Privacy policy

Last updated [DATE]. Items shown like this are placeholders for the operator to complete before going live.

Who we are

This platform is operated by [COMPANY LEGAL NAME], [REGISTERED ADDRESS] ("we", "us"). For privacy questions, contact [PRIVACY EMAIL]. Where an awards organiser runs a show on this platform, that organiser decides how entries and votes for its show are used, and we process that data on its behalf.

What we collect

• Account details: name, email, optional mobile number, organisation and bio, and a securely hashed password.
• Entries: the information and media you submit, your payment status and order history. Card details are handled by our payments partner, Manifest Financial, and never reach our servers.
• Judging: for judges, your scores, comments, conflict declarations and how much of each entry you played.
• Fan votes: your email or mobile number is used to send a verification code. In the voting records we keep only a one-way hash of it, plus a hash of your network address to prevent fraud.
• Messages: copies of the emails and texts we send you.
• Security logs: sign-in events and an audit trail of actions taken on the platform.

Why we use it

• To run awards shows you take part in: processing entries, judging, voting and announcing results (contract / legitimate interests).
• To keep results fair and the platform secure, including fraud checks and a tamper-evident audit log (legitimate interests).
• To send messages about your entries, judging duties or votes (contract). Marketing is only sent if you opt in, and you can opt out at any time.
• To meet legal and accounting obligations (legal obligation).

Cookies

We use only one essential cookie, which keeps you signed in. We do not use advertising or analytics cookies. Fan voting may also store a token in your browser so you can vote again within the rules.

Who we share it with

The organiser of each show you enter, judge or vote in; our service providers (hosting, email delivery via SendGrid, text messages via Twilio, payments via Manifest Financial); and authorities where the law requires. [LIST ANY OTHER PROCESSORS]

How long we keep it

Account data is kept while your account is open. Entries, results and audit records are kept for [RETENTION PERIOD] after a show ends so results can be verified. Financial records are kept as required by law.

Your rights

You can download a copy of your data and delete your account from your account page. When you delete your account we remove your personal details; entries from finished shows stay in the results without your name. To erase fan-vote records, contact the show organiser or [PRIVACY EMAIL]. You may also complain to your data protection authority [e.g. the ICO (UK)].

International transfers

[DESCRIBE WHERE DATA IS HOSTED AND THE SAFEGUARDS FOR TRANSFERS]

Changes

We'll post any changes to this policy here and update the date above.