Privacy Policy

Last updated: 5 August 2026

This privacy policy applies between you and Good Technologies Limited, the owner and provider of the GoodSubmissions website and platform ("Website", "Service"). Good Technologies Limited takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website and Service.

This is a single Privacy Policy covering everyone who uses the Service. Which Terms of Service apply to you depends on your role:

Customers and their Admin staff — our Admin Terms of Service (Customer Agreement).
Assessors — our Assessor Terms of Service.
Applicants and Co-authors — our Applicant & Co-author Terms of Service.

Each is available at goodsubmissions.org, and is linked from the relevant registration or invitation page.

Who is the data controller?

GoodSubmissions is used by organisations ("Customers") to run application, entry, and nomination processes ("Programmes") — for example funding and grant applications, volunteering and recruitment applications, competitions, or magazine, editorial, book, or award submissions. Because of this, two different data protection roles apply depending on what data is involved:

Website and account data. For data collected through your general use of the Website (for example, browsing the site, contacting us, registering for an account, or receiving marketing communications), Good Technologies Limited is the data controller. This means we determine the purposes for which, and the manner in which, that Data is processed. This section of the policy covers that data.
Submissions and Applicant data. Where you make a Submission through the Service as an Applicant to a Customer's Programme, the personal data you provide as part of that Submission ("Programme Data") is controlled by the Customer running that Programme — not by us. The Customer decides what information to collect, why, and how long to keep it, and is responsible for giving you a privacy notice or fair processing information about that Programme. We process Programme Data only as a data processor, acting on the Customer's instructions, under the terms of our Data Processing Agreement with that Customer.

If you are an Applicant and have a question about how your Submission or application data is being used, please contact the organisation running the Programme you applied to in the first instance. We will assist that organisation in responding to you where we are able to.

Definitions and interpretation

In this privacy policy, the following definitions are used:

Data — collectively, all information that you submit to Good Technologies Limited via the Website or Service. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws.

Applicant — an individual who submits, or attempts to submit, an application, entry, or nomination through the Service in connection with a Customer's Programme.

Co-author — an individual invited by an Applicant to collaborate on a specific Submission.

Assessor — an individual appointed by a Customer to review and/or score one or more Submissions, whose access is scoped to the specific Programme(s) and/or stage(s) they are assigned to.

Programme Data — Submissions and any personal data relating to Applicants, Co-authors, Assessors, referees, or nominees collected, stored, or processed through the Service in connection with a Customer's Programme(s).

Cookies — a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out below (Cookies).

Data Protection Laws — any applicable law relating to the processing of personal Data, including the UK GDPR, the Data Protection Act 2018, and any related national implementing laws, regulations, and secondary legislation.

GDPR — the General Data Protection Regulation (EU) 2016/679, and, where applicable, the UK GDPR as it forms part of UK law.

Good Technologies Limited, we, or us — Good Technologies Limited, a company incorporated in England and Wales with registered number 11189871, whose registered office is at Jactin House, 24 Hood St, Manchester M4 6WX.

UK and EU Cookie Law — the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended.

User or you — any third party that accesses the Website and is not either (i) employed by Good Technologies Limited and acting in the course of their employment, or (ii) engaged as a consultant or otherwise providing services to Good Technologies Limited and accessing the Website in connection with the provision of such services. Where relevant, this includes Customers, Users of a Customer account, and Applicants.

Website — the website available at goodsubmissions.org and any subdomains of that domain, unless expressly excluded by their own terms and conditions.

In this privacy policy, unless the context requires a different interpretation: the singular includes the plural and vice versa; references to sub-clauses, clauses, schedules, or appendices are to those of this privacy policy; a reference to a person includes firms, companies, government entities, trusts, and partnerships; "including" is understood to mean "including without limitation"; reference to any statutory provision includes any modification or amendment of it; and the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

This privacy policy applies only to the actions of Good Technologies Limited and Users with respect to the Website, including all websites and web applications under the domains *.goodsubmissions.org. It does not extend to any websites that can be accessed from this Website, including any links we may provide to social media websites, nor to any separate privacy notice published by a Customer in respect of its own Programme(s).

Each Customer's Programmes are hosted on their own dedicated subdomain (for example, [customer].goodsubmissions.org). Your Applicant account is specific to a single Customer's instance of the Service — if you apply to Programmes run by different Customers, you will need to register a separate account for each.

