Goodfellow Research Poster Awards 2027
Competition privacy notice
Last updated: 27 October 2026
This notice explains how Goodfellow uses personal data in connection with the Goodfellow Research Poster Awards 2027 (the “Competition”). It applies to entrants, and to the people entrants tell us about: supervisors, co-authors, heads of department and institutional purchasing, procurement or finance contacts, and authorised representatives of winning Institutions. It supplements the Goodfellow Group privacy notice, which explains how we handle personal data more generally.
1. Who we are
The Competition is run by Goodfellow Cambridge Limited, Unit C1, Ermine Business Park, Huntingdon, PE29 6WR, United Kingdom, registered in England and Wales under company number 01188162.
The controller of the personal data described in this notice is Advanced Scientific Materials Limited, the holding company of the Goodfellow Group, whose registered office is Unit C1, Ermine Business Park, Huntingdon, PE29 6WR, United Kingdom. Goodfellow Cambridge Limited and other Goodfellow Group companies process personal data on its behalf to run the Competition and fulfil prize orders.
In this notice, “Goodfellow”, “we” and “us” mean Advanced Scientific Materials Limited and, where relevant, the Goodfellow Group companies acting on its behalf.
You can contact our Group Data Protection Officer at dataprotection@goodfellow.com or by post at the address in section 9.
Our representatives in the European Union
Under Article 27 of the EU GDPR, our representative in the European Union is Goodfellow GmbH, Alstertwiete 3, D-20099 Hamburg, Germany (de@goodfellow.com). For France, our representative is Goodfellow SARL, 229 rue Solferino, 59000 Lille, France (fr@goodfellow.com).
2. The personal data we collect
If you enter the Competition
- Entry details: your name, institutional email address, country, institution, department or school, career stage and year your PhD was awarded or is expected.
- Your entry: your poster, poster title, abstract, research area and the Goodfellow material your research features.
- Optional details: your LinkedIn profile and how you heard about the Competition.
- If you are shortlisted: your 2-minute video, and recordings of your finalist presentation if you reach the final.
- If you are a finalist: your written End User Statement and the outcome of eligibility, sanctions and export-control screening.
- If you win: your name, institution and photograph for announcing the results, and correspondence about delivering the prize.
- Your choices: the declarations you make on our forms and whether you opt in to marketing.
We do not ask for special category data, such as health information. Please do not include it, or other people’s personal data or confidential information, in your poster, abstract or video. You must give the entry details, entry and (if shortlisted) the video and extra information we ask for in order to take part; anything marked optional is optional.
If an entrant has told us about you
If you are an entrant’s supervisor, co-author, head of department or your institution’s purchasing, procurement or finance contact, we receive your details from the entrant, not from you. We collect only your name, job title, institution and the work contact details your institution already publishes. For co-authors, we collect only your name and institution.
We will give you a copy of this notice, or a link to it, when we first contact you, and within one month of receiving your details at the latest. Where we hold no contact details for you (for example, a co-author whose name and institution only were given to us), we ask the entrant to pass this notice on to you, and we publish it on the Competition page.
3. How we use personal data, and our lawful bases
| Purpose | Whose data | Lawful basis (UK GDPR) |
|---|---|---|
| Running the Competition: receiving and judging entries, shortlisting, finalist sessions and announcing winners | Entrants | Performance of the Competition terms you accept by entering (Article 6(1)(b)) |
| Verifying that entrants are eligible | Entrants, supervisors, heads of department | Our legitimate interest in running a fair competition (Article 6(1)(f)) |
| Sanctions, export-control and end-use screening of entrants, finalists, their supervisors, co-authors and institutions | Entrants and the people they name | Compliance with our legal obligations (Article 6(1)(c)) and our legitimate interest in managing compliance risk (Article 6(1)(f)) |
| Delivering prizes, including setting Goodfellow up as a supplier and confirming acceptance | Winners, heads of department, purchasing contacts and authorised representatives | Our legitimate interest in delivering prizes through a compliant route (Article 6(1)(f)) |
| Publishing shortlisted posters, abstracts, videos, names, institutions and photographs to promote the Competition | Shortlisted entrants | Your consent (Article 6(1)(a)), given separately when you are shortlisted, which you can withdraw at any time |
| Sending marketing emails | Entrants who opt in | Your consent (Article 6(1)(a)), which you can withdraw at any time |
| Keeping records of fair judging, screening, prize delivery, tax, customs and accounting | All | Compliance with our legal obligations (Article 6(1)(c)) |
We never add supervisors, co-authors, heads of department or purchasing contacts to marketing lists. We use their details only for the purposes above. We do not use entry data for sales prospecting. We check entrants’ institutions against our customer records only to identify judging conflicts of interest and to set up prize delivery.
