Wave 100 Exhibition: Submission Terms
Submission Terms
Thank you for sharing your Dockyard story. Please read the information below before submitting your experience by email.
1. About the project
Selected submissions will be used as part of the SHE_SEES exhibition at Boathouse 4, Portsmouth Historic Dockyard. The exhibition will be on display until the end of 2026.
Submissions will be shared with SAMA Creatives, the creative team working on behalf of Lloyd’s Register Foundation, to support the design and delivery of the exhibition.
2. How your story may be used
By submitting your story, you grant Portsmouth Historic Quarter, SAMA Creatives, and Lloyd’s Register Foundation a non-exclusive, royalty-free licence to:
- Display your submission within the SHE_SEES exhibition.
- Edit your text for length, clarity, or presentation (while keeping the meaning intact).
- Use your submission (in full or in part) in related marketing, communications, press, digital content, and promotional materials connected to the project.
- Store and archive your submission for project and heritage purposes
Submission does not guarantee inclusion in the exhibition.
3. Anonymity and credit
You may choose how you are credited:
- Full name
- First name only
- Anonymous
Please clearly state your preference in your email. If no preference is given, we will assume you are happy to be credited by name.
4. Your responsibilities
By submitting, you confirm that:
- The story is your own work or experience.
- You give permission for it to be used as described above.
- You have permission from anyone identifiable in your submission, if you refer to other individuals.
- Your submission does not include material that infringes copyright, confidentiality, or privacy.
Please only share information you are comfortable being made public.
5. Personal data
We will use your contact details only to manage your submission and, if necessary, to contact you about the project. Your information will be handled in line with Portsmouth Historic Quarter’s Privacy Policy for Wave 100.
6. How to submit
Please email your story to: hello@portsmouthhq.org.uk
Include:
- Your story
- Your name (or anonymity preference)
- Supporting images
- Confirmation that you agree to these Submission Terms
By sending your submission, you confirm that you have read and agree to these terms.
Contributor privacy notice
Introduction
Portsmouth Historic Quarter Trust (PHQ) is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use your personal information in accordance with the General Data Protection Regulation (GDPR).
PHQ is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
1. The information we will hold about you & how it will be used
If you contribute to the Wave 100 exhibition we will collect or use the following personal information to send you updates about the exhibition, for example, to let you know if your submission is being included, to ask you questions about it, or to let you know when the exhibition opens:
- Name and contact details
We will also collect/use the personal information you provide in your dockyard story/memories to create the exhibition content and in the exhibition itself. This could include
- Any personal details you provide
- Recorded images, such as photos or videos
- Records of consent, where appropriate.
2. your data protection rights
1. Right of access
You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with.
2. right to rectification
You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
3. right to erasure
You have the right to ask us to delete your personal information.
4. right to restriction of processing
You have the right to ask us to limit how we can use your personal information.
5. right to object to processing
You have the right to object to the processing of your personal data. Read more about the right to object to processing.
6. Right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
7. Right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please put your request in writing to the Data Lead, Portsmouth Historic Quarter Trust, 19 College Road, HM Naval Base, Portsmouth, PO1 3LJ.
If you make a request, we must respond to you without undue delay and in any event within one month.
2. Lawful bases for holding your data
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. You can find out more about data protection legislation and lawful bases on the Information Commissioner’s Office website.
Our lawful bases for collecting and using personal are:
3.1 Consent
We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
2.1 Legitimate interests
We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests are:
Inviting the public to share their personal historical accounts and stories, to be included in a public exhibition. The exhibition is part of a wider year long programme to celebrate the centenary of Portsmouth achieving city status. We will be collecting and exhibiting stories of Dockyard life from within our community to showcase the heritage of the city.
4. How long we keep information
We will only retain your personal information and submitted content for as long as necessary to fulfil the purposes for which it was collected, including use within exhibitions, related interpretation and promotional activity. We will periodically review the data we hold and securely delete or anonymise personal information when it is no longer required, unless there is a legitimate archival or heritage reason to retain the material.
5. Who we share information with
The identity and contact details of contributors will be held securely and be accessible only to the Marketing & Events team, who are developing the exhibition.
Historical accounts not included in the exhibition will be held in the same way with the same limited access.
Historical accounts included in the exhibition:
- Will be displayed publicly in the exhibition itself and be attributed according to contributor instructions.
- Images and videos of the exhibition content will appear on our website, social media or other marketing and information media.
- Written details and images included in the exhibition will be shared with our exhibition partners SAMA Creatives and Lloyd’s Register Foundation, for the purposes of creating the physical and digital exhibition and promoting it.
6. How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us by writing to the PHQ Data Lead, Portsmouth Historic Quarter Trust, 19 College Road, HM Naval Base, Portsmouth, PO1 3LJ.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline number: 0303 123 1113