charity registered in Scotland, No. SC003728. VAT No. GB 100 1904 82

We are a data ‘controller’, which means we are responsible for deciding how we hold and use your personal information.

This notice explains how and why we will collect and use your personal information and your rights in relation to your personal information. We may amend this notice at any time. Please refer back to this page for the most recent version. You may be notified directly of any significant changes which affect you where we believe it is appropriate and proportionate to do so.

What personal data do we collect and what do we do with it?

To administer entries to the competition, we require the following details to be provided on the reverse of submitted artworks:

Entries must be delivered and received by the date on our website, via post or by hand to Learning and Engagement Department, Scottish National Gallery, The Mound, Edinburgh EH2 2EL. Entries cannot be entered by any other means, including electronically. In 2020 entries may be submitted by families for children.

Child’s name
Category entered
Name, address of school
(school entry only) Class teacher
(Family entries only) Parent or carer’s name
(Family entries only) Parent or carer’s email or telephone number

These details are used throughout the competition process including collating a list of winners, contacting winners through their school, nursery, parent or carer, creating winners’ certificates, exhibition text, and producing a range of promotional and celebratory material including a calendar containing a selection of winning artworks, postcards, poster, flyer. The entrant’s name is not used on all material produced.

We ask for families to provide school details so that we can compare information on participating schools from previous years and make contact with schools represented for the first time through families, to encourage participation in future years., and so that we can monitor which schools have been represented in the competitions, directly or indirectly.

Competition winners are invited to attend a prize-giving event and we collect information about who will attend these events with the prize-winner. We gather permissions from parents or guardians to take photographs at the prize-giving event for promotional activity.

Unfortunately we are unable to return any entries received after March 2020. Entries that were received before this will be returned, or can be collected, as per original guidelines. All other artworks, and the data provided on the reverse, will be securely destroyed once they are no longer required.

Legal Basis/ Condition for Processing

All artworks must be submitted by an adult on behalf of the child. This will be either the parent or carer for a family entry, or a teacher who has obtained the parent or carer’s consent to submit an entry on their child’s behalf. In the case of school and nursery entries, it is the responsibility of those schools and nurseries to ensure parents and carers are told how their and their child’s data will be used, and to make them aware of this privacy notice.

All data processing carried out by NGS in relation to the NGS Art Competition for Schools is undertaken either on the basis of consent, or to fulfil the terms and conditions of the competition which you accept when you submit and entry (our contract with you).

Occasionally people who see the NGS Art Competition for Schools exhibition ask if they can buy one or more of the winning works. In this instance NGS will contact the school or family to pass on the message. No data will be shared beyond that which is already available through the exhibition and other promotional material.

Who sees my data?

Your data is handled by a limited number of colleagues and freelancers within the National Galleries of Scotland for processing entries, notifying winners and arranging the prize-giving event. 

Online submissions are made through a third party processor, Typeform. We have a data processing agreement in place with typeform to protect your data. 


If your child is a prize-winner, their name, age category and school will be shared with an external design company who produces their certificates, exhibition graphics and all promotional material as described previously.  The design files created will be shared with a print company to produce the material.  A data processing agreement is in place with the external design company.

The postcards are produced by an external company and sold in National Galleries of Scotland shops.

Within the scope of the art competition, the Scottish Ballet and the Royal Botanic Garden Edinburgh provide additional prizes for a further set of winners.  As part of that relationship with Scottish Ballet and RGBE, NGS shares data with them in the following way: ten artworks are selected by the Scottish Ballet and RGBE who then select their winners. The Scottish Ballet and RGBE may then return the artwork to the schools directly.  Each artwork contains the name of the pupil, the age category and the school, as attached by the teacher submitting the work to the competition and Scottish Ballet and RGBE have access to this data.

International Transfers

Images of prize winners may be posted online and can therefore be viewed from anywhere in the world.  Other than that, we do not transfer personal data relating to this competition internationally.

How long will we keep the data?

Personal data of winners will be kept for a maximum of two years after the entry has been received. The data is kept to enable reprints of promotional material, reprint graphic panels etc for the exhibition tour, and for contacting the school with enquiries regarding potential purchase requests.

What are my rights over access to the data you hold on me?

Where you have given consent for us to use your or your child’s personal data, you can withdraw consent for any future processing at any time.

Subject to some legal exceptions, you have the right:

  • To access the data we hold about you and to know what we are doing with it
  • To have any inaccuracies corrected
  • To have your personal data erased
  • To place a restriction on our processing of your data
  • To object to processing
  • To request your data to be ported (data portability)

If you want to learn more about these rights, please see the Information Commissioner’s Office (ICO) website.

How do I find out more about the competition?

Details of the competition

Competition terms and conditions

How to contact us about your personal data or this privacy notice

If you have any questions about this privacy notice or about your personal data, please contact: 

Data Protection Officer
Director-General’s Office
National Galleries of Scotland
73 Belford Road

Tel: 0131 624 6473

Email: [email protected]


As well as contacting the Data Protection Officer using the details above, you can use our Feedback procedure to make a complaint about the way we process your personal information.

You also have the right to lodge a complaint directly with the UK Information Commissioner's Office (ICO), the data protection supervisory authority in the UK.