Personal Data Protection Policy

This policy describes how the Vietnam Esports Awards 2026 Organizing Committee (the “Organizing Committee”) collects, uses, stores and protects your personal data when you visit the website, submit a nomination, vote or contact us.

By using the website and sending us information, you confirm that you have read and understood this policy. It is prepared in accordance with Vietnamese personal data protection law, including Decree 13/2023/ND-CP.

Depending on how you use the website, we may collect the following groups of data:

• Account data: display name, email address and an identifier provided by the central sign-in system when you sign in.
• Nomination data: nominee name, full name, date of birth, nationality, professional role, team or organization, activity platform, introduction, achievements, images, videos and supporting links you provide.
• Contact details of the person submitting: full name, email and phone number.
• Voting data: your votes, voting time and technical information used to prevent fraud, such as IP address (partially masked in logs) and device information.
• Technical data: browser type, language, pages viewed and access logs used for operation and security.

We process data only for the purposes below and will not use it for other purposes without your consent:

• Receiving, reviewing and announcing the results of nominations in accordance with the awards rules.
• Running fair voting, verifying votes and detecting fraud.
• Sending confirmation emails, notifying you of your nomination status and answering support requests.
• Operating, securing and improving the website; producing aggregated statistics that do not identify individuals.
• Meeting legal obligations and handling complaints about the awards results.

We process data based on your consent, given when you tick the agreement to the terms and this policy before submitting a nomination, or when you actively use the voting feature.

You may withdraw your consent at any time by contacting us. Withdrawal does not affect the lawfulness of processing carried out before it, but your nomination may no longer be eligible for the awards.

We do not sell personal data. Data is shared only as far as necessary with:

• System and infrastructure operators (servers, image storage, email delivery, verification message delivery) under data confidentiality agreements.
• The Review Council and the Organizing Committee, limited to the data needed to assess nominations.
• Competent state authorities upon a lawful written request.

We keep data only as long as needed for the stated purposes:

• Nomination drafts are tied to your account and kept for 14 days after the last edit; after that they are deleted.
• Submitted nominations and voting data are kept for the duration of the awards and for up to 24 months after the results are announced for reconciliation and complaints.
• Technical access logs are kept for up to 12 months.

The website uses signed session cookies to remember your sign-in and chosen language. These cookies are necessary for the website to work and are not used for advertising.

You can delete or block cookies in your browser settings, but some features such as signing in and voting may stop working.

As the data subject, you have the following rights over your personal data:

• To be informed about data processing and to access your data.
• To request correction of inaccurate or incomplete data.
• To request deletion or restriction of processing, and to withdraw consent.
• To object to processing in cases permitted by law.
• To complain, report or bring a lawsuit in accordance with the law.

We apply appropriate technical and organizational measures to protect data:

• Encrypted transport (HTTPS) and signed session cookies sent only over secure connections.
• Role-based access control; all administrative actions are logged.
• Phone numbers, verification codes and other sensitive information are never written in full to system logs.
• Monitoring for unusual activity to detect unauthorized access or fraud.

The website is not directed at children. If a person under 16 takes part in a nomination, the nomination requires the consent of a parent or legal guardian. If we learn that a child's data was provided without appropriate consent, we will delete it upon request.

We may update this policy when the law or the operation of the awards changes. The new version will be posted on this page with its effective date; important changes will be announced on the website.

For any question or request about personal data, please contact the Vietnam Esports Awards Organizing Committee at [email protected]. We will respond as soon as possible in accordance with the regulations.