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Competitions Related to The City of Tomorrow Challenge Series Privacy Policy

General Statement

Ford Motor Company ("Ford", "we", "our" or "us") respects your privacy and is committed to protecting it. This Privacy Policy explains our practices regarding the personal information collected in connection with Competitions related to The City of Tomorrow Challenge (each a "Competition" and together the "Competitions").

We are committed to providing you with comfort and confidence in how we collect, use, and safeguard the personal information that is collected in connection with the Competitions, and you can contact us if you have any questions or concerns. By explaining our data handling practices we aim to develop a trusting and long-lasting relationship with you.


How personal information is collected

The Competition is administered on the challenges.cityoftomorrow.com website (the "Website") which is run by our service provider, IDEO. We will collect personal information from you via the Website:

  • when you fill in forms, including Competition entry forms;
  • if you comment on blog posts[, or post other content] on the Website; and
  • automatically through the use of third party analytics cookies on the Website.


IDEO uses cookies and similar technologies on the Website to collect personal information automatically when you visit the Website. You can find out more about this, how IDEO use the data they collect from these technologies and about your choices in relation to cookies in the Website's cookie policy below. The categories of personal information that we collect via the Website include:

  • your name and/or a user name that you choose, and contact information (such as your address, telephone number(s) and email address);
  • the password you create for access to the Website;
  • your publicly available information (e.g., name, user ID, profile picture), and information from your social media account that you agree to share with us if you choose to register on the Website using your Facebook account or Google+ account;
  • your Competition entry;
  • your photograph, if you wish to provide it; and
  • your comments and posts on the Website.


If you enter a Competition as part of a team, other team members may also provide your personal information using the Website. If you use the Website to submit personal information relating to your team members, please ensure that you inform them and provide them with this Privacy Policy.

In person, events may be held as part of the Competitions and we may collect additional personal information from you during these events. We may also request additional information from you (such as proof of your address) for identity verification purposes.

In addition, we will collect your personal information if you contact us. The categories of information that we collect about you if you contact us include your name and/or a username that you choose; contact information (such as your address, telephone number(s) and email address); and any comments you provide in the message.

We may be required by law to collect certain personal information about you, or as a consequence of any contractual relationship we have with you (for example, the terms which govern your participation in a Competition). Failure to provide this information may prevent or delay the fulfilment of these obligations. We will inform you at the time your information is collected whether certain data is compulsory (for example, by marking mandatory fields in application forms for a Competition) and the consequences of the failure to provide it. If you do not provide the information that we indicate is mandatory in a Competition entry form, you will not be able to enter the Competition.


How personal information is used

Personal information collected in connection with a Competition may be used for Competition-related purposes, such as to:

  • Administer access to the Website
  • Fulfil a Competition-related request (e.g., process your entry)
  • Respond to comments or requests for information regarding a Competition
  • Allow you to participate in Competition related events and activities
  • Send you Competition updates and communicate with you about your entry
  • Make your Competition experience more customer friendly
  • Award prizes
  • Manage and improve our business and our relationship with you
  • Comply with our legal and regulatory responsibilities, respond to legal process or requests for information issued by government authorities or other third parties, prevent and detect crime and fraud, or protect your, our or others’ rights


When you enter a Competition, your username and the details of your entry to the Competitions will be made publically available on the Website. You may also choose to publish your photograph. Please see the Competition terms for more details.

European data protection law requires us to have a lawful ground to collect and use your personal information. Where European data protection law applies to our use of your personal information, there are different lawful grounds that we rely on to use your personal information, and we will collect and use your personal information in the following circumstances:

  • To fulfil our contractual obligations to you, for example, as contained in the conditions under which you enter a Competition
  • To comply with our legal obligations
  • To meet our legitimate interests, for example, to communicate with you about your entry, to publicise entries reaching the semi-final stages, and winning entries, and to manage and improve our business and our relationship with you. When we process personal information to meet our legitimate interests, we put in place robust safeguards to ensure that your privacy is protected and to ensure that our legitimate interests are not overridden by your interests or fundamental rights and freedoms. For more information about the balancing test that we carry out when we process your personal information to meet our legitimate interests, please contact us using the details below


We may obtain your consent to collect and use certain types of personal information when we are required to do so by law (for example, in relation to our direct marketing activities). If we ask for your consent to process your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this Privacy Policy.


