Campaign Privacy Notice | Heart of Ivanhoe

1. Who is collecting your information

Peter Reginald trading as Digital Sanctum (ABN 57 221 340 918) of Ivanhoe, Victoria, is the promoter and data controller for this campaign.

Nominations are collected through Sanctum Forms, a service operated by Digital Sanctum. Transactional emails are sent through Sanctum Notify, also operated by Digital Sanctum.

2. What we collect

When you submit a nomination, we collect:

Your full name and email address (nominator details).
Your relationship to the nominated business.
The nominated business's name, category, suburb, and public contact details.
Your written nomination describing the business's care or community contribution.
Your confirmation that the nomination is truthful and your acceptance of the campaign terms and this privacy notice.

We do not request or store photo uploads from nominators. Approved business images are obtained separately from businesses that agree to public participation.

3. Why we collect it

Your information is collected and used for the following purposes only:

To validate and process your nomination.
To confirm receipt of your nomination by email.
To contact you if we need to verify or investigate your nomination.
To administer the judging process.
To contact the winner and administer prize delivery.
To comply with any legal or regulatory obligations.

Nominator information will not automatically be used for unrelated sales outreach, marketing, or newsletters. Any campaign updates or Digital Sanctum marketing require a separate, optional, unticked consent at the time of nomination.

4. What is published publicly

The public nominee gallery may display:

The business's canonical name, category, and suburb.
A public website or social link provided by the business.
An approved description and image, where the business has consented.
The business's public status (nominated, finalist, or winner).

The public gallery will never display:

Nominator names or contact details.
Raw nomination text or stories without the business's permission.
Per-business nomination counts or submission identifiers.
Any information about rejected businesses.
Individual judging scores or panel comments.

5. Who we share information with

Nomination data is accessed only by:

Digital Sanctum personnel administering the campaign.
The appointed judging panel (for scoring purposes only).

We do not sell, rent, or trade nomination data to third parties. We do not share nominator details with the nominated business unless the nominator separately consents.

6. How long we keep it

Nomination data is retained for 12 months after the winner announcement (until approximately October 2027), after which non-winning nomination data will be deleted or de-identified unless a longer retention period is required by law, accounting obligations, or an unresolved dispute.

Winning nomination records, judging records, and conflict declarations are retained as part of Digital Sanctum's business records.

7. Security and storage

Nominations are submitted through Sanctum Forms over an encrypted HTTPS connection and stored in Digital Sanctum's production database infrastructure hosted on DigitalOcean in a Singapore data centre. Access is restricted to authenticated personnel.

Transactional emails are sent through Sanctum Notify, which also operates on the same infrastructure.

8. Your rights

You may:

Request access to the personal information we hold about you.
Request correction of inaccurate information.
Request deletion of your nomination data (subject to the retention period above and any legal obligations).
Withdraw consent for optional marketing communications at any time.
Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the Australian Privacy Principles.

To exercise these rights, contact peter@digitalsanctum.com.au.

9. Cookies and tracking

The nomination form itself sets no advertising or analytics cookies. The Digital Sanctum website may set a session cookie for form functionality; our general website privacy practices apply to the surrounding site.

10. Changes to this notice

This privacy notice may be updated if the campaign scope or data handling practices change. Material changes will be published on this page and, where appropriate, notified to active nominators.