PRIVACY POLICY
> UPDATED: JANUARY 2025
At AwardArcade, we are committed to protecting your privacy and personal data. This Privacy Policy explains how Decoherence Ltd (trading as AwardArcade) collects, uses, stores, and safeguards your information when you use our website and services. By using AwardArcade, you acknowledge and accept the practices described in this Privacy Policy.
1. DATA CONTROLLER
1.1 - The data controller responsible for your personal information is:
DECOHERENCE LTD
Trading as: AwardArcade
Company Number: 16904882
Registered in England & Wales
1.2 - For any data protection inquiries, please contact us at: support@awardarcade.com
2. WHAT DATA WE COLLECT
2.1 - We collect only the information necessary to operate our services effectively and in compliance with legal obligations.
2.2 - Account Registration Data:
- Full name
- Email address
- Username (chosen by you)
- Date of birth (for age verification purposes)
- Telephone number (optional)
2.3 - Transaction and Payment Data:
- Records of ticket purchases and amounts paid
- Payment method details (securely stored by Stripe, not on our servers)
- Prize claims and withdrawals
- Account credit balance and transaction history
2.4 - Postal Entry Data:
When you submit a free entry by post, we collect the information you provide on your postcard or letter:
- Full name
- Email address
- Telephone number
- Website username (if applicable)
- Competition title you wish to enter
This data is used to process your entry, assign a random ticket number, send confirmation, and contact you if you win.
2.5 - Delivery Information:
- Shipping address (street, city, postal code, country)
- Collected only when required for prize delivery
2.6 - Communication Records:
- Correspondence with our support team
- Notification and marketing preferences
2.7 - Technical and Usage Data:
- IP address (for security and fraud prevention)
- Browser type and device information
- Pages visited and actions taken on the website
- Date and time of visits
3. HOW WE USE YOUR DATA
3.1 - Your personal data is used for the following purposes:
3.1a - Service Delivery
- Processing competition entries (online and postal)
- Managing prize draws and selecting winners
- Notifying winners and processing prize claims
- Delivering prizes to winners
3.1b - Communication
- Sending entry confirmations and ticket number assignments
- Sending draw notifications and winner announcements
- Providing customer support and responding to inquiries
- Sending service updates and important account information
3.1c - Security and Compliance
- Preventing fraud and unauthorized access
- Verifying age and identity for legal compliance
- Ensuring fair play and detecting abuse of the platform
- Complying with UK legal and regulatory obligations
3.1d - Platform Improvement
- Analyzing aggregated and anonymized usage data
- Improving website performance and user experience
- Identifying and fixing technical issues
3.1e - Marketing (Optional)
- Sending promotional emails about new competitions and special offers
- Only if you have opted in to marketing communications
- You may unsubscribe at any time
4. DATA SECURITY
4.1 - We implement appropriate technical and organizational security measures to protect your personal data from unauthorized access, loss, misuse, or alteration.
4.2 - All connections to our website are encrypted using SSL/TLS technology to ensure secure data transmission.
4.3 - Payment Security
4.3a - We use Stripe as our payment processor. Stripe is a PCI-DSS compliant payment service provider.
4.3b - We do not store your debit card details on our servers. Card information is securely stored by Stripe in accordance with industry standards.
4.3c - We only retain a secure reference token provided by Stripe, which allows us to process future payments at your request.
4.3d - Stripe collects identifying information about devices connecting to its services for fraud detection and security purposes.
4.3e - For more information about Stripe's data practices, please visit: stripe.com/privacy
4.4 - Despite our security measures, no method of transmission over the internet is completely secure. We cannot guarantee absolute security of your data.
5. THIRD-PARTY DATA SHARING
5.1 - We do not sell, rent, or trade your personal data to third parties for marketing purposes.
5.2 - We share your data only with trusted service providers who are essential to operating our platform:
5.2a - Stripe (Payment Processing)
For secure payment processing and fraud prevention. Stripe is PCI-DSS compliant and operates under its own privacy policy.
5.2b - Email Service Providers
For sending transactional emails (entry confirmations, draw notifications, winner alerts) and marketing communications (if you have opted in).
5.2c - Delivery and Courier Services
Your shipping address is shared with delivery partners only when required to ship a prize you have won.
5.3 - All third-party service providers are contractually obligated to protect your data, use it only for the specified purposes, and comply with applicable data protection laws.
5.4 - We may also disclose your information if required by law, court order, or government authority, or to protect our rights and property.
6. DATA RETENTION
6.1 - We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations.
6.2 - Specific retention periods:
- Account information: Retained while your account is active
- Transaction records: Retained for 6 years to comply with UK tax and accounting regulations
- Marketing preferences: Retained until you opt out or delete your account
- Postal entry data: Retained for the same period as online entries
6.3 - When you delete your account, your personal data will be permanently removed from our active systems, except for transaction records which must be retained for legal compliance.
7. YOUR RIGHTS
7.1 - Under the Data Protection Act 2018 and UK GDPR, you have the following rights regarding your personal data:
7.1a - Right of Access
Request a copy of the personal data we hold about you.
7.1b - Right to Rectification
Request correction of any inaccurate or incomplete information.
7.1c - Right to Erasure
Request deletion of your account and associated personal data (subject to legal retention requirements for transaction records).
7.1d - Right to Restriction of Processing
Request that we limit the processing of your data in certain circumstances.
7.1e - Right to Data Portability
Request a copy of your data in a structured, machine-readable format.
7.1f - Right to Object
Object to the processing of your data for marketing purposes or other legitimate interests.
7.1g - Right to Withdraw Consent
Unsubscribe from marketing communications at any time.
TO EXERCISE YOUR RIGHTS:
Email us at: support@awardarcade.com
We will respond to your request within 30 days.
8. COOKIES
8.1 - Our website uses cookies to enhance your experience and provide essential functionality.
8.2 - For full details on the types of cookies we use and how to manage them, please see our Cookie Policy.
9. CHANGES TO THIS POLICY
9.1 - We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
9.2 - Any changes will be posted on this page with an updated "last updated" date.
9.3 - Continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy.
10. CONTACT US
10.1 - For any questions about this Privacy Policy, how we handle your data, or to exercise your rights, please contact us:
GENERAL SUPPORT & DATA INQUIRIES
Email: support@awardarcade.com
Company: Decoherence Ltd (trading as AwardArcade)
Company Number: 16904882
Award Arcade is a trading name of Decoherence LTD.
Registered in England & Wales. Company number: 16904882
Contact: support@awardarcade.com