Children & Parental Consent Policy
VF CUP International Mental Arithmetic Olympiad
Effective Date: 1 October 2026
This Children & Parental Consent Policy (“Policy”) governs the participation of minors in the VF CUP International Mental Arithmetic Olympiad (“Olympiad”, “VF CUP”), including registration of children, parental consent, processing of minors’ personal data, publication of results, issuance of diplomas and payment of prizes.
The Organiser is:
VF Private Education LTD
Company Registration No.: HE 385788
Registered office: Marathonos 3, MALI HOUSE, 8011 Paphos, Cyprus
Email: vfcup.helpdesk@gmail.com
Website: https://the-olympic.world/
1. General Provisions
1.1. VF CUP is an international online mental arithmetic Olympiad.
1.2. Participants may be adults or minors.
1.3. Additional safeguards apply to minor participants in accordance with this Policy, the Privacy Policy and applicable law.
1.4. This Policy applies together with:
- Terms & Conditions;
- Olympiad Rules;
- Prize Policy;
- Privacy Policy;
- Cookie Policy.
2. Who Registers a Minor Participant
2.1. Where a participant is a minor, the participation agreement is entered into by the minor’s parent or legal representative.
2.2. Registration and payment for a minor are completed by:
- a parent;
- a legal guardian;
- another lawful representative.
2.3. A minor is not required to enter into the participation agreement with VF Private Education LTD independently.
2.4. The parent or legal representative is responsible for:
- accepting the Terms & Conditions;
- consenting to the child’s participation;
- making payment;
- ensuring the accuracy of the information provided;
- receiving service-related communications;
- dealing with technical support matters;
- receiving cash prizes where the child becomes a winner.
3. Participation Through a Teacher or Educational Centre
3.1. In some cases, registration of groups of children may be arranged by a teacher, school or educational centre.
3.2. In such cases, the teacher or educational centre is responsible for ensuring that all necessary permissions from parents or legal representatives of minor participants have been obtained.
3.3. VF Private Education LTD may reasonably rely on the assumption that the person or organisation registering a group of children has the necessary authority and consents, unless there are circumstances indicating otherwise.
3.4. The Organiser may request evidence that the required consent has been obtained.
3.5. If the necessary authority cannot be confirmed, VF may restrict or suspend the relevant child’s participation until the matter is clarified.
4. Parental Consent to Participation
4.1. By registering a child, the parent or legal representative confirms consent to the child’s participation in the Olympiad.
4.2. Such consent includes permission for the child to:
- have a participant profile;
- complete training tasks;
- complete competition tasks;
- receive a competition result;
- participate in rankings;
- receive a participation certificate;
- receive a diploma if awarded an official prize-winning position;
- qualify for a cash or other prize in accordance with the Olympiad Rules and Prize Policy.
4.3. The parent confirms that they have reviewed the principal rules of the Olympiad and understand the nature of the online competition.
5. Personal Data of a Child That May Be Processed
5.1. Depending on the platform functions used, VF may process the following personal data relating to a child:
- first name;
- surname;
- country;
- age or date of birth, where necessary;
- school or educational centre;
- teacher’s name, where provided;
- selected Olympiad level;
- task results;
- points;
- completion speed;
- number of errors;
- training results;
- competition results;
- ranking position;
- information relating to certificates and diplomas;
- technical data relating to participation.
5.2. VF seeks to collect only the amount of personal data reasonably necessary to conduct the Olympiad and preserve the integrity of the competition.
6. Personal Data Usually Not Required from a Child
6.1. For ordinary participation, a child is not required to provide:
- payment card details;
- bank account details;
- passport details;
- home address;
- tax identification number;
- other excessive identification information.
6.2. Where additional information is required for payment of a cash prize, such information is requested from the parent or legal representative.
7. Legal Bases for Processing a Child’s Personal Data
7.1. A child’s personal data may be processed on different legal bases depending on the relevant purpose.
7.2. Such legal bases may include:
- performance of a contract entered into by the parent or legal representative;
- compliance with legal obligations;
- VF’s legitimate interests, including platform security and competition integrity;
- consent, where consent is the necessary and appropriate lawful basis.
7.3. VF does not rely on parental consent as a universal legal basis for all processing where another appropriate lawful basis applies.
8. Age and a Child’s Independent Consent
8.1. The age at which a child may independently consent to certain processing of personal data in online services varies depending on the country and applicable law.
