Terms & Conditions

1. Introduction

These terms and conditions govern your participation in the AI for All Challenge (the "Challenge"), a research project conducted by Northumbria University (the "University"). By registering for and participating in the Challenge, you agree to these terms.

Last Updated: [Date]

2. Eligibility

The Challenge is open to:

• Schools, colleges, and educational institutions in the United Kingdom
• Youth organizations and community groups working with young people aged 7-18
• Individual participants must be between 7 and 18 years of age

Registration must be completed by an authorized representative of the participating organization (e.g., teacher, youth worker, or other responsible adult).

3. Registration and Consent

3.1 Organization Registration

By registering your organization, you confirm that:

• You have the authority to register on behalf of your organization
• All information provided is accurate and complete
• You will obtain necessary consents from students and their parents/guardians

3.2 Participant Consent

Organizations must obtain appropriate consent before involving students in the Challenge:

• For participants under 16: Written consent from a parent or legal guardian
• For participants 16-18: Their own consent and parental notification
• Organizations are responsible for obtaining and maintaining consent records

4. Intellectual Property

4.1 Participant Work

Participants retain copyright in their original creative work. By submitting work to the Challenge, participants (or their legal guardians) grant the University:

• A non-exclusive license to display, reproduce, and distribute submissions for research, educational, and promotional purposes
• The right to feature submissions in exhibitions, publications, and digital archives
• The right to use submissions in academic research and publications

4.2 Attribution

The University will:

• Attribute work appropriately when permission is granted
• Anonymize submissions where requested
• Respect requests to withdraw work from public display (subject to reasonable notice)

4.3 Challenge Materials

All materials provided by the University (design briefs, resources, templates) are for educational use in connection with the Challenge and may not be used for commercial purposes without permission.

5. Data Protection and Privacy

5.1 Data Controller

Northumbria University is the data controller for personal data collected through the Challenge. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

5.2 What Data We Collect

We collect:

• Organization data: School/organization name, address, contact details
• Contact person data: Name, email, phone number, role
• Participation data: Number of participants, age ranges, chosen design briefs
• Submission data: Creative work submitted to the Challenge
• Communication data: Correspondence with the research team

5.3 How We Use Your Data

We use personal data to:

• Administer the Challenge (registration, resources, support)
• Conduct research on public engagement with AI
• Communicate updates and opportunities
• Organize exhibitions and events
• Produce research publications and reports

5.4 Legal Basis

We process data under the following legal bases:

• Performance of contract (administration of the Challenge)
• Legitimate interests (research purposes)
• Consent (for communications and marketing)

5.5 Data Sharing

We may share data with:

• Research collaborators and partners (subject to data sharing agreements)
• Third-party service providers (e.g., form processing, email services)
• Exhibition venues and host organizations

We will never sell your personal data to third parties.

5.6 Data Retention

We retain data for:

• Registration and administrative data: Duration of the project plus 5 years
• Research data: In accordance with research data management policies (typically 10 years)
• Published work: Permanently in public archives (anonymized or with consent)

5.7 Your Rights

Under data protection law, you have rights including:

• Access to your personal data
• Rectification of inaccurate data
• Erasure of data (in certain circumstances)
• Restriction of processing
• Data portability
• Objection to processing
• Withdrawal of consent

To exercise these rights, contact: [Data Protection Officer contact details]

6. Safeguarding and Child Protection

The University is committed to safeguarding young people. Organizations must:

• Ensure appropriate adult supervision of participants
• Follow their own safeguarding policies and procedures
• Report any safeguarding concerns to appropriate authorities
• Ensure online interactions comply with safeguarding requirements

7. Research Ethics

This project has received ethical approval from [Ethics Committee Name], approval reference: [Reference Number].

The research is conducted in accordance with:

• University research ethics policies
• UK Research Integrity Office guidelines
• British Educational Research Association ethical guidelines

8. Liability

While we make every effort to ensure the Challenge runs smoothly:

• The University is not liable for any loss or damage arising from participation
• Participants engage at their own risk
• The University reserves the right to modify or cancel the Challenge if necessary
• Organizations are responsible for their participants' conduct and compliance with policies

9. Code of Conduct

All participants must:

• Treat others with respect and courtesy
• Submit original work (plagiarism is not permitted)
• Respect intellectual property rights
• Follow instructions from organizers and supervisors
• Comply with relevant laws and regulations

The University reserves the right to disqualify participants who breach this code of conduct.

10. Withdrawal and Changes

10.1 Participant Withdrawal

Participants may withdraw from the Challenge at any time by contacting the research team. Upon withdrawal:

• Registration data will be removed from active systems
• Submitted work will be withdrawn from exhibitions (where practicable)
• Some data may be retained for research purposes in anonymized form

10.2 Changes to Terms

The University reserves the right to modify these terms. Material changes will be communicated to registered participants.

11. Contact and Complaints

For questions about these terms or to raise concerns:

Project Team:
Email: contact@aiforallchallenge.uk

Data Protection Officer:
Email: [DPO email]
Address: [DPO address]

Complaints:
If you are unhappy with how your data has been handled, you can complain to the Information Commissioner's Office (ICO): ico.org.uk

12. Governing Law

These terms are governed by English law, and disputes will be subject to the exclusive jurisdiction of the English courts.