Privacy Policy

The Sustainable Cities Challenge (the “Challenge”) is being run by the Toyota Mobility Foundation (“TMF”) and is being managed by Challenge Works and 89up, Ltd., (“89up”). You can find full details below. This privacy policy explains how we use personal information we collect via this site. We are committed to protecting your privacy and we take all reasonable precautions to safeguard personal information. This website is hosted by 89up and is being operated and managed for the purpose of the Challenge. This website contains links to other websites. We encourage you to read the privacy statements on the other websites you visit.

1. What kind of information do we collect?

Sign-up details. If you register or sign up for Events (as defined in Section 1.8), newsletters or publications on the site, we will ask you for personal information such as your name, email address, occupation and other contact details such as a contact phone number.

Entry details. If you apply to enter the Challenge, we may ask for more detailed information which we will use to process your entry, including details of your team if relevant, and you will be asked to agree to specific terms and conditions at the time of making the entry.

Feedback and surveys. We may also ask you for feedback about the Challenge or Nesta or to complete surveys.

Research. If you agree to work with us in relation to any research we are conducting we will ask you for your name and contact details, occupation and may ask for further information about you as may be relevant to the particular research you are participating in.

Online activity. When you use our website, we obtain information about the device from which you accessed it, your visits and use of the website including your IP address, location, browser type and version, referrer and activity. We record your activity and preferences
when visiting the sites through the use of cookies.

Your posts and communications. If you post content or communicate via the website, we may also ask for your name, occupation and the organization you may work for. We also store and monitor your content and communications.

Uploads and messages. We collect any information contained in documents, presentation decks, video files, and other submissions uploaded to the website or otherwise provided to us as part of your participation in the Challenge (“Submissions”), including, without limitation, your communications with other participants taking part in the Challenge through any third-party communication platforms designated by us.

Event participation information. We may record any ceremonies, events, or meetings (“Events”) and any speeches, remarks, or presentations made by you or your team at such Events.

2. What do we do with information we collect and what is our legal basis for this?

    

Third-party processors. As is indicated below, we may use third-party platforms and processors to deliver newsletters, process applications and Event registrations, process payments, process surveys, process any request to update your data contact preferences, keep the website secure and safe, improve the website to ensure that content is presented in the most effective manner, and comply with any applicable legal obligations or regulatory requirements. In using these third-parties we are pursuing our legitimate interest to use third-party technology to achieve greater efficiency within our organization. To balance our interests against yours, we
have taken steps to ensure these third-parties maintain appropriate technical and organizational measures to keep your personal information secure.

Sign-up details. If you sign-up for us to send you newsletters, publications and other information about the Challenge or us, our partners and activities (see “Marketing” section below), we will use your personal information to send these to you. Our legal basis for doing this is your consent. You have the right to withdraw this consent at any time, as explained in the “Marketing” section below. If you are given the opportunity to sign-up, register for an Event, or program, or to create a personal profile via Facebook or Twitter, Facebook and Twitter will
make your email address registered to your Facebook or Twitter account available to us, and we will use the email address to enable you to log in to the particular platform. Our legitimate interest in doing this is the use of third-party platforms for business efficiency and ease of registration for users.

Marketing. If you sign up for the Challenge or for TMF mailing list, TMF will use your details to keep you informed about latest news, blogs, program updates, research, publications, event details, jobs and funding opportunities, and may request feedback, including TMF’s annual audience survey. TMF uses third-party providers including but not limited to Mailchimp, Salesforce and Cvent to deliver our e-newsletters. TMF gathers statistics around email opening and clicks using industry standard technologies to help TMF monitor and improve TMF’s e-newsletter. Please note that third-party providers may use servers hosted in the USA, but do comply with the EU-U.S. Privacy Shield. If you want to know more about how your information will be stored and processed please visit this privacy policy. If TMF uses any other providers TMF will let you know when you subscribe. If you no longer want to receive marketing communications from the Challenge or TMF, you can unsubscribe from these mailing lists at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing detailing your name and email address. If you are given the opportunity to update your contact preferences in any email from TMF, this will link to a form hosted by a third-party provider. TMF uses third-party marketing services to tailor advertising to you based upon your browsing history on this website.

Events. If you register to attend a Challenge or an Event, we will use your personal information to process your application to attend the Event, take payment, if any, for our administration and management of the Event and to send you any updates or information regarding the Event. Our legal basis for doing so is to fulfill the agreement with you for your attendance. Any recordings described in Section 1.8 may be used as necessary to achieve the objectives of the Challenge, including without limitation, the development of safe, inclusive, and sustainable mobility solutions for all.