Data we collect

Website and account data. We may collect the following Data, which includes personal Data, from Customers, Users, and visitors to the Website:

name;
contact information, such as email addresses and telephone numbers;
organisation name and type;
billing and payment details;
correspondence and enquiries you send us.

Programme Data. Where you are an Applicant, Co-author, or Assessor, the Customer running a Programme decides what information to request from you. Depending on the Programme, this may include:

your name, contact details, and address;
your Submission itself, which may include documents, forms, written answers, images, audio recordings, or video recordings — which may in turn include the name, image, or voice of a Co-author or other individual you have chosen to feature (an Applicant is responsible for having that individual's permission before including their data in a Submission);
equality and diversity monitoring information (which may include special category data such as ethnicity, sexual orientation, religion, or disability status);
information about access requirements or support needs, which may include health or disability-related information (special category data);
where you are an Assessor, your assessment notes and, where applicable, the content of any conflict-of-interest declaration you make, which may itself contain personal data about your relationship to an Applicant.

We do not collect financial account, bank, or payment card details through the Service, and Customers are contractually required not to request this information as part of a Programme. If a Programme needs to collect such details — for example, to pay out a grant or award — the Customer must do so by some means other than the Service.

Where a Customer's Programme requests special category data under Article 9 UK GDPR, the Customer is responsible for identifying a valid condition for processing that data and for telling you how it will be used. We only process this data on the Customer's instructions, and we apply additional technical and organisational safeguards appropriate to its sensitivity.

How we collect Data

We collect Data in the following ways:

Data is given to us directly by you, for example when you contact us, register for an account, or make a Submission.
Data is collected automatically, for example through your use of the Website.

Data given to us by you. For example:

when you contact us through the Website, by telephone, post, email, or through any other means;
when you or a Customer register for an account to use the Service;
when you elect to receive marketing communications from us;
when you, as an Applicant, make a Submission through the Service.

Data collected automatically. To the extent that you access the Website, we will collect your Data automatically. For example:

we automatically collect some information about your visit to the Website, which helps us to make improvements to Website content and navigation, and includes your IP address, the date, times, and frequency with which you access the Website, and the way you use and interact with its content;
we collect your Data automatically via Cookies, in line with the cookie settings on your browser. For more information, see the section headed "Cookies" below.

Our use of Data

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using the Website and Service. Data may be used by us for the following reasons:

to provide, operate, and maintain the Website and Service;
internal record keeping;
improvement of our products and services;
to respond to enquiries and provide customer support;
where you are a Customer, to administer your account and billing.

Where you register with us and set up an account, the legal basis for this processing is the performance of a contract between you and us, and/or taking steps, at your request, to enter into such a contract. We may also use your Data where we deem it necessary to do so for our legitimate interests, such as improving the Service and keeping it secure. If you are not satisfied with this, you have the right to object in certain circumstances (see "Your rights" below).

Where we process Programme Data as a data processor on behalf of a Customer, we do so only in accordance with that Customer's instructions and our Data Processing Agreement with them, not for our own purposes.

Who we share Data with

We may share your Data with the following groups of people, for the following reasons, in each case in accordance with this privacy policy:

our employees, agents, and/or professional advisors — to help us serve your requirements;
DigitalOcean — our infrastructure provider, hosting the servers, database, and cache that run the Service;
Amazon Web Services (S3) — file storage for uploaded Submissions (documents, images, audio, and video);
Amazon Web Services (SES) — delivery of transactional email (for example, registration, password reset, and notification emails);
relevant authorities — to facilitate the detection or prevention of crime, or where we are otherwise required to do so by law;
where you are an Applicant, Co-author, or Assessor, the Customer running the Programme you are participating in.

A current list of our sub-processors, including any changes, can also be provided on request. We do not use any advertising, analytics, or third-party tracking services on this Website.

International transfers

The infrastructure we use to run the Service is located in the United Kingdom, and, as at the date of this policy, we do not transfer Protected Data outside the UK or European Economic Area. Transfers between the UK and the EEA are not restricted under Data Protection Laws, so no additional safeguard is currently required for this. If this changes — for example, if we engage a new sub-processor located outside the UK or EEA — we will ensure an appropriate safeguard is in place, such as the UK's international data transfer provisions or standard contractual clauses, and will update this policy and our Data Processing Agreement accordingly.

