Privacy policy

Who is responsible for your data?

Sophie Urbain, a sole trader operating Starbaby & Beautykids Europe, determines how data related to the competition is used. Address: rue du Chêne Damseaux 16, 7011 Ghlin, Belgium. Enterprise number: 0875.901.684.

For questions about your data or your child’s data: contact@starbabybeautykids.com or +32 489 77 10 03.

Information we collect

The form collects the child’s surname, first name, date of birth, sex, languages spoken and two photos, plus the family’s postal address, email and contact telephone number. These fields are required to submit the current form.

We also keep the application reference, date and information needed for follow-up and notifications. The website and its hosting provider process technical connection information for operation and security.

Information comes from the form submitted by the family and, for older applications, from the previous registration system.

Required fields are indicated on the form. Without them the request cannot be processed; contact us with questions or difficulties. Do not submit identity documents or medical information through this form.

Why we use this information

The parent’s or legal representative’s contact details are used to answer the request, prepare participation and follow it up. This relies on requested precontractual steps and, once participation is confirmed, its performance (GDPR Article 6(1)(b)).

The child’s details identify the application, establish the relevant category and allow us to review the request made by their representative. This internal review relies on our legitimate interest in organising the competition and handling that application (Article 6(1)(f)), taking account of the child’s rights and interests. It does not include automatic publication of photos. You may object by contacting us.

Security, prevention of duplicate or abusive submissions and defending rights rely on legitimate interests (Article 6(1)(f)). Legally required records are processed under that obligation (Article 6(1)(c)). Publication based on permission and activation of YouTube rely on consent within their respective purposes (Article 6(1)(a)).

The website makes no selection decision with legal effects through solely automated processing. It does not use facial recognition or advertising profiling of children.

Children’s photos

The two application photos are used to review the application and appear as thumbnails in the PDF sent to the organisation. Submitting them does not automatically publish them in galleries or voting pages.

Publishing portraits and competition images is separate from applying. It must follow the photo permission in the rules signed on paper, including authorised purposes, media and period. This policy does not extend that permission. Ask the organisation for a copy or clarification of the document applying to you.

The representative must have authority to act for the child and respect the rights of other holders of parental responsibility. The child is involved according to their maturity. To withdraw consent or report an image, identify the page concerned. Withdrawal does not make earlier lawful uses based on consent unlawful.

Who can access the data?

Sophie Urbain and authorised team members access applications as required by their duties. Hostinger provides hosting, email and backups. Technical providers act within their respective services.

The table may be shared with authorised people through private access. Working copies, including in Google Sheets, may be used for organisation and remain subject to the same purposes, access restrictions and retention rules. The form does not automatically send applications to Google Sheets.

Family contact details and application files are not published in public galleries. Public portraits, displayed names and results fall within participation and the relevant permissions. We do not sell application files to advertisers.

How long do we keep applications?

Application and follow-up records: no more than one year after the relevant edition ends, then deletion or anonymisation. This maximum covers working copies, emails and PDFs kept for that follow-up. Withdrawn, unsuccessful or unnecessary applications are deleted earlier when no follow-up or other retention ground remains.

Temporary form files: original photos and the PDF on the server are purged after successful delivery to the organisation. Failed deliveries leave them available for handling the send. This does not delete the database record or the attachment already received by email.

Published photos: for the period covered by permission and while use matches its purpose. They are removed when permission ends, applicable consent is withdrawn or the images are no longer needed. Signed permissions are kept while they justify use, then only as needed to establish a right or meet an applicable obligation, with restricted access.

For a dispute or legal obligation, only necessary records are retained separately for the required period or until the matter and applicable appeal periods are resolved. Technical logs support operation, diagnosis and security; retention is limited to those needs.

The organisation manages retention deadlines; the website does not automatically delete all records after one year. A justified request also covers relevant active copies. Hostinger backups expire through rotation: daily copies for 7 days, weekly copies for up to 6 weeks. Previous deletions must be reapplied if an older backup is restored.

External services

The website server is hosted by Hostinger in the Netherlands. Hostinger supplies hosting, email and backups; support and subprocessors may involve processing outside the European Economic Area. Its processing agreement governs these activities and includes standard contractual clauses for transfers where they apply.

Google is involved if you authorise a YouTube player and when the organisation uses a working copy in Google Sheets. Data may be processed outside the EEA, including in the United States. Google describes its transfer mechanisms, including adequacy decisions and standard contractual clauses, in its documentation. You may ask us for information or a copy of applicable safeguards.

The two YouTube videos load only after your choice; their previews are hosted on our site. The main homepage video is locally hosted. Activation and withdrawal are explained on the Cookies page.

Hostinger · DPA

Google · Data transfers

Your rights and requests

Subject to GDPR conditions, you may request access, correction, erasure, restriction and, where applicable, portability. You may object to processing based on legitimate interests and withdraw consent at any time without retrospective effect.

Write to contact@starbabybeautykids.com or Sophie Urbain, rue du Chêne Damseaux 16, 7011 Ghlin, Belgium. Identify the request, the application and, when acting for a child, your authority. Further proof of identity or authority is requested only where there is reasonable doubt and in a proportionate way.

We normally respond within one month. If complexity or the number of requests requires an extension, we notify you within that first month; up to two further months may be needed. Requests are normally free of charge. Any refusal or restriction is explained.

You may complain to the Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels, or the competent authority in your country. Contacting the organisation first is not a prerequisite.