8.2. Because VF CUP is an international service, the Organiser takes a more conservative approach and may require involvement of a parent or legal representative in the registration of a minor.
8.3. Even where the law of a particular country permits a teenager to provide independent consent for certain processing activities, this does not necessarily mean that the minor independently becomes a party to the participation agreement where applicable rules require an adult to act on the minor’s behalf.
9. Rankings of Minor Participants
9.1. One of the principal functions of VF CUP is the creation of participant rankings.
9.2. The parent or legal representative understands and accepts that the child’s participation may involve the display of the child’s competition result in a ranking.
9.3. Depending on the Olympiad format, a ranking may display:
- child’s name;
- country;
- school or educational centre;
- competition level;
- points;
- official position;
- winner or prize recipient status.
9.4. VF does not publish the following information in public rankings:
- child’s email address;
- telephone number;
- home address;
- date of birth;
- payment information.
9.5. VF seeks to limit publicly displayed personal information relating to minors to what is reasonably necessary for the purposes of the competition.
10. Official Results
10.1. Preliminary results may be displayed during or immediately after the Olympiad.
10.2. Such results may change following:
- anti-fraud review;
- disqualification;
- redistribution of prize-winning positions;
- application of the rules concerning participation in multiple competition levels;
- correction of technical errors.
10.3. Only results approved by the Organiser as final are considered official.
10.4. The parent or legal representative agrees that the child’s official results may be published to the extent described in this Policy and the Privacy Policy.
11. Certificates and Diplomas
11.1. A minor participant who meets the participation requirements may receive an electronic certificate.
11.2. An official winner or prize recipient receives an electronic diploma.
11.3. A certificate or diploma may contain:
- participant’s name;
- country;
- school or educational centre;
- competition level;
- result;
- official position;
- date of the Olympiad.
11.4. The parent is responsible for the accuracy of the information provided during registration.
12. Cash Prizes for Minors
12.1. Where a minor becomes entitled to a cash prize, payment will generally be made to the minor’s parent or legal representative.
12.2. For the purpose of payment, VF may request:
- child’s name;
- name of the parent or legal representative;
- proof of the recipient’s identity;
- proof of parental or representative authority;
- bank or payment details;
- country of residence;
- tax residence;
- other information required by applicable law or a payment provider.
12.3. A cash prize does not necessarily have to be paid directly to a bank account or payment card held by the child.
12.4. Additional prize payment rules are set out in the Prize Policy.
13. Set-Off of a Minor’s Prize
13.1. At the written request or with the written consent of the parent or legal representative, a child’s cash prize may be used for a lawful set-off where permitted under the Prize Policy.
13.2. Set-off is not applied automatically.
13.3. Where an educational centre, partner or legal entity is involved in the transaction, additional written documentation may be required.
14. Photographs and Videos of Children
14.1. Providing a photograph or video recording of a child is not a condition of ordinary participation in VF CUP unless expressly stated otherwise.
14.2. Participation in the Olympiad does not itself constitute automatic consent to the use of the child’s image for advertising.
14.3. Where VF intends to use:
- a photograph;
- a video;
- an interview;
- a testimonial;
- a participant’s likeness
for advertising, marketing or public relations purposes, separate parental or legal representative consent may be required.
14.4. Refusal to provide such optional consent does not prevent ordinary participation in the Olympiad.
15. Marketing Communications to Children
15.1. VF does not treat registration of a child as automatic consent to receive advertising communications.
15.2. Service-related communications necessary for participation may be sent to the parent or to the contact information provided during registration.
15.3. Such communications may include:
- registration confirmation;
- payment information;
- Olympiad reminders;
- technical notices;
- results notifications;
- diploma information;
- prize-related communications.
15.4. Optional marketing communications are sent only where an appropriate lawful basis exists.
16. Anti-Fraud Review of a Child’s Data
16.1. In order to protect the integrity of the competition, VF may analyse technical and competition data relating to a minor participant.
16.2. Such review may include:
- response speed;
- sequence of actions;
- task results;
- technical logs;
- session data;
- IP address;
- device information;
- indications of the use of bots or automation;
- other technical indicators.
16.3. The purpose of such processing is to prevent fraud and protect other participants.
16.4. A significant decision concerning disqualification should not be based solely on a single automated indicator without reasonable review.
