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Terms and Conditions and Privacy Statement

Part A: Terms and Conditions

 

1. What you can submit

You may submit material to the Project in the form of photographs, written stories, audio recordings, or documents (the "Submitted Material"). This may be a creative or fictional work of your own authorship, a factual account, recollection, or historical material, or a mixture of both. Facts and historical information themselves are not owned by you, but the Organisation is asking permission to use your particular account of them as inspiration for the Project.

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2. What you are agreeing to

Licence, not transfer of ownership. You keep ownership and copyright of your Submitted Material. By submitting it, you grant the Organisation a non-exclusive, royalty-free licence to use, adapt, and be inspired by your Submitted Material — in full or in part — for the purpose of creating and publishing the Project.

 

Purpose and scope. This licence is limited to the Project itself and its reasonable promotion. It does not extend to any unrelated use by the Organisation.

Not-for-profit basis. The Project is not-for-profit. If the finished work is ever sold, licensed, or otherwise monetised beyond covering production and distribution costs, the Organisation will contact contributors about this before it happens.

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Duration and territory. This licence applies for as long as the Project remains in publication, and worldwide.

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Adaptation. The finished work may adapt, reinterpret, or fictionalise elements of your Submitted Material.

 

3. Acknowledgment

The Organisation will acknowledge you in writing as a contributor in the published Project, using the name you provide at the point of submission, unless you ask to remain anonymous.

 

4. Your rights as a contributor

Attribution. You have the right to be identified as the source of your Submitted Material.

Adaptation and integrity. You agree not to object to reasonable adaptation on the basis of your moral rights, provided it's not materially damaging to your reputation.

 

Withdrawal. You may withdraw your consent and ask for your Submitted Material to be removed at any time, by contacting us using the details below. Withdrawal after publication may not be possible if your Submitted Material has already been incorporated into the finished work, or already shared in print or other formats where it's not possible to remove.

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5. Your confirmations

By submitting material, you confirm that:

  • your Submitted Material is your own original work, or you otherwise have the right to submit it, and that submitting it does not infringe the rights of any other person;

  • if your Submitted Material names, depicts, or describes any other living person, you have their permission to share this information, or it is already publicly known;

  • you are 18 years of age or older. If a contributor is under 18, a parent or guardian should submit on their behalf.

 

6. About the Organisation

[Insert full legal name of the organisation / entity] is the entity producing and holding the rights to the Project under these terms.

 

Part B: Privacy Statement

 

7. Who we are

[Insert full legal name of the organisation / entity] is the data controller for personal data collected through this site.

 

8. What we collect

  • Your name, email address, and any story text, photographs, audio recordings, or documents you submit;

  • Your name and email address if you register as a site member;

  • Your name and email address if you RSVP to an event;

  • Standard technical information collected automatically by Wix, our website platform, covered separately by Wix's own privacy notice.

 

9. Why we collect it, and our lawful basis

  • Story submissions: to review, and where appropriate publish, your contribution. Lawful basis: your consent, given at the point of submission.

  • Site membership: to manage access to the site. Lawful basis: legitimate interest in running the Project.

  • Event RSVPs: to manage attendance at Project events. Lawful basis: legitimate interest in organising the event you've asked to attend.

 

10. Who we share it with

  • Wix.com, our website hosting and platform provider.

  • [If audio transcription is switched on] AssemblyAI, used only to convert submitted audio into text for review.

  • We do not sell or share your data with any other third party, and do not use it for advertising.

 

11. How long we keep it

  • If your story is published, your name (unless anonymous), photos, audio, and story text are kept for as long as the Project remains in publication.

  • If your story is not published, or you withdraw consent, we will delete your submitted material within [insert timeframe], except where already incorporated into published or printed material.

  • Site membership and RSVP data is kept for [insert timeframe].

 

12. Your rights

Under UK GDPR, you can ask what data we hold about you, ask us to correct or delete it, object to how it's used, and complain to the ICO (ico.org.uk) if unhappy with how we've handled it.

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13. Questions

Questions about this page or the Project can be directed to: hello@ourtownourstory.com

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