1. Who we are
Sarawak International Photo & Video Awards (SIPVA) 2026 is organised by Sarawak Photo Art Society (SPAS) (“we”, “us” or “our”), in collaboration with event partners including Majlis Perbandaran Padawan and other supporting organisations.
This Privacy Policy applies to personal data collected through the SIPVA website, member accounts, event registrations, photo submissions, interest enquiries and related communications.
2. Personal data we collect
Depending on how you use the platform, we may collect:
- Account details — name, email address, contact number, password, nationality or residency information, identification details (such as IC or passport number), date of birth and participant category.
- Registration and payment details — event selections, billing information, payment status and transaction references processed through our payment providers.
- Submission content — photographs, titles, locations, descriptions, metadata and related files you upload for competitions or events.
- Enquiry details — information you provide through interest or contact forms.
- Technical data — IP address, browser type, device information, cookies or similar technologies used to operate and secure the website.
3. How we use your personal data
We use personal data to:
- create and manage your SIPVA account;
- process event registrations, payments, submissions and related administration;
- verify eligibility, authenticity and compliance with event rules or terms;
- communicate with you about registrations, submissions, results, logistics and event updates;
- publish or exhibit selected works where you have agreed to the applicable terms;
- improve the website, prevent fraud and maintain platform security;
- comply with legal, regulatory and audit obligations.
4. Legal basis / PDPA
Where the Personal Data Protection Act 2010 (Malaysia) applies, we process personal data for purposes connected with your registration, participation, contractual arrangements with us, our legitimate operational interests, and/or where required by law. By creating an account, registering for an event, submitting work or contacting us, you acknowledge the collection and processing of your personal data as described in this policy.
5. Sharing of personal data
We may share personal data with:
- event partners and co-organisers involved in delivering SIPVA events;
- service providers who support hosting, email delivery, storage, payment processing or platform operations;
- judges, reviewers or administrators strictly as needed to evaluate submissions or manage events;
- authorities where disclosure is required by law or to protect rights, safety and security.
We do not sell your personal data.
6. Photographs and publicity
Copyright in photographs you submit generally remains with you, subject to the licence and usage rights set out in the relevant event Terms & Conditions. Where those terms allow, submitted works may be used for exhibitions, publications, tourism promotion, educational materials and official communications, with credit where reasonably practicable.
7. Cookies and similar technologies
We may use cookies or similar technologies that are necessary for login sessions, security and basic site functionality. You can control cookies through your browser settings, but disabling essential cookies may affect account access or registration features.
8. Data retention
We retain personal data only for as long as needed for the purposes above, including event administration, dispute resolution, record-keeping and legal requirements. Submission files and registration records may be retained for the duration of SIPVA 2026 and for a reasonable period afterwards for archival, audit or promotional purposes permitted by the applicable terms.
9. Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Your rights
Subject to applicable law, you may request to:
- access the personal data we hold about you;
- correct inaccurate or incomplete personal data;
- withdraw consent where processing is based on consent (this may affect your ability to use certain services);
- ask questions about how your personal data is handled.
To make a request, contact us using the details below. We may need to verify your identity before responding.
11. Children
Where a participant is a minor, a parent or legal guardian should provide the required information and consent to participation and data processing as needed under the applicable event rules.
12. Third-party links and services
The website may link to third-party sites or use third-party services (for example payment gateways). Their privacy practices are governed by their own policies, which we encourage you to review.
13. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will be revised when changes are made. Continued use of the website after changes are posted constitutes acceptance of the updated policy.
14. Contact us
For privacy-related enquiries, please contact:
Sarawak Photo Art Society (SPAS)
Organiser of SIPVA 2026
Via the contact form on this website, email admin@sipva.asia, or through official SIPVA communication channels.