EVCIA Privacy Policy

Last Updated: October 2025

1. Introduction

Welcome to the EV Cultural Impact Awards 2026 (“we”, “our”, or “us”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our awards programme.

If you have any questions or concerns about this policy or our practices regarding your personal information, please contact us at awards@evculturalimpact.com.

2. Information We Collect

2.1 Information You Provide to Us

We collect personal information that you voluntarily provide when you:

Register for the awards
Submit a nomination or entry
Subscribe to our newsletter
Contact us via email or other communication channels
Participate in surveys or provide feedback

This information may include:

Personal identifiers: Name, email address, telephone number, postal address
Professional information: Job title, company/organisation name, industry sector
Submission data: Project descriptions, supporting materials, images, videos, and other content you provide
Payment information: Billing details (processed securely through third-party payment processors)
Communication records: Correspondence with our team

2.2 Information Automatically Collected

When you visit our website, we may automatically collect certain information about your device, including:

IP address
Browser type and version
Time zone setting
Operating system
Pages visited and time spent on pages
Referring website addresses

We collect this information through cookies and similar tracking technologies.

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Awards Administration

Processing and evaluating nominations and entries
Communicating with nominees, entrants, and judges
Organising and conducting the awards ceremony
Announcing winners and finalists

3.2 Communication

Sending updates about the awards programme
Responding to inquiries and requests
Providing customer support
Sending newsletters (with your consent)

3.3 Marketing and Promotion

Promoting the awards and celebrating winners
Creating case studies and promotional materials
Social media engagement
Publishing winners’ information on our website and in press releases

3.4 Legal and Administrative

Complying with legal obligations
Protecting our rights and interests
Preventing fraud and ensuring security
Improving our services and website functionality

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

Consent: When you have given explicit consent for specific processing activities
Contractual necessity: To fulfil our obligations when you enter the awards
Legitimate interests: To operate and promote the awards programme, provided this does not override your rights
Legal obligation: To comply with applicable laws and regulations

5. Sharing Your Information

We may share your information with:

5.1 Judges and Panel Members

Entry materials and nominee information are shared with our judging panel for evaluation purposes. All judges are bound by confidentiality agreements.

5.2 Service Providers

We engage third-party companies to perform services on our behalf, including:

Website hosting providers
Email service providers
Payment processors
Event management companies
Marketing and communications agencies

These providers are contractually obligated to protect your data and use it only for specified purposes.

5.3 Public Disclosure

With your consent, we may publicly disclose:

Names and projects of winners and finalists
Submission materials for promotional purposes
Testimonials and case studies

5.4 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or to protect our legal rights.

6. International Data Transfers

Your information may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses approved by the UK Information Commissioner’s Office
Transfers to countries with adequate data protection laws
Other legally recognised transfer mechanisms

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law.

Entry materials: Retained for the duration of the awards cycle and up to 3 years afterwards for archival and promotional purposes
Contact information: Retained until you request deletion or unsubscribe
Financial records: Retained for 7 years in compliance with UK tax law
Marketing communications: Retained until you withdraw consent

8. Your Data Protection Rights

Under UK GDPR, you have the following rights:

8.1 Right of Access

You can request copies of your personal information.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete information.

8.3 Right to Erasure

You can request deletion of your personal information in certain circumstances.

8.4 Right to Restrict Processing

You can request that we limit how we use your information.

8.5 Right to Data Portability

You can request transfer of your information to another organisation.

8.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

8.7 Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing that significantly affect you.

To exercise any of these rights, please contact us at awards@evculturalimpact.com. We will respond within one month of your request.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience. You can control cookie settings through your browser preferences. For detailed information about the cookies we use, please refer to our Cookie Policy.

10. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit and at rest
Regular security assessments
Access controls and authentication
Staff training on data protection

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

11. Children’s Privacy

The awards programme is not directed at individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or sending an email. The “Last Updated” date at the top of this policy indicates when it was last revised.

14. Contact Information

If you have questions, concerns, or wish to exercise your data protection rights, please contact us:

Email: awards@evculturalimpact.com

Data Protection Officer: Available at the above email address

15. Complaints

You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe we have not handled your personal information appropriately:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk