Calendar competition - Terms and Conditions 2024

CALL FOR PHOTOS FOR THE 2024 CWGF CALENDAR - TERMS AND CONDITIONS

03.07.24

1. The Commonwealth War Graves Foundation (CWGF) of 2 Marlow Road, Maidenhead, Berkshire, SL6 7DX, (a Charity registered in England and Wales with registration number 1171947 and Scotland SC051982) (“We” “Our” Us”)

2. How to enter

2.1 The competition will run from 09:00am 1 August 2024 (the "Opening Date") to 11:59pm on 31 August 2024 (the "Closing Date") inclusive.

2.2 All competition entries must be uploaded through the CWGF website by no later than 11:59 pm on 31 August 2024 or sent by email with the subject header ‘’CWGFCalendar2024’’ to: [supporters@cwgc.org] by 11:59 pm on the Closing Date. All competition entries received after the Closing Date are automatically disqualified.

2.3 To enter the competition:
(a) You must submit a photo of a Commonwealth War Grave, memorial or cemetery using the details above (see 2.2) by the Closing Date.
(b) There is no restriction on the number of entries per person.

2.4 No purchase necessary.

2.5 By submitting a competition entry, you are agreeing to be bound by these terms and conditions.

2.6 There is no maximum number of entries per person, however, each image can only be entered once. It must be your own original work. You must be the sole author and owner of all copyright of all photos entered. We do not accept any liability for the publication of unlawfully reproduced images.

2.7 Computer-altered or generated images will not be accepted. All photos much be submitted in digital format (png. or jpg.)

2.8 Photos submitted should not exceed the file size of 25MB, and must be of the appropriate publishing resolution standard of 300dpi for printed images. 

2.9 Please see https://foundation.cwgc.org/calendar-competition-terms-and-conditions-2024/ for a copy of these competition terms and conditions.

2.10 The competition entries will be judged by a panel of at least two judges. The panel will choose, in their opinion, up to thirteen best photos to be included in the Calendar. The decision of the panel of judges (acting reasonably) will be final.

2.11 A list of names of the judges is available on request.

3. Eligibility

3.1 The competition is only open to all amateur photographers aged 18 years or over, except employees of the CWGF or their immediate family members. 

3.2 In entering the competition, you confirm that you are eligible to do so.

3.3 We do not accept competition entries that contain images of:
(a) People where able to identify them;
(b) Anything that would infringe a third party’s intellectual property or other rights.

3.4 Please ensure that if you are entering private land, you have the landowners permission.

3.5 Entries on behalf of another person will not be accepted and joint submissions are not allowed.

4. The prize

4.1 The winning photos will be included in our 2025 calendar. There are no other prizes and no cash alternatives.

5. Winners

5.1 The decision of the judges is final and no correspondence or discussion will be entered into.

5.2 We will contact the winner as soon as practicable after the Announcement Date by email. 

5.3 We will publish the names of the prize winner(s) and their winning entries via their website and official social media channels by September 2024 (the ‘’Announcement Date’’).

5.4 By entering this competition, you agree to your name and photo being published as detailed in clause 7.

5.5 We will make reasonable efforts to contact the winner(s) however the photos may be published without further notification after they have been submitted.

6. Limitation of liability

Insofar as is permitted by law, we, our agents or distributors will not in any circumstances be responsible or liable to compensate entrants or accept any liability for any loss, damage, personal injury or death occurring as a result of this competition except where it is caused by our negligence, our agents negligence agents or distributors or that of our employees. Your statutory rights are not affected.

7. Ownership of competition entries and intellectual property rights

7.1 We do not claim any rights of ownership in your competition entry. However, we and the Commonwealth War Graves Commission may use the images submitted (whether or not they be the winning entry) in accordance with clause 7.2 and 7.3 below.

7.2 By submitting your competition entry, you agree to:
(a) Grant to us and the Commonwealth War Graves Commission a perpetual, irrevocable, royalty-free, worldwide licence to use, edit, alter and publish your photo(s), by all means and in all media, including on our websites, social media and other materials (whether digitally or otherwise); and
(b) waive all moral rights,
and otherwise arising in connection with your entry to which you may now or at any time in the future be entitled under the Copyright, Designs and Patents Act 1988 as amended from time to time and under all similar legislation from time to time in force anywhere in the world.

