Privacy policy

Who is responsible for your information

World Luxury Media Group Limited operates World Villa Awards and is the controller responsible for personal information handled for the purposes described in this policy. This policy covers our website, awards administration and related communications. We handle personal information under applicable data protection law, including the UK GDPR and the Data Protection Act 2018, as amended.

World Villa Awards World Luxury Media Group Limited 167-169 Great Portland Street 5th Floor London W1W 5PF United Kingdom Email: contact@worldvillaawards.com Telephone and WhatsApp: +971 55 100 0987

Information we collect

Depending on how you interact with us, we may collect your name, business contact details, job title and organisation; enquiries and correspondence; entry and nomination materials; public professional biographies and profile images; account and verification details; votes and associated integrity records; and communication preferences.

When you use the website, technical records may include your IP address, browser and device information, access times, pages requested and security logs. Optional analytics and similar technologies are subject to the choices explained in our Cookies policy.

If you purchase a service or attend an event, we may also need booking, billing and transaction details. Payment providers handle payment credentials under the arrangements explained at checkout. If you request an accessibility adjustment, provide only the information needed to help you; a medical diagnosis is usually unnecessary.

Where information comes from

We receive information directly from you, from someone submitting a nomination or enquiry on behalf of an organisation, and from publicly available professional sources such as company websites. We may also receive service and transaction records from providers supporting our website, communications or events. Where required, we provide privacy information to people whose details are supplied by others.

How and why we use information

Enquiries and administration: we use contact details and correspondence to answer questions, manage relationships and provide support. We rely on our legitimate interests in running the awards and responding to requests, or on taking steps at your request before entering a contract.

Entries and services: we use relevant information to administer participation and deliver agreed services. We rely on contractual necessity where you are personally a party to the contract. Where you act for an organisation, we rely on our legitimate interests in managing that business relationship.

Voting and security: we use verification information, voting records and technical logs to administer votes, detect duplicate or fraudulent activity, protect the website and investigate disputes. Our lawful basis is our legitimate interests in running fair awards and maintaining secure services.

Public profiles and results: we use relevant professional details, approved images and award information to publish nominees, winners and awards coverage. We rely on our legitimate interests in reporting and promoting the awards, subject to your rights and reasonable expectations. Private contact information and identifiable voting choices are not published as part of award results.

Marketing: where we require consent for email or other electronic marketing, we ask for it separately. Where the law permits business marketing without consent, we rely on our legitimate interests in communicating relevant awards information. You can object at any time. Entering, voting or enquiring does not automatically subscribe you to marketing.

Legal obligations: we retain and use information where necessary for accounting, regulatory requirements and other legal duties. We may also process relevant records under our legitimate interests in establishing, exercising or defending legal claims.

Accessibility requests: if an adjustment request reveals health or other special category information, we will explain the relevant basis and normally seek explicit consent before processing it, unless another lawful condition applies.

Where we rely on legitimate interests, we consider the impact on your rights and freedoms. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful processing. Required information will be identified when collected; without it, we may be unable to process your request, verify a vote or provide a service.

Who receives information

We share information only where necessary with providers supporting hosting, IT security, communications, awards administration and, where applicable, payments and events. Providers acting on our behalf must process information under appropriate contractual instructions and safeguards.

Relevant entry information may be shared with authorised awards assessors or administrators. Public profile and results information may appear on our website and in awards publicity. We may disclose information to professional advisers, regulators or authorities where necessary, or in connection with a business transfer subject to appropriate protections.

We do not sell personal information. We do not give sponsors or partners your private contact details for their own marketing without a separate lawful basis and any required consent. External websites and services, including WhatsApp if you choose to contact us there, have their own privacy policies.

International processing

Some providers or authorised team members may process information outside the United Kingdom. Where a restricted international transfer occurs, we use a legally recognised mechanism, such as UK adequacy regulations or approved contractual safeguards, and carry out any required transfer assessment. You can contact us for details of the safeguards relevant to your information and how to obtain a copy.

How long we keep information

We keep information only for as long as needed for its purpose. Routine enquiries are normally deleted within two years of the last meaningful contact. Detailed entry administration, identifiable voting records and associated integrity records are normally retained for up to two years after the relevant awards cycle closes, unless a complaint or investigation requires longer retention.

Contract, transaction and accounting records are normally retained for six years after the relevant contract ends or accounting period closes, as appropriate. Public nominee and winner records may remain in our historical awards archive while they serve a legitimate public record purpose, with periodic review.

Marketing contact details are retained while the subscription or relevant business relationship remains active. After an opt-out, we keep a minimal suppression record for as long as needed to respect that choice. Routine technical and security logs are normally retained for up to 12 months; incident records may be kept longer where necessary to investigate or defend a claim. Cookie retention depends on the function and duration of the relevant technology, as explained when we request consent.

We may retain specific records longer where required by law or necessary for an unresolved dispute. When retention is no longer justified, we delete or anonymise the information, with backup copies removed through their normal replacement cycle.

Your rights and choices

Depending on the circumstances, you can request access to your information, correction of inaccuracies, deletion, restriction of processing, or a portable copy of information you provided. You can object to processing based on legitimate interests and can always object to direct marketing. You may also withdraw consent where it is our processing basis.

Email contact@worldvillaawards.com to exercise a right. We may need proportionate information to verify your identity. We normally respond within one month. If the law permits an extension or another adjustment to the response period, we will explain why. These rights are subject to legal conditions and exceptions.

You can unsubscribe from marketing using the link in an email or by contacting us. Essential service messages about a request, entry or booking are separate from marketing.

Security and children

We use proportionate technical and organisational measures to protect personal information, including access restrictions and controls appropriate to the risks. No internet service can be guaranteed completely secure. Please do not send unnecessary sensitive information.

The website is intended for a general adult and business audience, and is not directed at children under 16. If you believe a child has provided personal information without appropriate authority, contact us so we can investigate and take suitable action.

Complaints and updates

Please contact us first with a privacy concern so we can investigate. You also have the right to complain to the UK Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. You do not have to contact us before approaching the ICO.

We may update this policy as our services or legal obligations change. The date above identifies the latest version. We will give additional notice where a significant change requires it.