How IBA Handles Personal Information

Overview

Scope of This Policy

This Privacy Policy applies to personal information processed through IBA official websites, entry forms, nominee and winner records, voting access pages, contact forms, event and ceremony enquiries, media communications, partnership discussions, and related award services.

This policy is written for public transparency. It does not replace any contract, entry rules, ceremony terms, platform-specific notice, or privacy wording that may be presented for a specific IBA service.

This template should be reviewed by legal counsel before publication, especially if IBA operates across multiple jurisdictions or processes sensitive, payment, voting, or identity verification data.

Information Collected

Personal Information IBA May Collect

• Identity and contact information: name, title, organization, brand name, email address, telephone number, country, market, and correspondence details.
• Entry and recognition information: award year, category, award title, entry materials, nominee or winner status, certificate ID, profile information, official website links, and submitted descriptions.
• Professional and business information: role, company, institution, media affiliation, sponsor or partner organization, distributor details, and relevant business contact data.
• Visual and media assets: logos, product images, portraits, venue images, campaign materials, event photographs, video assets, press images, and other files uploaded for award, nominee, winner, media, or ceremony use.
• Voting and account information: account login data, voting eligibility information, ballot activity, nominee interaction data, and voting access records where public voting or restricted voting is available.
• Payment and transaction information: billing details, invoice information, package selections, entry fees, winner package payments, ticket enquiries, or sponsor transaction references where applicable.
• Technical information: IP address, device type, browser type, approximate location, log data, cookie identifiers, website usage data, and security records.
• Communication information: enquiries, support requests, contact form submissions, press requests, partnership discussions, ceremony enquiries, and consent or preference records.

Use of Information

How Personal Information May Be Used

• To operate the official IBA website and provide award-related services.
• To receive, review, process, and manage award entries, nominations, winner records, certificate references, and public profiles.
• To administer voting access, nominee discovery, public voting, ballot integrity, and voting-related communications where voting is available.
• To communicate with entrants, nominees, winners, judges, partners, sponsors, media representatives, ceremony guests, and other contacts.
• To prepare official assets, certificates, badges, winner packages, nominee deliverables, press materials, media features, event assets, and ceremony records.
• To process enquiries, payments, invoices, tickets, packages, sponsorship discussions, and partnership requests.
• To publish approved nominee, winner, media, ceremony, partner, or archive content on IBA channels.
• To protect website security, prevent misuse, maintain records, and enforce applicable terms, entry rules, or usage guidelines.
• To analyze website performance, improve digital services, and understand general user interaction with IBA platforms.
• To comply with legal, regulatory, accounting, audit, dispute, or institutional recordkeeping requirements.

Legal Basis

Legal Grounds for Processing

Depending on the jurisdiction and the context, IBA may process personal information on one or more of the following grounds:

• Contract or pre-contract steps: to administer entries, packages, ceremony attendance, partner enquiries, and related services requested by you or your organization.
• Consent: where you agree to receive communications, participate in voting, allow publication of certain materials, or enable optional cookies and similar technologies.
• Legitimate interests: to operate and protect IBA services, manage official award records, communicate with business contacts, prevent fraud, improve services, and maintain public award archives.
• Legal obligation: where processing is required for tax, accounting, regulatory, dispute, audit, or compliance purposes.
• Public or institutional record interest: where IBA maintains official award history, nominee records, winner archives, or institutional references, subject to applicable law and appropriate safeguards.

Sharing

When Information May Be Shared

IBA does not sell personal information as a core business activity. Information may be shared where necessary, appropriate, or authorized for official award operations.

• With service providers who support hosting, website operation, forms, security, analytics, email delivery, payments, CRM, cloud storage, event operations, or file delivery.
• With judges, reviewers, advisors, or award administration personnel where needed for entry evaluation, record review, or award operations.
• With media, partners, sponsors, ceremony providers, venues, photographers, or production teams where needed for approved event, winner, nominee, press, or ceremony activities.
• With the public where information has been approved for nominee profiles, winner records, certificate verification, press announcements, media features, gallery pages, or award archives.
• With legal, regulatory, tax, accounting, dispute resolution, or law enforcement bodies where required or permitted by law.
• With a successor organization or relevant party in connection with a reorganization, transfer, merger, or similar institutional change, subject to appropriate safeguards.

International Transfers

International Processing

IBA is international in nature. Personal information may be processed in countries or regions outside your place of residence, including where service providers, event partners, cloud systems, website infrastructure, or award operations are located.

Where required, IBA aims to use appropriate safeguards for international transfers, such as contractual measures, access controls, data minimization, or other mechanisms recognized under applicable privacy laws.

Retention

How Long Information Is Kept

IBA keeps personal information only for as long as reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

• Entry, nominee, winner, certificate, and archive records may be retained for historical, institutional, verification, and public record purposes.
• Account, voting, enquiry, package, ticket, and ceremony data may be retained for operational, audit, security, dispute, and communication purposes.
• Payment, invoice, tax, and accounting records may be retained according to applicable legal or financial recordkeeping obligations.
• Technical logs and analytics information are generally retained for shorter operational or security periods unless needed for investigation or compliance.

Your Rights

Privacy Rights and Choices

Depending on your location and applicable law, you may have rights in relation to your personal information. These rights may be subject to verification, limitations, exceptions, and the nature of IBA official award records.

Security

Data Security

IBA aims to protect personal information using administrative, technical, and organizational safeguards appropriate to the nature of the information and the relevant service.

No website, email, cloud service, or digital transmission can be guaranteed to be completely secure. You should avoid sending sensitive information unless it is required and submitted through an appropriate official channel.

Children

Children and Minors

IBA services are generally intended for professional, business, institutional, media, partner, nominee, winner, entrant, or adult public audience use. IBA does not knowingly seek to collect personal information from children through its general website.

If a ceremony, media feature, educational programme, or public vote involves minors, additional permissions, safeguards, and specific notices may apply.

Updates

Changes to This Policy

IBA may update this Privacy Policy from time to time to reflect changes in website functions, award operations, legal requirements, service providers, data practices, or institutional needs.

The updated version will be identified by the last updated date shown at the top of this page.

Contact

Privacy Contact

For questions about this Privacy Policy or to submit a privacy rights request, contact International Beauty Awards through the official contact channel or use the privacy request form on this page.