Your rights in relation to personal information

European data protection law grants individuals certain rights in relation to their personal information. If our use of your personal information is governed by European data protection law, you have certain rights regarding your personal information, subject to local law. These include the rights to:

  • Access your personal information and certain information about how we process it
  • Rectify the personal information we hold about you
  • Erase your personal information
  • Restrict our use of your personal information
  • Object to our use of your personal information
  • Receive your personal information in a usable electronic format and transmit it to a third party (often known as the “right to data portability”)


If you have questions or concerns regarding our use of your personal information or would like to exercise any of the rights you have in relation to your personal information, please contact us using the details below.

We encourage you to contact us to update or correct your information if it changes or if the personal information we hold about you is inaccurate.

If you have a complaint about the way in which we use your personal information, we hope that in the first instance you will contact us. Where our use of your personal information is subject to European data protection law, you may, however, also make a complaint to your local data protection authority.


Sharing personal information

Your personal information may be disclosed to:

  • Organizations which will judge the Competitions
  • The cities participating in the Competitions so that they can use it to judge the Competitions
  • Mentors involved in the Competitions
  • Companies or other organizations that we have engaged to provide services on our behalf such as web-hosting companies, mailing vendors, analytics providers, event hosting services, and information technology providers
  • Companies or other organizations where you have asked us to, or agreed that we may share your personal information
  • Any law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights, the rights of any third party or individuals' personal safety, or to detect, prevent, or otherwise address fraud, security or safety issues
  • Any third party that purchases, or to which we transfer, all or substantially all of our assets and business. Should such a sale or transfer occur, we will use reasonable efforts to try to ensure that the entity to which we transfer your personal information uses it in a manner that is consistent with this Privacy Policy


We may also share personal information with other companies within the Ford Motor Company family of companies or subsidiaries. Our "family of companies" is the group of companies related to us by common control or ownership. We share information within this "family" as a normal part of conducting business. When we share your personal information in this context, we will make sure that it is used for purposes which are compatible with those described with this Privacy Policy. The Ford Motor Company family of companies includes Ford Smart Mobility LLC.

If you are providing personal information in connection with a Competition, and if you are selected as a semi-finalist or a winner, we will include your name and details of your entry to the Competitions in a publicly available list. Please see the applicable Competition rules for more information. 


Security of personal information

We use technical and organizational systems, policies, and procedures to ensure a level of security appropriate to the risks arising from our collection and use of personal information and to protect it from unauthorized or unlawful processing and against accidental loss, destruction or damage. We evaluate these measures on a regular basis to ensure the security of our processing.


Retention of personal information 

We keep your personal information in identifiable form for as long as is reasonably necessary to fulfil the purposes for which we collected it and to comply with applicable legal and regulatory obligations. This generally means holding your personal information for as long as one of the following apply:

  • Your personal information is reasonably required in order to administer the Competitions
  • Your personal information is reasonably required in order to protect and defend our rights or property (this will generally be the length of the relevant legal limitation period)
  • We are otherwise required to keep your personal information by applicable laws or regulations.


Transferring personal information internationally

We are located in the United States and we may use global service providers to process personal information. As a result, your personal information will be transferred to destinations outside the European Economic Area ("EEA"), and these destinations may not be regarded by the European Commission as ensuring an adequate level of protection for personal information.

When we transfer your personal information outside the EEA and that information is subject to European data protection law, we will do so in accordance with European data protection law. You can contact us if you would like further information about our international transfers of your personal information.


Contacting us

We are Ford Motor Company, One American Road, Dearborn, Michigan, 48126.

