Privacy Policy

This Privacy Policy explains howWorld Sports Photography Awards Ltd, trading as Brand Sports Photography Awards ("we", "us", "our"), collects, uses, stores anddiscloses personal data in connection with the Brand Sports Photography Awards competition (the "Awards") and our website at www.brandsportsphotographyawards.com (the "Website").

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1. Who we are

1.1 We are the controller of your personal data for the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018. World Sports Photography Awards Ltd is a company registered in England and Wales with company number 11040160, whose registered office is at 20-22 Wenlock Road, London N1 7GU.

‍1.2 You can contact usabout this policy or your personal data at info@worldsportsphotographyawards.com.

‍2. What information we collect

We may collect, store and use the following personal data:

2.1 Information about your device and your visits to the Website, including your IP address, approximate location, browser type, referral source, length of visit and pages viewed, collected as described in section 4;

2.2 Information relating to transactions between you and us, such as payment of entry fees or ceremony tickets. Card payments are processed by our payment provider, Stripe. We do not see or store your full card details;

2.3 Information you provide when registering an entrant account or submitting an entry, which may include your name, business or agency name, email address, telephone number, location, entry category, submitted images, credits (including the names of photographers, brands, clients and agencies connected with an image), campaign details and social media links;

2.4 Information you provide when contacting us with a query, which may include your name, email address and the details of your enquiry;

2.5 Information you provide when subscribing to our newsletters, notifications or results alerts;

2.6 Any other information you choose to send us, including testimonials or feedback about the Awards.

2.7 Entries often contain personal data about other people, such as credited photographers and client contacts, and athletes, models or participants who appear in images. Where you give us information about another person, you confirm that you are entitled to do so and that they are aware of how it will be used, as described in this policy.

2.8 The Website and the Awards are intended for adults. We do not knowingly collect personal data from anyone under 18, other than where a person under 18 appears in a submitted image, in which case the entrant is responsible for holding the necessary consents under our Terms & Conditions.

3. How we use your data, and our lawful basis

3.1 We use personal data only where we have a lawful basis to do so. Those bases, and the purposes for which we rely on them, are as follows.

3.1.1 Performance of a contract with you: creating and managing your entrant account; processing entries and fees; administering judging; notifying you of results; and delivering prizes and ceremony tickets.

3.1.2 Our legitimate interests in running, promoting and protecting the Awards: verifying eligibility, authorship and entry details; publishing and promoting shortlisted and winning entries and their credits in accordance with our Terms & Conditions; keeping an archive of past Awards; operating, securing and improving the Website; dealing with enquiries, complaints and disputes; preventing fraud and establishing or defending legal claims; and providing sponsors and partners with aggregated statistics that do not identify any individual. We have weighed these interests against your rights, and you can ask us for more detail.

3.1.3  Compliance with a legal obligation: keeping financial and tax records and responding to lawful requests from public authorities.

3.1.4  Your consent: sending you newsletters and marketing communications and setting non-essential cookies (see section 4). You can withdraw consent at any time. You do not need to subscribe to anything to enter the Awards or use the Website.

3.2 We do not sell personal data, and we will not provide your personal data to third parties for their own direct marketing without your express consent.

3.3 All judging is carried out by people. We do not make decisions about you based solely on automated processing.

4. Cookies

4.1 A cookie is a small file sent by a web server to your browser and stored by it. We use "session" cookies, which last while you navigate the Website, and "persistent" cookies, which let the Website recognise you on return visits and keep you logged in to your entrant account.

4.2 Some cookies a restrictly necessary for the Website to work, for example to keep you logged in, keep the Website secure and save entries in progress. We set these without asking for consent.

4.3 We use Google Analytics to understand how the Website is used. Analytics cookies are set only if you accept them through our cookie banner. Google processes this information in accordance with its privacy policy, available at https://policies.google.com/privacy. We retain Google Analytics data for 14 months.

4.4 You can change your cookie choices at any time using the Cookie settings link at the foot of each page. You can also block cookies in your browser settings, but blocking strictly necessary cookies may prevent you from logging in or managing your entries. For more on cookies and how to control them, visit www.allaboutcookies.org.

