Internal review draft
Privacy Notice
A plain-language working outline of the information the competition may need—and the information the public form should never ask for.
The legal organizer/data fiduciary, privacy owner, processors, consent wording, retention periods and request channel are pending. No registration data is being collected on this review build.
01 · Who is responsible
The accountable organization must be named before launch.
Confirm the organizer's exact legal name and address, the responsible privacy owner, and the final privacy request email or channel. “Presented by TheConversions” is campaign branding and does not by itself identify the legal data fiduciary.
02 · Proposed data
Collect only what the competition needs.
- Name, age confirmation, verified mobile number and email.
- Teaching category, school/centre/tutor context, Bhopal location, current role and subjects or learner levels taught.
- Proportionate pre-payment teacher-verification evidence, with unnecessary identifiers and learner information redacted.
- Story title, language, intended student age group, story text/file and classroom note.
- Declarations, accessibility request, submission timestamps and system-generated entry/payment references.
- Technical, security and attribution records needed to operate and protect the entry flow.
Teacher verification must not request Aadhaar, PAN, bank details, biometrics or contact information for a minor learner. Raw evidence must use a secure, restricted-access process and must never be shown to judges.
03 · Proposed purposes
Why information may be used.
- To verify contact details and current teaching status before payment, then administer one registration.
- To receive, store, screen, anonymize and judge an entry.
- To reconcile payments and resolve failed, pending or duplicate transactions.
- To communicate status, verification, review requests and results.
- To prevent misuse, duplicate entries and security incidents.
- To measure campaign performance using source/UTM data without counting incomplete entries as registrations.
Confirm the lawful basis/consent presentation for each purpose and keep optional marketing consent separate from competition administration. No optional marketing use should be implied by entering.
04 · Access and sharing
Access should follow the task.
Operations may need identifiable registration data. Judges should receive anonymized eligible entries. Finance may need payment references. Verification reviewers may need limited identity and role evidence. Technical providers may process data only to operate approved services.
Name all hosting, form, analytics, OTP, file-storage, payment, email/SMS and review providers; document where data is stored, access roles, contracts, international processing if any, and breach/escalation ownership.
05 · Retention
Nothing should be kept “just in case.”
- Proposed raw teacher-evidence deletion: within 30 days after the result or that participant's appeal closure, whichever is later.
- Proposed non-selected manuscript deletion or irreversible anonymization: within 90 days after the result.
- Proposed account/contact deletion: 90 days after result/appeal closure unless a documented dispute or legal duty requires a limited exception.
- Selected work is retained only under separate written showcase consent, proposed for no more than 24 months.
- Payment/statutory records follow the separate CA-confirmed legal schedule and remain outside judging data.
The operating proposal is approved for the local build. Before launch, confirm processor deletion, backup expiry, anonymization standard, exception ownership and the statutory finance schedule.
06 · Participant choices
A visible route for questions and requests.
The final notice should explain how a participant may request access, correction, withdrawal or erasure where applicable, how identity is verified, expected response time, and how unresolved concerns are escalated.
Withdrawing an entry does not automatically decide the refund outcome; that is governed by the final Fee & Refund Policy.
The campaign email, privacy request owner, grievance route and response time are not yet confirmed. They must appear here before data collection begins.