If you would like to contact us about any of the issues raised in this Privacy Policy, please use one of the following channels:

  • Call our Customer Relationship Center toll free at 1-800-392-FORD (3673). 1-800-833-0312 (TDD for the hearing impaired). Hours are Eastern Standard Time 8 a.m. – 8 p.m. (Monday - Friday) and 9 a.m. - 5:30 p.m. (Saturday)
  • Write us at Ford Customer Service Division, 16800 Executive Plaza Drive, P.O. Box 6248, Dearborn, MI 48126-4207 USA, Attention: Competitions Related to the City of Tomorrow Challenge Series
  • Email us at cotcinfo@ford.com


Other websites and social networking

The Website may contain links to other websites which are outside our control and are not covered by either this Privacy Policy. If you access other websites using the links provided, the operators of those websites may collect information from you which will be used by them in accordance with their privacy policies, which may differ from ours.

The Website may also offer you the opportunity to share information or follow us or third parties using third party social networking functionality (such as through “share this”, “like” or “follow” buttons). This functionality is offered in order to generate interest in the Website among the members of your social networks and to enable you to share and follow opinions, news, and recommendations about the Website. However, you should be aware that sharing personal information with a social network may result in that information being collected by the social network provider and being made publicly available, including through internet search engines.

You should always read the privacy policy of any website you access (or social network through which you share information) carefully in order to understand their privacy practices.


Privacy Policy effective date and revision days

You may request a copy of this Privacy Policy from us using the contact details set out above. Occasionally we may update this Privacy Policy in order to reflect any changes to our privacy practices. If we update this Privacy Policy, the new policy will be posted ten (10) days prior to the changes taking effect and we will notify you of the changes. Where changes to this Privacy Policy will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice so that you have the opportunity to exercise your rights (e.g. to object to the processing).

The effective date of this Privacy Policy is June 4, 2018.


City of Tomorrow Challenge Website Cookie Policy

The City of Tomorrow Competition is administered on the challenges.cityoftomorrow.com website (the "Website") which is run by our service provider, IDEO. IDEO uses cookies and similar technologies on the Website to collect personal information automatically when you visit the Website.


Information about our use of cookies

The Website uses cookies to distinguish you from other users of the Website. This helps us to provide you with a good experience when you browse the Website and also allows us to improve our site. By continuing to use this Website you agree that we may store and access cookies on your device.

A cookie is a small file of letters and numbers that are stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies on the Website:


Strictly necessary cookies

These are cookies that are required for the operation of the Website. They include, for example, cookies that enable you to log into secure areas of the Website.


Analytical/performance cookies

They allow us to recognize and count the number of visitors and to see how visitors move around the Website when they are using it. This helps us to improve the way the Website works, for example, by ensuring that users are finding what they are looking for easily.


Functionality cookies

These are used to recognize you when you return to the Website. This enables us to personalize our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

If you wish to restrict or block the cookies which are set by any website, including this Website, you should do this through each individual browser setting and on each device you use to access the Internet. You can allow cookies from specific websites by making them “trusted websites” in your Internet browser. For more information on how to do this, and how to change your browser settings, you may visit: http://www.aboutcookies.org/.


Log data

When you visit the Website, whether through an account or as a non-registered user browsing, we automatically track certain information that your browser sends whenever you visit our Website. We use this information to do internal research on our users’ demographics, interests, and behavior to better understand and protect you and our community. This information may include the URL that you just came from, which URL you go to next, access times and dates, your computer browser information, your IP address, and other statistics (“Log Data”). We use Log Data to monitor and analyze the use of the services on the Website and for the Website’s technical administration, to increase our Website’s functionality and user-friendliness, and to better tailor the Website to our users’ needs. For example, some of the information is collected so that when you visit the Website again, we will recognize you and provide you with information appropriate to your interests. We also use the information to verify that the visitors to our Website met the criteria to process their requests.


Do-not-track

Currently, our system does not recognize browser “do-not-track” requests. You may, however, disable certain tracking as discussed in this policy (e.g., by disabling cookies); you also may opt-out of Internet-based advertising by following the instructions above in the “Information about our use of cookies” section.

The effective date of this Cookie Policy is June 4, 2018.