1. Who we are

This Privacy Policy explains how the ECDMA Global Awards website (“Website”) collects and uses personal data.

Data controller / organizer: Community Management LTD (Company No. 15674628), 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom (“Organizer”).

Program brand: ECDMA Global Awards (E-Commerce & Digital Marketing Association).

2. What data we collect
  • Contact data: name, email address, phone number, message content (when you contact us).
  • Nomination data: nominee/organization details, project descriptions, evidence, links, attachments, and any information you provide in a nomination.
  • Judge data: professional biography, expertise areas, public profile links, and compliance confirmations (for invited judges).
  • Technical data: IP address, device/browser information, and usage analytics collected via cookies and similar technologies.
  • Payment data: payment status and transaction identifiers (payments are processed by third-party payment providers; we typically do not store full card details).
3. How we use your data
  • to administer nominations, eligibility screening, judging workflows, and publication of results;
  • to communicate with nominees, entrants, judges, partners, and website visitors;
  • to provide customer support and respond to inquiries;
  • to maintain the integrity of the Awards Program (fraud prevention, conflict-of-interest handling, compliance checks);
  • to operate and improve the Website (analytics, security, troubleshooting);
  • to comply with legal obligations where applicable.
4. Legal bases (GDPR-style summary)

Where the GDPR or similar laws apply, we process personal data based on one or more of the following legal bases:

  • Performance of a contract (e.g., administering a nomination submission and related services);
  • Legitimate interests (e.g., operating the awards program, ensuring integrity, improving the website);
  • Consent (e.g., optional marketing communications, certain cookies);
  • Legal obligations (e.g., compliance, record-keeping where required).
5. Publication of winners

If you submit a nomination, you understand that if the nomination wins, the Organizer may publish winner information on the Website and in program communications. Published information may include the winner name, organization, category, and a short public-facing description of the achievement.

6. Sharing your data

We may share personal data with trusted service providers who help us operate the program and website, such as:

  • website hosting and infrastructure providers;
  • email and communication tools;
  • payment processing providers (e.g., Stripe);
  • analytics providers (where enabled).

We require vendors to protect personal data and use it only for the services they provide to us.

7. International transfers

Your data may be processed in countries outside your country of residence, depending on service provider locations. Where required, we use appropriate safeguards for international transfers.

8. Data retention

We retain personal data for as long as necessary to run the awards program, maintain program records, resolve disputes, and comply with legal obligations. Nomination records may be retained for multiple cycles to support integrity checks and historical archives.

9. Your rights

Depending on your jurisdiction, you may have rights to:

  • access, correct, or delete your personal data;
  • object to or restrict certain processing;
  • withdraw consent where processing is based on consent;
  • data portability (where applicable).

To exercise rights, email [email protected] with the subject “Privacy Request”.

10. Security

We use reasonable technical and organizational measures to protect personal data. No system is 100% secure; please contact us if you suspect any security issue.

11. Children

The Awards Program is intended for professionals and is not directed to children. If you believe a child has provided personal data, contact us to request deletion.

12. Updates

We may update this Privacy Policy from time to time. The latest version will be published on the Website.

This Privacy Policy is provided for transparency and should be read together with the Terms & Conditions.