(Avidator Maths League – Filming, Recording and YouTube Publication)

Version: 1   Date: 1st February 2026

This privacy notice explains how London School of Emerging Technology Ltd (“we”, “us”, “our”) uses personal data about children who apply for, attend or participate in the Avidator Maths League; and parents/guardians who register children or provide permissions.

1. WHO WE ARE (DATA CONTROLLER)

We are: Avidator Ltd (Company no. 14030277)

Registered address: Office 3002, 182-184 High Street North, London, England, E6 2JA.

Email: [email protected]Telephone: +44 (0) 20 3151 2082

We are the “data controller” for the personal data described in this notice (meaning we decide how and why it is used).

2. WHAT THIS NOTICE COVERS

This notice covers:

• event registrations and administration;

• safeguarding and welfare arrangements;

• filming/photography/audio recording at the event;

• producing and publishing a recorded quiz show (including on YouTube);

• sharing footage with third parties involved in filming, editing and publication; and

• your rights under UK GDPR.

3. THE PERSONAL DATA WE COLLECT

(i) Personal data about children

• Depending on what you provide and what happens at the event, we may collect:

• Identity details: child’s name, date of birth, age group/year group

• Contact/admin details: home address, home borough (for performance licensing), registration details, team allocation

• Event participation data: attendance, scores/results, prizes awarded (if applicable)

• Footage: video recordings, audio recordings and photographs taken at the event (“Footage”)

• Safeguarding/admin notes: for example, seating allocations or supervision notes where relevant to welfare

• Health information (special category data): allergy information or medical needs if you choose to provide it (e.g. asthma, allergies, diabetes), and any first aid incident record if an incident occurs

(ii) Personal data about parents/guardians

We may collect:

• name, relationship to child and contact details (email/phone/address)

• consent and permission records (what you agreed to, when and how)

• communications with us (emails/messages/queries)

4. WHERE WE COLLECT PERSONAL DATA FROM

We collect personal data from you (parents/guardians) during registration and consent processes; the child and/or parent/guardian at the event (e.g. sign-in/out records); our filming/photography during the event; and in some cases, local authorities/licensing bodies where required for performance licensing.

5. WHY WE USE PERSONAL DATA 

We use personal data to:

(i)Run the event and manage participation

• process registrations and manage attendance

• allocate teams/slots and administer the competition format

• communicate with parents/guardians about the event

(ii) Safeguarding, welfare and supervision

• plan and implement safeguarding measures (including sign-in/out processes and supervision arrangements)

• manage welfare needs, including distress/overwhelm procedures and quiet space arrangements (if applicable)

• collect and use medical/allergy info to keep children safe (where provided)

(iii) Performance licensing and compliance

• identify each participating child’s home borough and support applications for child performance licences or exemptions (or BOPA where applicable)

• respond to requests from licensing officers and facilitate any inspections

(iv) Filming and media production

• record video/audio/photographs of the event

• produce, edit and compile the quiz show and related clips/trailers/highlights

(v) Publication and promotion

• publish the Programme and clips on YouTube (including Shorts), our website and our official social media channels

• promote the Programme and future editions of the event

(vi) Managing issues and protecting our organisation

• handle complaints, withdrawal requests, legal enquiries and insurance matters

• maintain audit trails demonstrating compliance with safeguarding and licensing obligations

6. LAWFUL BASES FOR PROCESSING (UK GDPR)

We rely on the following lawful bases:

(i)Contract / taking steps at your request (Article 6(1)(b))

Where you register your child for participation, we process necessary admin details to run the event and manage participation.

(ii) Legitimate interests (Article 6(1)(f))

We process certain data to run and improve the event safely and effectively (e.g. supervision planning, operational logs, basic security measures), and to produce and promote the Programme, where this is balanced against children’s rights and safeguarded appropriately.

(iii) Legal obligation (Article 6(1)(c))

Where applicable, we process data to comply with legal obligations relating to child performance licensing, safeguarding expectations, and responding to local authority requests/inspections.

