Terms and Privacy

1. About the platform

Entry Compendium provides an online system for users to submit entries and for event organisers to administer judging workflows. Entry Compendium is free to use for entrants and other end users. Event organisers may be charged under their agreement and/or published pricing for use of the platform. Entry Compendium does not organise events, judge entries, award prizes, or set event rules.

2. Acceptance of terms

These Terms and Conditions govern your access to and use of Entry Compendium and any services, content, or features provided through the platform. If you do not agree to these terms, you must discontinue use of the platform.

3. Events and organisers

Events listed or hosted through Entry Compendium are run by independent organisers. Each organiser may publish separate event terms, rules, deadlines, eligibility requirements, and judging criteria. You are responsible for reviewing and complying with event-specific requirements.

Entry Compendium is not responsible for event outcomes, judging decisions, disqualifications, event changes, event cancellations, or awards and prizes.

4. Organiser billing and usage

Event organisers may be charged for use of the Entry Compendium platform under a separate agreement or published pricing. Pricing is based on platform usage and, in particular, the number of valid entries submitted to an event.

A valid entry is a submitted competition entry. Users may submit multiple entries unless restricted by the organiser. Draft or deleted entries are not counted for billing or usage purposes.

Pricing scales with confirmed submissions. Entry limits are not enforced by the platform; submissions are not blocked if an event exceeds its estimate.

Fees are based on usage incurred and are non-refundable once entries have been submitted.

5. Accounts and responsibilities

You are responsible for safeguarding your account credentials and for all activity that occurs under your account. Notify us promptly of any unauthorised use or security concerns so we can help keep your account secure.

You must provide accurate information when creating and maintaining your account. Some profile fields (such as nationality and social/profile URLs) are optional and may be provided at your discretion.

6. Submissions and entries

You are responsible for submitting accurate entry information, meeting deadlines, and ensuring your submissions comply with the relevant event’s rules and requirements. The platform does not guarantee that any submission will be accepted by an organiser.

7. User content and ownership

You retain ownership of the content you submit. By submitting content through the platform, you grant Entry Compendium a non-exclusive, royalty-free licence to store, process, and display your content as needed to operate the platform (including entry management and judging workflows). This may include displaying entries in event galleries or public listings where enabled by an organiser.

You also permit relevant event organisers (and authorised judges acting for them) to access, view, and use your submitted content for administering the event and judging your entries. You confirm you have the necessary rights to upload and share your content in this way.

8. Acceptable use

Do not misuse the platform. You agree not to interfere with normal operations, attempt to access data you do not have permission to view, or use the service to upload or transmit unlawful, harmful, or infringing content.

9. Platform availability

The platform is provided on an “as available” basis. We do not guarantee uninterrupted access or that the service will always be error-free. We may restrict access temporarily for maintenance, updates, or security reasons.

10. Suspension and termination

We may suspend or terminate access if these terms are violated or to maintain the security and integrity of the service. You may stop using the platform at any time.

11. Disclaimers and liability

Entry Compendium provides technical tools only. To the fullest extent permitted by law, we are not liable for indirect, incidental, or consequential losses arising from your use of the platform or your participation in any event operated by an organiser.

Nothing in these terms limits or excludes liability where it cannot be limited or excluded under applicable law, including liability for death or personal injury caused by negligence.

12. Changes to these terms

We may update these terms to reflect changes to the platform or legal requirements. When updates are posted, continued use of the service constitutes acceptance of the revised terms.

13. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

Questions about these terms or the platform can be sent to our support team. Where questions relate to a specific event’s rules, eligibility, or judging outcomes, you may also need to contact the event organiser directly.

1. Overview

This Privacy Policy explains how Entry Compendium collects and uses personal data to operate the online entry system. Event organisers are independent parties and may act as separate data controllers for their events. Entry Compendium is free for entrants and other end users.

2. Data we collect

• Account data: name, email address, and account settings.
• Optional profile data: nationality (optional) and social/profile URLs (optional).
• Entry data: information you submit for events and uploaded images/files.
• Audit and technical data: IP address, browser/user-agent information, login timestamps, and account activity logs used to operate and secure the platform.

3. How we use your data

• To provide and operate the entry system and your account.
• To enable organisers and authorised judges to review and judge submissions.
• To communicate essential service messages (for example, account or event-related notifications).
• To maintain platform security, prevent abuse, and diagnose technical issues (including audit logging).

4. Legal bases for processing

• Contract: processing is necessary to provide the platform features you use.
• Legitimate interests: operating, securing, and improving the platform, including audit logging and preventing misuse.
• Legal obligation: where processing is required to comply with applicable law.

5. Sharing data with event organisers

When you participate in an event, relevant account/profile details and entry submissions are shared with the event organiser (and authorised judges acting on their behalf) for the purpose of administering the event and judging entries. Organisers are responsible for their own handling of personal data and may publish separate privacy information for their events.

6. Cookies

Entry Compendium uses strictly necessary cookies to support login and maintain your session. We do not use cookies for analytics, advertising, tracking, or profiling, and we do not track you across other websites or services.

7. Audit logging and security

We keep security and audit logs to help protect accounts and maintain the integrity of the service. These logs may include IP addresses, browser information, timestamps, and activity records (for example, sign-ins and key account actions). Access to logs is restricted and they are retained only as long as necessary for security and operational purposes.

8. Data retention

We retain account and entry data while your account remains active and as needed to operate events and maintain platform records. You may request account deletion, but some information may be retained where necessary for security, dispute handling, or legal compliance.

Event organisers may retain their own records relating to events they operate. Requests to delete or modify event-specific data may need to be directed to the relevant organiser in addition to Entry Compendium.

9. Your rights

You have rights under UK data protection law, including the right to access, correct, or request deletion of your personal data, and to object to certain processing. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

10. Changes to this policy

We may update this Privacy Policy from time to time. Updates will be posted on this page and, where appropriate, we may provide additional notice within the platform.

11. Contact

For privacy questions or data requests, contact our support team using the details provided in the platform.