Privacy Policy

We collect personal information that you voluntarily provide to us when you register on the Services, express interest in our products, participate in activities on the Services, or otherwise contact us.

• Names, phone numbers, email addresses, mailing addresses
• Contact preferences, contact or authentication data
• Job titles, business info, warehouse details
• Images of stones, images of suppliers
• Business address, logo, personal images of participants

We do not process sensitive information. All personal information you provide must be true, complete, and accurate, and you must notify us of any changes.

We also automatically collect certain information when you visit or use the Services — IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and log/usage data. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We may also collect limited data from public databases, marketing partners, affiliate programmes, data providers, and other third parties to enhance our ability to provide relevant marketing and update our records.

We process your information to operate, manage, and improve the MAI Awards platform, including:

• Facilitating account creation, authentication, and secure login
• Enabling voting and participation in the awards
• Delivering and managing event-related services, nominations, and submissions
• Responding to enquiries and providing support
• Sending administrative and service communications
• Requesting feedback on your experience with the platform
• Sending marketing and promotional communications, with consent where required
• Protecting the platform and ensuring fairness — recording votes, timestamps, IP addresses, and device information to detect fraud, duplicate or fake votes, and enforce eligibility rules
• Analysing usage to improve functionality and performance
• Complying with legal obligations

We only process your personal information when we believe it is necessary and we have a valid legal basis under applicable law:

• Consent — where you've given us permission for a specific purpose; you can withdraw it at any time
• Performance of a Contract — to fulfil our contractual obligations to you
• Legitimate Interests — for offers, personalised advertising, service analysis, and improving experience
• Legal Obligations — to comply with law enforcement, regulatory, or litigation requirements
• Vital Interests — where necessary to protect the safety of any person

By participating in the MAI Awards, you agree that we may publish or share information for recognition, promotional, and industry-related purposes, including your name, business name, job title, professional photograph, company logo, website, contact details, category entries, project photographs, testimonials, and award results.

This information may appear on the MAI Awards website, Myproject.ai social media, press releases, industry publications, newsletters, and promotional materials.

• Intellectual Property & Image Usage — by submitting content you warrant you own the rights to it, and grant MAI a worldwide, non-exclusive, royalty-free licence to use it for administering, judging, and promoting the Awards, including historical/archival records
• Business Partners and Sponsors — relevant information may be shared with trusted sponsors, media partners, judges, and industry associations
• Public Recognition — shortlisted or winning entrants' details may be published and remain published for historical and promotional purposes
• Media and Public Relations — information may be shared with journalists and industry publications for coverage
• Business Transfers — information may transfer as part of a merger, acquisition, or sale of business assets

We only use and share personal information where reasonably necessary for the operation, promotion, administration, and recognition activities associated with the MAI Awards.

We may use cookies and similar tracking technologies (like web beacons and pixels) to maintain security, prevent crashes, fix bugs, save preferences, and support basic site functions.

We permit third parties and service providers to use tracking technologies for analytics and advertising. We may share information with Google Analytics, including Demographics and Interests Reporting, Display Network Impressions Reporting, and Remarketing.

To opt out of Google Analytics tracking, visit tools.google.com/dlpage/gaoptout.

We use AI-powered tools such as chatbots and voice agents to help users understand and navigate our platform, respond to general enquiries, and provide platform guidance.

These tools are not used to make automated decisions, profiling, or outcomes related to Awards participation, voting results, or eligibility, and do not replace human review where required.

To opt out of our AI tools processing your data, contact us using the details in Section 13.

We keep your personal information only as long as necessary for the purposes set out in this notice, unless a longer period is required by law (e.g. tax or accounting requirements).

When there is no ongoing legitimate business need to process your information, we delete or anonymise it, or securely isolate it from further processing if deletion isn't immediately possible.

We have implemented appropriate technical and organisational security measures designed to protect your personal information. However, no method of transmission or storage can be guaranteed 100% secure, and transmission of information to and from our Services is at your own risk.

Participation in the MAI Awards, including voting, nominations, submissions, and account registration, is restricted to individuals aged 18 or older.

If we become aware that a person under 18 has submitted personal information, we will delete it without undue delay.

If you're in the EEA or UK, you have rights under applicable data protection law, including the right to access and obtain a copy of your information, request rectification or erasure, restrict processing, data portability, and object to automated decision-making.

• Withdrawing consent — contact us at any time to withdraw consent for processing based on it
• Opting out of marketing — unsubscribe via the link in our emails, reply STOP/UNSUBSCRIBE to SMS, or contact us directly
• Account information — review, update, or terminate your account via account settings at any time
• Cookies — most browsers let you remove or reject cookies, though this may affect certain features

• European Union & EEA — rights under the GDPR to access, rectify, erase, restrict, or object to processing, and to data portability; complaints may be lodged with your local supervisory authority
• United Kingdom — rights under the UK GDPR and Data Protection Act 2018; complaints may be lodged with the ICO at ico.org.uk or by calling 0303 123 1113

We may update this Privacy Notice from time to time. The updated version will show a revised date at the top. Material changes will be communicated by prominently posting a notice or sending a direct notification.