(iv) Consent (Article 6(1)(a))

We rely on parental/guardian consent for:

• filming/photography/audio recording of participating children for publication; and

• publishing footage on platforms such as YouTube and our official channels.

Special category data (health information) – Article 9

Where you provide medical/allergy information, we process it:

• with your explicit consent; and/or

• where necessary to protect the child’s vital interests in an emergency.

7. FILMING, USE OF FOOTAGE AND WHERE IT WILL APPEAR

We may record video, audio and photographs at the event.

Footage may be used in full episodes of the Programme; in short clips/trailers/highlights and YouTube Shorts; on our website and official social media channels; and for promotional materials related to the Programme.

We take steps to limit unnecessary identification. Unless separately agreed, we will not publish children’s full names, home addresses, contact details, or school identification.

IMPORTANT: Once footage is published online (including on YouTube), it may be shared, re-posted, clipped or downloaded by others, and we cannot fully control this.

8. WHO WE SHARE PERSONAL DATA WITH (RECIPIENTS)

We may share personal data (including Footage) with:

• filming and photography providers

• editing, post-production, captioning/subtitling providers

• release/consent management service providers

• IT and cloud storage providers (for secure storage and collaboration)

• platform providers such as YouTube and social media platforms (when we publish content)

• venues and event partners where needed for event management and safety

• local authorities/licensing bodies and inspectors (where required)

• professional advisers (e.g. legal, insurance) where necessary

We only share what is reasonably necessary for the purposes in this notice and require appropriate confidentiality and security obligations where applicable.

9. INTERNATIONAL TRANSFERS 

Some of our third-party service providers may be located outside the UK, including in India. This may involve transferring personal data (including Footage) outside the UK for editing and release/consent management.

Where we transfer personal data internationally, we ensure appropriate safeguards are in place in line with UK GDPR, such as: contractual protections designed for international transfers; security requirements and access controls; and limiting transfers to what is necessary.

10. HOW LONG WE KEEP PERSONAL DATA 

We keep personal data only for as long as necessary for the purposes described above. Typical retention approach:

• Registration/admin records: kept for a reasonable period after the event for administration, queries and audit.

• Consent forms and consent logs: kept as long as needed to demonstrate consent and compliance.

• Safeguarding/incident records: kept as long as necessary for safeguarding, legal and insurance purposes.

• Medical/allergy information: used for event safety and retained only as long as necessary for safety/compliance.

• Footage (raw and edited): may be retained as long as reasonably necessary for producing, distributing and maintaining the Programme and related content (including archives).

If you would like more detail on retention, contact us using the details above.

11. WITHDRAWING CONSENT AND REMOVAL REQUESTS

You can withdraw consent at any time by contacting us at [email protected]. Please include the child’s name, event date and what you want withdrawn (e.g. filming, publication, interviews).

If consent is withdrawn we will act reasonably to remove content from our own channels/accounts where practicable; but we cannot guarantee removal from third-party re-uploads, screenshots, caches, archives, or external sharing outside our control.

12. YOUR RIGHTS (AND YOUR CHILD’S RIGHTS)

Under UK GDPR, you have rights (subject to legal limits), including:

• Access – to request a copy of personal data we hold

• Rectification – to correct inaccurate data

• Erasure – to ask us to delete data (in certain circumstances)

• Restriction – to ask us to limit how we use data

• Objection – to object to processing based on legitimate interests

• Data portability – in certain circumstances

Because this involves children and published footage, some rights may be limited in practice once content has been shared publicly, but we will handle requests fairly and in line with the law.

To exercise rights, contact us at [email protected]

13. SECURITY

We take appropriate technical and organisational measures to protect personal data, including access controls and limiting who can view Footage and consent records.

14. COMPLAINTS

If you have concerns, please contact us first so we can try to resolve them. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

15. CHANGES TO THIS NOTICE

We may update this notice from time to time. We will provide the most current version alongside our consent documentation.