17. Technical Support
17.1. A parent or legal representative may contact VF regarding the child’s participation at:
17.2. The request may need to include:
- child’s name;
- registration email address;
- competition level;
- description of the issue;
- payment information where the matter relates to payment;
- other information necessary to resolve the matter.
17.3. VF may request evidence of the adult’s authority to act on behalf of the child where reasonably necessary.
18. Child’s Data Protection Rights
18.1. Data protection rights belong to the child whose personal data is being processed.
18.2. Depending on the child’s age and applicable law, such rights may be exercised by:
- the child;
- the parent;
- the legal representative.
18.3. These rights may include:
- access to personal data;
- correction of inaccurate personal data;
- deletion of data where provided by law;
- restriction of processing;
- objection to certain types of processing;
- withdrawal of consent where processing is based on consent.
18.4. Some rights may be limited by mandatory legal requirements or by the need to retain information for legal claims, financial records or verification of Olympiad results.
19. Withdrawal of Consent
19.1. Where a particular processing activity is based on the consent of the parent or child, that consent may be withdrawn.
19.2. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
19.3. Withdrawal of one optional consent, for example consent to marketing use of a photograph, does not automatically terminate all processing necessary for performance of the contract or compliance with law.
20. Account and Data Deletion
20.1. A parent or legal representative may submit a request for deletion of the child’s personal data.
20.2. The right to deletion is not absolute.
20.3. VF may continue to retain certain information where necessary:
- to comply with legal obligations;
- for accounting or tax purposes;
- for the establishment, exercise or defence of legal claims;
- to verify Olympiad results;
- to preserve the integrity of the Olympiad’s historical records;
- to resolve disputes.
20.4. Where appropriate, historical information may be anonymised.
21. Security of Children’s Data
21.1. VF implements reasonable technical and organisational measures designed to protect personal data relating to minors.
21.2. Access to personal data is provided only to persons and service providers who reasonably require such access to perform relevant functions.
21.3. Payment data is processed through specialised payment providers where applicable.
21.4. Despite the measures applied, no online system can guarantee absolute security.
22. International Processing of Personal Data
22.1. VF CUP is an international Olympiad.
22.2. Certain technical service providers may process personal data outside the child’s country of residence and outside the European Economic Area.
22.3. International transfers of personal data are carried out in accordance with the Privacy Policy and applicable GDPR requirements.
23. Cookies
23.1. The VF CUP website may use cookies and similar technologies.
23.2. Necessary cookies may be used for:
- account login;
- session operation;
- security;
- operation of essential platform functions.
23.3. Non-essential cookies are used in accordance with the Cookie Policy and applicable consent requirements.
24. Responsibilities of Parents and Legal Representatives
24.1. A parent or legal representative must provide accurate information.
24.2. They should also take reasonable steps to protect the child’s account credentials.
24.3. A parent or legal representative should not:
- provide payment information to the child unnecessarily;
- publicly disclose account passwords;
- provide account access to unauthorised third parties;
- create conditions that facilitate violations of the Olympiad Rules.
25. Responsibilities of Teachers and Educational Centres
25.1. A teacher, school or educational centre assisting children with registration for VF CUP must comply with applicable data protection requirements.
25.2. They should not provide VF with more personal data relating to a child than is reasonably necessary for registration.
25.3. Where a teacher acts on behalf of a parent, the teacher must have appropriate authorisation.
25.4. VF is not responsible for independent processing of a child’s personal data by a school, educational centre or teacher outside the VF CUP platform.
26. Changes to This Policy
26.1. VF may update this Policy from time to time.
26.2. The current version will be published on the official website.
26.3. The effective date of the relevant version is stated at the beginning of this document.
26.4. Where changes materially affect the processing of children’s personal data, VF may notify parents or legal representatives where such notification is required by law or reasonably appropriate.
27. Contact Details
For questions concerning children’s participation, parental consent or the processing of minors’ personal data, please contact:
Organiser and Data Controller:
VF Private Education LTD
Company Registration No.: HE 385788
Registered office: Marathonos 3, MALI HOUSE, 8011 Paphos, Cyprus
Website: https://the-olympic.world/
Email: vfcup.helpdesk@gmail.com
VF CUP International Mental Arithmetic Olympiad is organised by VF Private Education LTD, Cyprus.