Privacy Policy

Privacy Policy

Effective Date: 1 April 2025

This Privacy Policy applies between you, the User of this Website and associated Platforms, and AIXR LTD, the legal entity responsible for administering the XR Awards, related events, digital competitions, and community platforms. It also applies to our affiliated data controllers under UnitedXR in the United States and Belgium. We are committed to protecting your privacy, maintaining your trust, and complying with all applicable data protection laws, including GDPR, UK GDPR, and relevant international standards.

1. Definitions

• Personal Data: Any information relating to an identified or identifiable natural person.
• Processing: Any operation performed on personal data including collection, storage, use, disclosure, deletion, etc.
• Data Controllers:
  • AIXR LTD (UK): Primary controller for award and event operations
  • UnitedXR (Belgium): Regional data controller for EU
  • AWE (Delaware): Regional data controller for US-based services
• Platform: The AIXR Unicorn platform and any other service provided by AIXR and or UnitedXR
• User/Client/You: Any third party accessing our website, platform, or services not employed or contracted directly by AIXR

2. Scope

This Privacy Policy covers:

• Award nominations and judging (including confidential business data)
• Ticket, sponsorship, and advertising transactions
• Competitions, sweepstakes, and public voting
• B2B communications and event interactions
• Platform usage as governed by our Terms of Service and Code of Conduct

It applies to all users worldwide.

3. Lawful Basis for Processing

We process your data using one or more of the following lawful bases:

1. Contractual Necessity: To provide services or enter agreements (e.g., processing award entries, fulfilling ticket purchases, sponsorship deliveries).
2. Legitimate Interests: To ensure awards integrity, prevent fraud, promote our services, and enhance platform security.
3. Consent: For specific marketing communications, use of cookies, social media integrations, public use of media, or other optional services.
4. Legal Obligations: To comply with tax, regulatory, or judicial requirements (e.g., filing required data for corporate governance).

4. Data We Collect

We may collect and process the following categories of personal data:

• Identity data: name, company, job title, DOB, gender
• Contact data: phone number, email, address
• Award content: project data, documentation, videos, imagery
• Business data: sponsorship info, event participation, B2B communications
• Usage data: IP address, browser type, time on site, interactions
• Voting records: timestamped records, tokens, anonymised logs
• Login data: including third-party social logins (Facebook, LinkedIn, Google)
• Media: interviews, headshots, photos at the event, event recordings, speaker content

All data may be used for auditing, fraud prevention, or safeguarding award legitimacy.

5. Special Category Data & Children

We do not knowingly collect data from individuals under the age of 16 (or the minimum age requirement in your jurisdiction). If you believe a minor has provided us personal data without parental or guardian consent, please contact us at [email protected] so we can take steps to delete such data.

We do not intentionally collect or solicit special category data (e.g., health, biometric, or political opinions). If you voluntarily submit such data (for instance, in accessibility requests or event accommodation needs), we will process and protect it confidentiality. We will only use special category data for the specific purpose for which it was provided (e.g., ensuring accessibility compliance).

6. Automated Processing

We may use limited automated decision-making to:

• Detect anomalies in public voting
• Categorise entries or nominations
• Filter platform submissions

You have the right to request human review of any automated decision that significantly affects your rights or interests, in accordance with applicable law.

7. Your Rights

You have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure (in line with legal obligations)
• Object or restrict processing
• Withdraw consent at any time
• Lodge complaints with a supervisory authority

Contact us at [email protected] to exercise your rights.

8. Data Retention

We retain data:

• Award records and votes: up to 6+ years (for audit and integrity)
• B2B records: 6+ years (for accounting and legal reasons)
• Marketing preferences: until withdrawn
• Competition entries: duration of contest + 6+ years

Data is securely erased or anonymised when no longer needed.

9. Data Sharing

We share data with:

• Judges and verified advisors (under NDA)
• Platform infrastructure providers such as UnitedXR
• Payment processors and ticketing providers
• CRM, analytics, and marketing platforms
• Legal or regulatory authorities (if required)

We do not sell or rent your personal data. We ensure that any party with whom data is shared has in place suitable processes and protection measures to safeguard the data shared with them.

10. International Transfers

Data may be transferred internationally (including to the US and EEA). We ensure:

• Standard Contractual Clauses (SCCs) are in place
• Partners understand EU-U.S. Data Privacy Framework or equivalent
• Internal policies ensure inter-group compliance with GDPR

11. Data Security

We implement:

• End-to-end encryption (SSL)
• Firewalls, access logs, role-based permissions
• Secure CRM and database solutions
• Breach detection, investigation, and notification procedures

If you suspect any breach, notify us immediately.

12. Marketing and Communications

We may send you communications regarding:

• Events, Services, and Offers: Relevant to your engagement with us (e.g., upcoming XR Awards, training workshops, sponsor opportunities).
• Newsletters: If you’ve signed up or if we have a pre-existing relationship (“soft opt-in”).

You can opt out of non-essential marketing at any time by following the “unsubscribe” link in our emails or emailing [email protected]. Please note that transactional or service-related communications (e.g., ticket confirmations, important event updates) may still be sent, as they are necessary for us to fulfill our obligations to you.

13. Cookies and Similar Technologies

We use cookies to:

• Operate core functionality (session tracking, authentication)
• Improve performance and analytics
• Offer personalised experiences and retargeting

You may manage cookie preferences via browser or our consent banner. Disabling certain cookies may affect your ability to use some platform features.

14. Platform and Community Conduct

By using our platform, you agree to:

• Abide by our Terms of Service and Code of Conduct
• Not misuse voting systems, platform features, or community spaces
• Use personal data obtained only for the purposes permitted by this policy

Violations may result in suspension or legal action.

15. Business Transfers

If AIXR LTD or its parent entities are merged, acquired, or undergo structural change, your data may be transferred under the same lawful basis and privacy commitments.

16. Legal Liability Limitation

Nothing in this Policy limits your legal rights under applicable law. However, to the maximum extent permitted by law, AIXR disclaims liability for:

• Errors or omissions in user-submitted content (e.g., inaccuracies in award submissions).
• Misuse of data by third parties beyond our reasonable control or outside the scope of our direct relationships.
• Interruption or denial of service caused by violations of our Terms of Service, force majeure events, or malicious acts by third parties.

17. Changes to this Policy

We may update this policy at any time. The updated version will be posted with the revised date. You are responsible for reviewing it periodically.

Contact Information

AIXR LTD
15 Eastwood Road, Rayleigh, Essex, United Kingdom, SS6 7JD

Email: [email protected]

Supervisory Contacts:

• UK: Information Commissioner’s Office (ICO)
• BE: Data Protection Authority (GBA)
• US: CCPA / State regulators

By continuing to use our services, you acknowledge that you have read and agree to this Privacy Policy. We appreciate your trust in AIXR and our commitment to maintaining the highest standards of data protection and transparency.