Keeping Data secure

We use technical and organisational measures to safeguard your Data, for example:

access to accounts is controlled by a password and username unique to each user;
we store Data on secure servers;
we use encryption to protect Data in transit and at rest.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse, loss, or unauthorised access to your Data, please let us know immediately at hello@goodsubmissions.org.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy, or, where we act as a data processor for Programme Data, for the period instructed by the relevant Customer.

Even where Data is deleted, it may persist on backup or archival media for a limited period for legal, tax, or regulatory purposes.

Your rights

Where we are the data controller (see "Who is the data controller?" above), you have the following rights in relation to your Data:

Right to access — the right to request copies of the information we hold about you, or that we modify, update, or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this unless your request is manifestly unfounded or excessive. Where we are legally permitted to do so, we may refuse your request, and we will tell you why.
Right to correct — the right to have your Data rectified if it is inaccurate or incomplete.
Right to erase — the right to request that we delete or remove your Data from our systems.
Right to restrict our use of your Data — the right to limit the way in which we can use it.
Right to data portability — the right to request that we move, copy, or transfer your Data.
Right to object — the right to object to our use of your Data, including where we use it for our legitimate interests.

If you are an Applicant and your query relates to Programme Data, please contact the Customer running the relevant Programme in the first instance, as they are the data controller for that data. We will support the Customer in responding to your request where required to do so under our Data Processing Agreement with them.

To make enquiries, exercise any of your rights, or withdraw your consent to processing (where consent is our legal basis), please contact us at hello@goodsubmissions.org. We will respond to your request without undue delay and in any event within one month of receipt. Where a request is complex, or we have received a number of requests from you, we may extend this by a further two months; if so, we will tell you within one month of your original request and explain why the extension is needed.

If you are not satisfied with the way a complaint you make in relation to your Data is handled, you may refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO), at https://ico.org.uk/.

It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Children's data

The Website and general account features are intended for use by adults. Where a Customer's Programme is directed at, or accepts Submissions from, children, that Customer is responsible for ensuring appropriate consents are obtained and that the Programme complies with Data Protection Laws applicable to children's data, as set out in our Admin Terms of Service and Applicant & Co-author Terms of Service.

Links to other websites

The Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for their content. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy of other websites before using them.

Changes of business ownership and control

Good Technologies Limited may, from time to time, expand or reduce our business, and this may involve the sale and/or transfer of control of all or part of the business. Data provided by Users will, where relevant to any part of our business so transferred, be transferred along with that part, and the new owner or controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

We may also disclose Data to a prospective purchaser of our business or any part of it. In each case, we will take steps with the aim of ensuring your privacy is protected.

Cookies

The Website sets exactly one cookie. We do not use any analytics, advertising, or third-party tracking cookies.

Cookie name	Purpose	Type	Duration	Attributes
`GSubs`	Keeps you securely signed in, and carries in-progress form state and on-screen notifications while you use the Service	Strictly necessary	Session cookie (deleted when you close your browser); the underlying session on our server also expires automatically after a period of inactivity	`HttpOnly`, `SameSite=Lax`, `Secure`

This cookie is strictly necessary for the Service to function — login, form-filling, and access control all depend on it — so it is not subject to separate cookie consent, and cannot be disabled without losing the ability to sign in. Disabling cookies generally in your browser will prevent the Service from working correctly.

We do not set a "remember me" cookie, a separate cookie for CSRF (cross-site request forgery) protection, or a locale/language preference cookie.

All Cookies used by the Website are used in accordance with current UK and EU Cookie Law.
For more information generally on cookies, please refer to aboutcookies.org.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.
If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal, or unenforceable, that provision or part-provision will, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions will not be affected.
Unless otherwise agreed, no delay, act, or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
This privacy policy is governed by and interpreted according to the law of England and Wales. All disputes arising under it are subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy policy

Good Technologies Limited reserves the right to change this privacy policy as we may deem necessary from time to time, or as may be required by law. Any changes will be posted on the Website, and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact Good Technologies Limited by email at hello@goodsubmissions.org.

Good Technologies Limited. Jactin House, 24 Hood St, Manchester M4 6WX. Registered in England: 11189871. VAT GB352267405.

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