5. Who we share your data with

5.1 Service providers who act on our instructions, such as our website host, entry and judging platform, payment provider and email service. They may use your data only to provide services to us and are contractually required to protect it.

5.2 Members of our judging panel, some of whom may be based outside the UK, who receive only the information needed to judge entries and are bound by confidentiality obligations.

5.3 The public: shortlisted and winning entries, together with their credits, are published on the Website, on social media, in press coverage and at the Awards ceremony, as described in our Terms & Conditions. Published content is available worldwide.

5.4 Our professional advisers, and courts, regulators, law enforcement or other authorities where we are required to by law, in connection with legal proceedings, or to establish, exercise or defend our legal rights, including for fraud prevention.

5.5 The purchaser or prospective purchaser of any business or asset that we are selling or considering selling, subject to appropriate confidentiality.

5.6 Except as set out in this policy, we do not share your personal data with third parties.

6. International transfers

6.1 Some of our service providers and judges are located outside the UK. Where we transfer personal data outside the UK, we make sure it is protected, either because the destination country is covered by UK adequacy regulations, or by using the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or another safeguard permitted by UK law. You can ask us for a copy of the relevant safeguard.

6.2 Content published as described in section 5.3 can by its nature be viewed anywhere in the world.

7. How long we keep your data

7.1 Account and entry data: for the Awards year in which you entered and three years afterwards, so that we can administer future entries and deal with any queries or disputes. You can ask us to close your account sooner.

7.2 Transaction and financial records: six years from the end of the financial year to which they relate, to meet our tax and accounting obligations.

7.3 Shortlisted and winning entries and their credits: indefinitely, as part of the historical archive of the Awards, subject to our Terms & Conditions.

7.4 Marketing data: until you unsubscribe. We then keep a minimal record of your address so that we do not contact you again.

7.5 Enquiries and correspondence: two years after the matter is closed.

7.6 Analytics data: asset out in section 4.3.

8. Security

8.1 We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access or alteration.

8.2 No transmission over the internet is completely secure, and we cannot guarantee the security of data sent to us online. If you think your account has been compromised, please tell us straight away.

9. Your rights

9.1 Under UK data protection law you have the right to: access the personal data we hold about you; have inaccurate data corrected; have your data erased; restrict how we use your data; object to our use of your data where we rely on legitimate interests, and to object at any time to direct marketing; receive your data in a portable format; and withdraw your consent at any time, without affecting processing carried out before you withdrew it.

9.2 Some of these rights apply only in certain circumstances. For example, we must keep financial records for the period required by law, and published shortlisted and winning entries are handled in accordance with our Terms & Conditions. If we cannotfully meet a request, we will tell you why.

9.3 To exercise any of these rights, contact us at info@worldsportsphotographyawards.com. We will respond within one month, free of charge, though we may need to verify your identity first. If a request is manifestly unfounded or excessive, we may charge a reasonable fee or decline it, as the law allows.

9.4 You have the right to complain to the Information Commissioner’s Office (www.ico.org.uk, 0303 1231113). We would appreciate the chance to deal with your concern first.

10. Keeping your information up to date

10.1 Please let us know if your personal data needs correcting or updating. You can do this through your entrant account or by emailing privacy@worldsportsphotographyawards.com, and we will make the change promptly.

11. Third-party websites

11.1 The Website may link to other websites, including entrants’ own websites and social media profiles. We are not responsible for their privacy policies or practices.

12. Changes to this policy

12.1 We may update this policy from time to time by posting a new version on the Website with a new "last updated" date. Where a change materially affects how we use your data, we will also tell you by email if we hold your address.

13. Contact us

If you have any questions about this policy or how we handle your personal data, please contact us at info@worldsportsphotographyawards.com, or write to us at 20-22 Wenlock Road, London N1 7GU.

Brand Sports PhotographyAwards is administered and operated by World Sports Photography Awards Ltd.

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