AwardScience Platform

Effective Date: July 2026

1. INTRODUCTION

KYWH Limited (operating as AwardScience), powered by KY & Company (“Company”, “we”, “us”, “our”) respects your privacy. This Privacy Notice explains how we collect, use, disclose, and safeguard your information when you use the AwardScience platform (“Service”), including during Free Trials.

2. INFORMATION WE COLLECT

2.1 Information You Provide:

Account Registration: name, email, organization, job title, phone number

Award Information: award names, criteria, descriptions, judging frameworks

Participant Data: applicant names, contact information, submission details

Judge Data: judge credentials, conflict of interest declarations, evaluation notes

Communications: emails, support tickets, feedback, survey responses

2.2 Information Collected Automatically:

Log Data: IP address, browser type, operating system, referring/exit pages

Device Information: device type, unique identifiers, mobile network information

Usage Data: pages visited, features accessed, time spent, interactions

Cookies & Tracking: session cookies, analytics tokens, preference identifiers

Location Data: inferred from IP address; not GPS-based unless explicitly granted

3. HOW WE USE YOUR INFORMATION

3.1 We use collected information to:

Provide, maintain, and improve the AwardScience platform

Process your Free Trial registration and manage your account

Send transactional emails (welcome, password reset, billing notices)

Respond to your inquiries and provide customer support

Analyze usage patterns to improve features and user experience

Detect and prevent fraud, abuse, and security violations

Comply with legal obligations and enforce our Terms

Send marketing emails (with your consent; can opt out anytime)

4. LEGAL BASIS FOR PROCESSING (GDPR/PDPA)

4.1 If you are in the EU: We process your data based on: (a) Contract performance (providing the Service), (b) Legitimate interests (improving platform, fraud prevention), (c) Consent (marketing communications), (d) Legal compliance.

4.2 If you are in Singapore: We comply with the Personal Data Protection Act (PDPA) and process data based on consent, contractual necessity, or legal obligation.

4.3 If you are in Hong Kong: We comply with the Personal Data (Privacy) Ordinance and similar principles.

5. HOW WE SHARE YOUR DATA

5.1 Third-Party Service Providers: We share data with vendors who assist with hosting, analytics, email delivery, and payment processing, under confidentiality agreements.

5.2 Business Partners: If you integrate AwardScience with third-party tools (Zapier, Make, etc.), data is shared per your authorization.

5.3 Legal Requirements: We may disclose data if required by law, court order, or to protect our rights and safety.

5.4 Business Transfers: If the Company is acquired or merges, your data may be transferred as an asset.

5.5 Award Participants: Award organizers see applicant and judge data as necessary for award administration.

6. DATA RETENTION

6.1 Account Data: Retained while your account is active. After termination, retained for 30 days (backup/recovery), then deleted unless legally required.

6.2 Award Data: Retained as long as you maintain the award program and for one year after closure for historical/audit purposes.

6.3 Log & Analytics Data: Retained for up to 12 months, then aggregated or deleted.

6.4 You may request data deletion anytime, subject to legal retention requirements.

7. DATA SECURITY

7.1 We use encryption (TLS 1.2+), secure authentication, access controls, and regular security audits to protect your data.

7.2 However, no system is 100% secure. You acknowledge the inherent risks of online transmission.

7.3 We will notify you of material data breaches within 30 days, as required by law.

8. YOUR PRIVACY RIGHTS

8.1 Right to Access: You can request a copy of your personal data.

8.2 Right to Rectification: You can request corrections to inaccurate data.

8.3 Right to Erasure (“Right to be Forgotten”): You can request deletion of your data (subject to exceptions).

8.4 Right to Data Portability: You can request your data in a portable format.

8.5 Right to Opt-Out: You can unsubscribe from marketing emails anytime via the unsubscribe link.

8.6 Right to Object: You can object to certain processing activities.

8.7 To exercise these rights, contact privacy@kyand.co.

9. COOKIES & TRACKING TECHNOLOGIES

9.1 Essential Cookies: Required for authentication and security; cannot be disabled.

9.2 Analytics Cookies: Used to understand usage patterns (Google Analytics). You can opt out via browser settings.

9.3 Marketing Cookies: Used for retargeting ads. You can control these via cookie consent banners.

10. THIRD-PARTY LINKS & SERVICES

10.1 AwardScience may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy notices.

11. CHILDREN’S PRIVACY

11.1 AwardScience is not intended for individuals under 18 years old. We do not knowingly collect data from children. If we become aware of such collection, we will delete it.

12. INTERNATIONAL DATA TRANSFERS

12.1 AwardScience is hosted in Hong Kong and Singapore. If you are in the EU, we use Standard Contractual Clauses (SCCs) to ensure adequate data protection for transfers outside the EEA.

13. CONTACT US & DATA SUBJECT REQUESTS

For privacy inquiries, data access requests, or complaints:

Privacy Officer KYWH Limited (AwardScience) Sino Industrial Plaza, 9 Kai Cheung Rd, Kowloon Bay, Hong Kong Email: privacy@awardscience.com Website: awardscience.com

13.1 We will respond to requests within 30 days (or as required by law).

14. DATA PROTECTION OFFICER (EU Users)

If you have GDPR-related concerns, you may also lodge a complaint with your local data protection authority (e.g., ICO in the UK, CNIL in France, NFDI in Ireland).

15. CHANGES TO THIS PRIVACY NOTICE

15.1 We may update this Privacy Notice periodically. Material changes will be notified via email or prominent notice on the platform. Continued use constitutes acceptance.