This Privacy Policy explains how Global Young Scientists Hub, Inc. collects, uses, shares, retains, and protects personal information connected with the GYSH Science Writing Competition.
1. Who We Are
Global Young Scientists Hub, Inc. (the “Organizer”) is the controller of personal information processed in connection with the Competition. This Policy applies when you register, submit an entry, or participate in Competition activities.
2. Information We Collect
To operate the Competition, we may collect:
- Participant information: name, mailing address, email address, date of birth, gender, telephone number, nationality, residency status, school, grade, language proficiency, and a copy of an identity document such as a passport or national identification card.
- Parent, guardian, or teacher information, when applicable: name, email address, and telephone number.
- Entry content: written submissions and oral statements made during a defense or interview.
- Competition results: judging scores, ranking, and awards.
- Recordings and biometric information, when applicable: audio and video from a defense or interview and facial images collected for identity verification.
- Additional award-recipient information: acceptance statements, profile photographs, and mailing addresses used to send certificates or prizes.
- Sensitive information voluntarily provided for accommodations: information such as a health condition. We process this information only as necessary to provide a reasonable accommodation and with your express consent.
3. How We Use Information
We use personal information to:
- administer registration, identity verification, judging, and publication of results;
- communicate with you and, where applicable, your parent, guardian, or teacher;
- issue awards and certificates and make recommendations to Partner Institutions for opportunities such as internships, publication, or awards invitations;
- conduct statistics, research, training, and quality improvement using anonymized information;
- respond to inquiries and comply with legal obligations.
4. Legal Bases for Processing
We process personal information only when a valid legal basis applies, including:
- Performance of a contract: when processing is necessary to provide Competition services;
- Legal obligations: including obligations to provide information to regulators or law enforcement;
- Legitimate interests: such as preventing misconduct, improving services, and supporting participants;
- Consent: including for marketing or processing biometric or sensitive information. You may withdraw consent at any time.
5. Sharing and Recipients
We may share information with:
- Partner Institutions: schools, universities, laboratories, journals, and similar organizations that verify results, issue awards, or provide related opportunities;
- Service providers and subcontractors: including online submission platforms, email providers, judging systems, and identity or video verification providers, which may process information only to provide contracted services;
- Regulators and law enforcement: when necessary to comply with law or protect the Competition and its stakeholders;
- Third parties you designate: such as an institution to which you ask us to send Competition results.
We do not use personal information for third-party marketing, and we do not sell personal information.
6. Protection of Minors
6.1 The Competition serves students in grades 7–12 and may include minors. A parent or legal guardian must register and accept this Policy and the Terms on behalf of any participant under age 18. We do not knowingly collect personal information directly from a child under age 16—or a higher age where required by applicable law—without parental or guardian consent.
6.2 For participants under age 13, consistent with the U.S. Children’s Online Privacy Protection Act (COPPA), or under a lower threshold established in another jurisdiction, we collect and process information only after obtaining verifiable parental or guardian consent.
6.3 A parent or guardian may review, correct, or request deletion of a child’s personal information and may refuse further collection or use.
7. International Data Transfers
GYSH is an international competition. The Organizer is located in the United States, and some Partner Institutions and service providers may be located in the United States or other countries. Personal information may therefore be transferred outside your country or region. We use safeguards required by applicable data protection laws, including Standard Contractual Clauses where appropriate.
8. Data Retention
We retain personal information only for as long as necessary for the purposes described in this Policy:
- registration and participation records and judging results: three years after your most recent Competition result;
- oral defense or interview recordings: up to three years, depending on the activity;
- biometric data and facial images: for the shortest period reasonably necessary after verification, but not less than 60 days;
- award-recipient mailing information: for a reasonable period after certificates and prizes have been delivered.
We may retain information longer when required by law or necessary to resolve a dispute. You may request earlier deletion unless applicable law permits or requires continued retention.
9. Your Rights
Subject to applicable law, you may have the right to:
- access personal information and receive a copy;
- correct inaccurate or incomplete personal information;
- request deletion of personal information;
- withdraw consent without affecting processing that was lawful before withdrawal;
- restrict or object to processing;
- receive portable data where feasible.
To exercise a privacy right, email gyshwrite@gmail.com. We will respond within a reasonable period.
10. Data Security
We use administrative, technical, and physical safeguards, including encryption in transit and at rest, access controls, and periodic security reviews, to protect personal information. No internet transmission or electronic storage system can be guaranteed to be completely secure.
11. Cookies and Policy Updates
Our website may use cookies and similar technologies to improve the experience and analyze usage. Additional information will be provided in an applicable cookie notice. We may update this Policy from time to time, will post its effective date when updated, and will provide appropriate notice of material changes.
12. Contact
For questions about this Privacy Policy or to exercise your rights, contact gyshwrite@gmail.com.