Entry form - template

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Model entry form — an edition organised in Romania

Use with the edition's rules and the complete privacy information below. The organiser completes administrative fields before opening registration. This public model does not collect entries: do not publish personal data or signatures by editing this wiki page.

1. Edition and registration details

  • Edition / town / school / region: __________________.
  • Organiser and legal identification: __________________.
  • Rules: address __________________; version dated __________________.
  • Deadline and time zone: __________________.
  • Entry channel confirmed by the organiser: __________________.

2. Participant details

  • Full name — necessary to administer participation: __________________.
  • Public attribution name / pseudonym: __________________.
  • Age category and age on the reference date in the rules: __________________.
  • Town / country: __________________.
  • Adult's or child's representative's contact email: __________________.
  • Telephone — optional where email suffices: __________________.
  • Teams: members, roles and contact person: __________________.

Do not routinely request a national identification number, identity document copy, full home address or complete date of birth. Additional eligibility checks must be necessary, proportionate and private. Collect tax or delivery information only from prize recipients where required by law or delivery arrangements.

3. Participants under 18

  • Legal representative: name __________________; capacity / relationship __________________; email __________________.
  • Under 14: the representative enters and signs on the child's behalf.
  • Ages 14–17: the participant signs with parental / guardian approval, subject to statutory exceptions concerning legal capacity.
  • The organiser reasonably verifies representation without publishing documents. This form does not replace further authorisations legally required for a particular act.

4. Artwork

  • Title and file identifier: __________________.
  • Place / subject represented: __________________.
  • Description: within the edition's word limit __________________.
  • Files and formats: according to the edition's requirements __________________; SVG and a PNG preview are suggested for this working model.
  • Third-party elements and licences / permissions: __________________.
  • AI tools used and human contribution: __________________.

5. Separate declarations and agreements

  • ☐ I have read and accept the rules identified in section 1.
  • ☐ To the best of my knowledge, I hold the necessary rights in my contribution and have identified third-party elements and AI tools used. I do not present someone else's creation as mine.
  • ☐ I authorise necessary competition uses within the attached non-exclusive agreement, identified by title and version: __________________. Public reuse is chosen separately there; entry does not waive moral rights or automatically place work in the public domain.
  • ☐ I acknowledge receiving privacy information. This acknowledges receipt; it is not blanket consent to all processing.

Optional choices, not preselected and with no effect on judging:

  • ☐ I wish to receive future-edition news at my email. I may withdraw at any time through the stated contact / unsubscribe channel.
  • ☐ I agree to promotional use of my photograph / recording under separately described conditions: purpose __________________; channels __________________; duration __________________; withdrawal __________________. Do not request this choice before completing its conditions. Appropriate representation and protection apply to children.

Refusing or withdrawing optional choices does not affect entry. Attribution and results necessary for competition transparency are addressed separately in the privacy information, without publishing contact details or complete birth dates.

6. Signatures and submission

  • Participant / rights holder: name __________________; signature __________________; date __________________.
  • Legal representative / approval where needed: name __________________; capacity __________________; signature __________________; date __________________.
  • The organiser acknowledges receipt through the announced channel, then communicates validation or rejection reasons and the clarification procedure in the rules.

7. Privacy information — complete before collection

  1. Controller: identity, address and contact __________________; representative / data protection officer and contact where applicable __________________. Identify joint or separate controllers and their roles: __________________.
  2. Purposes and legal bases: registration, operational communication and judging where necessary for participation (GDPR Article 6(1)(b), where applicable); mandatory tax records and reporting (point (c), identifying the obligation); complaints and legal claims (point (f), describing and assessing the legitimate interest, including children's interests). Document the actual basis for each operation rather than citing all indiscriminately. Optional promotional messages and image uses rely on separate consent (point (a)).
  3. Artwork, attribution and results: specify the minimum published data and each legal basis: __________________. Prefer a pseudonym / first name and age category for children; publish full identity only after an appropriate necessity and safeguards assessment. Never publish signatures, contacts, identity documents or tax data.
  4. Recipients: authorised staff, jury, contracted technical providers and authorities where required; partners / public only for announced data and purposes: __________________. Limit access to necessity; processors require Article 28 arrangements.
  5. Transfers outside the EEA: identify providers / platforms, countries, legal mechanism and access to safeguards where applicable: __________________. Do not claim there are none without checking services used. Internet publications can be accessed globally.
  6. Retention: periods or criteria for entries / correspondence __________________; permissions and rights records __________________; tax data under applicable duties __________________; newsletters until withdrawal or the announced limit __________________. State deletion / anonymisation rules and justified extensions for duties or disputes. Do not retain everything indefinitely.
  7. Rights: access, rectification, erasure, restriction, portability and objection under GDPR conditions; consent withdrawal without affecting earlier lawful processing. Requests to __________________; normally answered within one month, with legally permitted, explained extensions. Complaints may be made to Romania's ANSPDCP and judicial remedies remain available.
  8. Required data: mark mandatory fields and consequences individually. Optional data do not condition entry. Collect additional prize data only when needed.
  9. Automated decisions: people judge entries under the rules. If profiling or solely automated decisions with legal or similarly significant effects are introduced, reassess the process and provide Article 22 information and safeguards before use.
  10. Security and children: private submission channels, role-based access, account protection, incident procedures and child-friendly information. Where information society services are offered directly to a child on consent, apply Article 8 separately; it does not replace civil representation rules.

Legislative references and review

Reviewed: 16 October 2026. Finalise and verify operational fields for the edition before registration.

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