Privacy Notice for APLO Contestants
As part of your participation in the Asia-Pacific Linguistics Olympiad (APLO), we collect and process certain personal data. This notice explains what information we collect, why we collect it, how we store it, and your rights under the General Data Protection Regulation (GDPR).
1. What Data We Collect
We collect the following information:
- Full name
- Date of birth
- Gender
- Country of representation
- Competition results (scores and rankings)
If applicable, we may also collect the contact details of a parent or guardian.
2. Why We Collect This Data
We collect this data to:
- Organize and run the APLO competition
- Determine eligibility and age categories
- Maintain accurate records of participation and results
- Communicate with contestants or their guardians
- Ensure fairness and statistical analysis of results
Our lawful basis under GDPR is your consent (and parental consent where required) and our legitimate interest in administering an international academic competition.
3. How We Store and Protect Your Data
- Your data is stored securely using Google Workspace, a cloud service that complies with GDPR through a signed Data Processing Agreement (DPA) and Standard Contractual Clauses (SCCs).
- Access is restricted to authorized APLO organizers.
- Data is protected through encryption, secure access controls, and other technical safeguards.
- We do not share your personal data with third parties except where required by law or with your explicit consent (e.g., for university scholarships or academic publications).
4. Data Retention
We retain personal data permanently as part of the official APLO historical record. This is justified under GDPR as archiving in the public interest, supporting academic documentation, statistical analysis, and the integrity of past competitions.
All data is stored securely, with strict access controls and encryption in place. Although data is not automatically deleted, participants (or their legal guardians) may request deletion of their personal data, subject to an assessment of whether it is essential for our archival purposes.
5. International Transfers
Although data may be stored on servers located outside the European Economic Area (EEA), including in the United States, Google Workspace provides legally recognized safeguards, including Standard Contractual Clauses (SCCs), to ensure your data remains protected under GDPR.
6. Your Rights
Under the GDPR, you (or your guardian) have the right to:
- Request access to your data
- Request correction or deletion
- Object to or restrict processing
- Withdraw consent at any time (without affecting the lawfulness of prior processing)
To exercise these rights, please contact us at: [email protected]
7. Contact
If you have questions or concerns about your data, please contact:
International Board of APLO
Email: [email protected]
Website: https://aplo.asia
If you are a resident of the European Union and believe your data protection rights have been violated, you also have the right to lodge a complaint with your national data protection authority.