MONOCHROME REMOVES THE NOISE
01 - INTRODUCTION
This Privacy Policy explains how personal data is collected, used, stored and protected in connection with MONO ORBIT AWARDS.
MONO ORBIT AWARDS operates as part of MONO ORBIT, an independent editorial platform focused on photography, design and the built environment.
We process personal data in accordance with applicable data protection legislation, including the EU General Data Protection Regulation (GDPR).
02 - DATA CONTROLLER
The data controller for MONO ORBIT AWARDS is the Organiser identified in Section 27 of the Terms and Conditions.
For questions concerning personal data, privacy or the exercise of data protection rights, please contact:
mono@monoorbitawards.com
03 - PERSONAL DATA WE COLLECT
Depending on how you interact with the website and competition, we may collect:
- Name and contact details.
- Email address and account information.
- Country or location information supplied during registration.
- Photographs, titles, descriptions and related submission information.
- Payment references, transaction status and refund records.
- Communications sent to the Organiser.
- Information needed to verify eligibility, authorship or prize entitlement.
- Technical information, including IP addresses, browser information and website usage data.
- Cookie and consent preferences, where applicable.
We do not require participants to provide more personal information than reasonably necessary for the relevant purpose.
04 - PURPOSES AND LEGAL BASES
We process personal data for the following purposes:
Competition administration
To create accounts, receive entries, verify eligibility, communicate with participants, conduct selection and administer awards.
Legal basis: performance of a contract or steps taken at the participant’s request before entering a contract.
Payments and refunds
To confirm payments, process refunds, maintain transaction records and resolve payment issues.
Legal basis: performance of a contract and compliance with applicable legal obligations.
Competition integrity
To investigate suspected fraud, verify photographic authorship and enforce competition rules.
Legal basis: legitimate interests in operating a fair and credible competition, subject to applicable law and participants’ rights.
Publication of results and selected work
To announce recipients, publish credited photographs and maintain the editorial record of the award.
Legal basis: performance of the competition agreement and, where applicable, legitimate interests in documenting and presenting the award.
Legal and accounting obligations
To maintain records required by applicable tax, accounting and other laws.
Legal basis: compliance with legal obligations.
Website security and essential functionality
To maintain accounts, prevent misuse, protect the website and resolve technical problems.
Legal basis: legitimate interests or other applicable lawful grounds, depending on the processing activity.
Optional analytics and marketing technologies
To understand website usage or measure promotional activity where such technologies are enabled.
Legal basis: consent where required by applicable law.
Optional newsletters and marketing communications
To send promotional updates where the recipient has provided valid consent or another lawful basis applies.
Legal basis: consent or another applicable lawful basis, depending on the communication.
We do not treat acceptance of the competition Terms and Conditions as automatic consent to optional marketing.
05 - PHOTOGRAPHS AND PUBLICATION
Submitted photographs are processed for competition administration, assessment, verification and, where applicable, publication.
Selected photographs may be published together with the photographer’s name, country, photograph title and relevant editorial information.
Publication may take place on MONO ORBIT AWARDS, MONO ORBIT and related communication channels in accordance with the Terms and Conditions.
Photographers retain copyright in their work.
Personal data appearing within photographs may also be subject to applicable data protection and third-party rights requirements.
06 - PAYMENTS
Payments are processed through PayPal.
The Organiser does not directly collect or store complete payment card details.
PayPal may process personal data independently in accordance with its own privacy information and applicable law.
We may retain payment references, transaction status, amounts and refund information necessary for administration and accounting.
07 - SERVICE PROVIDERS
Personal data may be processed by service providers supporting the operation of the website and competition, including:
- Website hosting and technical administration providers.
- Payment processing providers.
- Email and communication providers.
- Analytics and advertising technology providers, where enabled.
- Professional advisers and service providers where reasonably necessary.
Where a service provider processes personal data on our behalf, we will take appropriate steps to ensure that the processing is governed by suitable data protection arrangements.
We do not sell participants’ personal data.
08 - COOKIES AND TRACKING TECHNOLOGIES
The website may use cookies or similar technologies for essential functionality, security, account management, analytics and advertising measurement.
Essential technologies may be used where permitted without consent.
Where consent is legally required for non-essential cookies or similar technologies, those technologies will not be activated before valid consent is obtained.
Visitors must be able to withdraw or change their consent through an accessible mechanism.
Further information about cookies, providers, purposes and retention periods should be made available through the website’s cookie information and consent controls.
09 - INTERNATIONAL DATA TRANSFERS
MONO ORBIT AWARDS is open internationally.
Some service providers may process personal data outside the European Economic Area.
Where a transfer is subject to GDPR restrictions, we will use an applicable lawful transfer mechanism, such as an adequacy decision or appropriate safeguards, including Standard Contractual Clauses where required.
Information about relevant safeguards may be requested using the contact details in this policy.
10 - DATA RETENTION
We retain personal data only for as long as reasonably necessary for the purposes described in this policy, subject to applicable legal obligations.
Account and entry information may be retained while an account is active and for a reasonable period afterwards where necessary for administration, dispute resolution or legal claims.
Payment and accounting records are retained for periods required by applicable law.
Selected photographs and associated credits may remain available in the continuing editorial archive of MONO ORBIT AWARDS and MONO ORBIT, subject to applicable rights.
Unselected photographs and associated submission information will not be retained indefinitely without a continuing lawful purpose.
Where data is no longer required, it will be deleted or anonymised as appropriate.
11 - DATA SECURITY
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure.
Access to personal data is limited to persons and service providers who reasonably require it for authorised purposes.
No online system can guarantee absolute security.
12 - YOUR DATA PROTECTION RIGHTS
Subject to applicable law, individuals may have the right to:
- Access their personal data.
- Request correction of inaccurate information.
- Request deletion of personal data.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Receive certain personal data in a portable format.
- Withdraw consent where processing is based on consent.
- Lodge a complaint with a competent data protection supervisory authority.
Requests may be sent to mono@monoorbitawards.com.
We will respond within the time limits required by applicable law.
Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
13 - CHILDREN
The competition is open only to individuals aged 18 or over.
We do not knowingly accept competition entries from minors.
If we become aware that an ineligible minor has registered or submitted an entry, we will take appropriate steps to address the situation and handle any associated personal data in accordance with applicable law.
14 - MARKETING COMMUNICATIONS
Competition-related service messages may be sent where necessary to administer an entry.
Optional promotional newsletters are separate from essential competition communications.
Recipients of marketing emails may unsubscribe using the instructions provided in those messages or by contacting us.
Unsubscribing from marketing does not prevent necessary administrative communications about an active competition entry.
15 - WITHDRAWAL FROM THE COMPETITION
Participants may request withdrawal from the competition in accordance with the Terms and Conditions.
Withdrawal from the competition does not automatically require immediate deletion of every associated record.
Certain information may need to be retained for refunds, accounting, legal obligations or the establishment, exercise or defence of legal claims.
Requests for deletion or other data protection rights will be assessed separately under applicable data protection law.
16 - CHANGES TO THIS POLICY
We may update this Privacy Policy to reflect changes in our services, legal requirements or data processing practices.
The latest version will be published on the website with its revision date.
Where required by law, material changes will be communicated to affected individuals.
17 - CONTACT AND COMPLAINTS
Privacy enquiries may be sent to mono@monoorbitawards.com.
Individuals may also lodge a complaint with the Irish Data Protection Commission or another competent supervisory authority where applicable.