7.3 You agree that we may, but are not required to, make your entry available on its website www.cwgc.org  and any other media, whether now known or invented in the future, and in connection with any publicity of the competition. You agree to grant us and the Commonwealth War Graves Commission a non-exclusive, worldwide, irrevocable, royalty free and sublicensable licence, for the full period of any intellectual property rights in the competition entry, to use, display, publish, transmit, copy, edit, alter, store, re-format and sub-licence the competition entry for such purposes.

8. Data protection and publicity

8.1 We will only process your personal information as set out in the Calendar competition terms & conditions | CWGF (cwgc.org) See also condition 5 with regard to the announcement of winners.

9. General

9.1 If there is any reason to believe that there has been a breach of these terms and conditions, we may, at our sole discretion, reserve the right to exclude you from participating in the competition.

9.2 We reserve the right to hold void, suspend, cancel, or amend the competition or these terms and conditions at any time where it becomes necessary to do so.

9.3 These terms and conditions shall be governed by English law, and the parties submit to the non-exclusive jurisdiction of the courts of England and Wales.

Privacy Notice: CALL FOR PHOTOS FOR THE 2024 CWGF CALENDAR

1. Identity of the Data Controller

The Commonwealth War Graves Commission (CWGC) is a data controller for some of the personal data that you submit to the organisation on social media platforms, such as where it uses that information for its own purposes. This includes personal data that you share with the CWGC via social media when you tag the organisation in tweets, when you use certain hashtags, or when you post pictures that you wish to share with us.

The UK Information Commissioners Office is the supervisory authority for all matters concerning the processing of your personal data within the UK where CWGC’s head office is located.

The CWGC’s Data Protection Officer can be contacted by emailing dpo@cwgc.org if you would like clarification on any points relating to the CWGC’s processing of your personal data.

2. Purposes for collecting the data

The CWGC will collect the name and shipping details of the competition winner for the purpose of dispatching the prize. It may be necessary to contact you regarding your submission via private message on the social media platform.

2.1 Photographic Information

We may use the photo content you have submitted in social media advert campaigns and press releases.

Photography may be used for CWGC or CWGF (Commonwealth War Graves Foundation) educational and promotional purposes, in leaflets, calendars and on CWGC information material.

2.2 Personal Information Uses

The personal details collected are the sole means of corresponding about the content that’s been uploaded. In some occasional circumstances, it may be necessary to contact you using the details you have provided to discuss your submission, but this will be with your consent via a private message.

2.2.1 Lawful basis

The processing of your personal data is based on consent.

We may wish to contact you with information about the Commission of Foundation membership where you indicate explicitly that you agree to receive such communications.

You have the right to withdraw consent to receiving marketing or promotional material or to object to aspects of data processing. Please send your request to enquiries@cwgc.org.

Please ensure that you also copy in the Data Protection Officer (dpo@cwgc.org).

3. Retention

The personal data that you upload will be kept for as long as necessary for the purposes which have been specified above. The Commission has set a retention period for this data of five years, at which time we will review the data held in relation to the purposes to determine if further retention is necessary and proportionate.

4. Information Rights

The CWGC wants you to be aware that you have rights regarding the processing of your personal data.

The General Data Protection Regulation provides the following rights for individuals whose personal data is processed in the EU or the UK:

The Right to be informed – an obligation upon the CWGC to provide clear and transparent details of our processing. This information can be found through this privacy notice published on the CWGC website, or in terms and conditions before you opt into our services.

The Right of Access – Individuals can request a copy of the personal data held on them free of charge and within 30 days. Information uploaded to the Share their Stories page is already freely accessible via the website.

The Right to Rectification – to have personal data rectified if its inaccurate or incomplete. We will take decisions in relation to rectification on a case by case basis.

The Right to Erasure – an individual may request the deletion or removal of personal data where there is no legitimate reason for its continued processing.

The Right to Restrict Processing – when processing is restricted, the CWGC is permitted to store personal data, but not further process it or pass it to others for processing.

The Right to Data Portability – allows individuals to obtain and reuse their personal data for their own purposes across different services.

The Right to Object – Individuals have the right to object to:

Processing based on legitimate interests or the performance of a task

Direct marketing

Processing for purposes of scientific/historical research and statistics

Automated decision taking and profiling

5. Additional Enquiries

If you have any complaints about the use of your information or additional questions regarding this competition, please email supporters@cwgc.org and we’ll do our very best to help you.