Registration Systems. We use Microsoft Teams, Zoom, Calendly, Capsule, CVent and Eventbrite as registration systems for many of our Events and their servers are based in the United States (U.S.) and may store and process your information outside the European Economic
Area (EEA). Zoom, Calendly, CVent and Eventbrite all comply with the EU-US Privacy Shield Framework. If you wish to know more please see https://explore.zoom.us/en/privacy/, https://calendly.com/privacy, http://www.cvent.com/en/privacy-policy-global.shtml, https://www.eventbrite.com/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_US. If you buy a ticket for an Event, or make a purchase via the website, we will use third-party payment processing organizations to take your payment. These organizations will be the data controller of your information for the purpose of processing the transaction and may involve your information being processed outside of the EEA. Please read the terms and conditions before completing your payment.

Personal Information. We will use your personal information to process your application for the Challenge. We undertake this processing because it is necessary to fully assess your application, and if successful, to take steps for you to enter into an agreement with TMF (this is our legal basis for the processing).

Public Display. If the application process requires you to submit personal information relating to your team, the information you have provided may be displayed publicly on the website for other users and applicants to see. Any Submissions made by you or your team under Section 1.7 may be used as necessary to achieve the objectives of the Challenge, including without limitation, the development of safe, inclusive, and sustainable mobility solutions for all.

[Submittable]. 1 If you apply to enter the Challenge, you will be redirected to [Submittable] to process that application. [Submittable] operates in the US and comply with the EU-U.S. Privacy Shield Framework. If you wish to know more, please see https://www.submittable.com/privacy/ Please ensure you read the terms and conditions of the platform, as when you submit an application you will be agreeing to their terms and conditions. However, we remain the controller of your personal information in this arrangement – these third-parties only process your personal information in line with our instructions.

3. Information and Publicity

    

Personal Information. We will use information which you provide, including your personal details, to process your entry to the Challenge, to administer the Challenge, to let you know about other TMF Events and activities or to evaluate the Challenge. We may share your personal information with our partners and anyone helping us to run or evaluate the Challenge, subject to appropriate obligations of confidentiality and data protection. Some of these organizations may process your information in countries outside of the UK or EEA where data protection laws are not the same as in the UK and/or the EEA.

Publicity. We may carry out publicity and promotion for the Challenge and publish our research and evaluation in relation to the Challenge. You agree to participate in publicity for the Challenge and consent to the use of your name, a summary of your proposal, and photographs/recordings of your participation in the Challenge in promotion and publications in any media and online. Before publication, we will use reasonable efforts to take into account your concerns provided in advance in writing about confidentiality and intellectual property rights in your entry.
Public Statements. Any public statements made by an entrant or winner in relation to the Challenge during the Challenge and for the following year must acknowledge the support of TMF and our partners and must be approved by TMF in advance.
Announcements. You shall not issue or make public any marketing, advertising, promotional materials, press releases or other public announcements regarding the Challenge or the activities taken hereunder except upon written and authorized agreement of TMF, unless
required by law, in which case, to the extent reasonably practicable and legally permissible, TMF shall be consulted as to the content and timing of such release, announcement or statement.

Toyota Marks. You shall not use any trademarks, service marks, brand names, logos, label designs, product identification, decals, artwork, domain names, social media handles, or the like (“Toyota Marks”) of TMF, Toyota Motor Corporation (“TMC”), or any parent, subsidiary or affiliate company of TMF or TMC (collectively, the “Toyota Affiliates”), in each case, without the prior written consent of TMF. The Innovator shall refrain from any activities or making any statements that, in TMF’s sole discretion, could harm, embarrass, reflect
unfavorably, disparage, or injure the reputation or goodwill of TMF, any Toyota Affiliate, or their respective products and services or the Toyota Marks.

4. Limitation of Liability.

    

Limitation of Liability. To the fullest extent permitted by applicable law, TMF excludes all liability for any direct or indirect loss or liability, costs, claims, taxes, charges or expenses arising from your participation in the Challenge or your reliance on statements made or advice given by us, our representative, partners, or contractors. If you submit any materials or items as part of your entry to the Challenge, this is at your own risk. TMF gives no undertakings to keep safely, maintain or return any materials or items.
 

5. Governing Law and Jurisdiction.

    

Governing Law and Venue. This privacy policy and any action related thereto shall be governed, controlled, interpreted, and defined by and under the laws of Japan, without regard to the conflicts of laws provisions thereof. Venue for any action under this privacy policy shall be Dallas County, Texas. The Parties hereby waive any defense of lack of personam jurisdiction, forum non conveniens, or improper venue in any such action.