We do not make decisions about you based solely on automated processing. Judging and screening outcomes are reviewed by people.
4. Who we share personal data with
- The judges, including the independent judge, who see entries and shortlist materials.
- Goodfellow Group companies, including Goodfellow Cambridge Limited as the Competition organiser, that help us run the Competition and fulfil prize orders.
- Service providers that act on our behalf: HubSpot (forms, email and data storage) and Salesforce (customer relationship management).
- Our PR agency, for publicity about shortlisted entrants and winners.
- Institutions: the winning Institution, including its authorised representative, head of department and procurement or finance contacts, when we confirm acceptance and deliver prizes.
- Couriers and freight forwarders that deliver prize orders to institutions.
- Professional advisers and authorities, where the law requires it or to protect our legal rights.
Once we publish shortlisted entries with your consent, they are publicly visible on our website and social media.
5. International transfers
The Goodfellow Group has companies in the United Kingdom, the United States, France, Germany, Switzerland and China, and HubSpot and Salesforce are based in the United States. Personal data may therefore be transferred outside the country where you live.
Where we transfer personal data, we rely on recognised adequacy decisions or use appropriate safeguards, such as Standard Contractual Clauses, the UK International Data Transfer Agreement, or the EU-US Data Privacy Framework and its UK Extension where a provider is certified. Transfers between Goodfellow Group companies are covered by intra-group data transfer agreements. You can ask us for more information about these safeguards. Transfers of personal data from the European Economic Area to the United Kingdom rely on the European Commission’s adequacy decision for the UK.
6. How long we keep personal data
We keep personal data only for as long as necessary for the purposes described in this notice, in line with the Goodfellow Group privacy notice. Typical retention periods are:
- Prize orders and related transaction records: up to 7 years after the last activity.
- Entries that are not shortlisted: deleted within 6 months after the winners are announced.
- Shortlisted entries, videos and photographs: kept while the licence in the Competition rules applies, or until you withdraw consent if earlier.
- Recordings of finalist presentations: 12 months after the Competition ends.
- Eligibility, screening, End User Statement and judging records: 7 years after the Competition ends.
- Contact details of supervisors, co-authors, heads of department and procurement contacts: deleted within 12 months after the Competition ends, unless the Institution wins and the details are needed to deliver the prize.
- Marketing suppression lists: for as long as needed to respect your opt-out preferences.
Longer retention may apply where required by law or regulation, or for the establishment, exercise or defence of legal claims. When data is no longer needed, it is securely deleted or anonymised.
7. Your rights
You have the right to:
- ask for a copy of your personal data
- ask us to correct inaccurate data
- ask us to delete your data
- ask us to restrict how we use your data
- object to our use of your data where we rely on legitimate interests
- ask us to transfer data you gave us to another organisation
- withdraw your consent at any time, where we rely on consent. This does not affect anything we did before you withdrew it.
Some rights depend on the lawful basis we rely on, and withdrawing from the Competition may be the only way to stop some processing that the Competition needs. To exercise your rights, contact dataprotection@goodfellow.com. We may ask for information to confirm your identity. You can unsubscribe from marketing using the link in any of our emails.
You also have the right to complain to the Information Commissioner’s Office (ico.org.uk) or to the data protection authority where you live or work. We would welcome the chance to help first: you can complain to us at dataprotection@goodfellow.com, and we will acknowledge your complaint within 30 days and tell you the outcome without undue delay.
8. Changes to this notice
We may update this notice during the Competition. We will publish any changes on this page and, where they are significant, let entrants know.
9. Contact us
Data protection questions and requests: dataprotection@goodfellow.com
Export control, sanctions and other compliance questions: compliance@goodfellow.com
Questions about the Competition: events@goodfellow.com
Post: Advanced Scientific Materials Limited, Unit C1, Ermine Business Park, Huntingdon, PE29 6WR, United Kingdom
Questions about your data?
Contact dataprotection@goodfellow.com