Points 1–5: foundations and access
- Establish controllership. The organiser is the controller under the GDPR, the software vendor the processor. That requires a data processing agreement under Art. 28 GDPR.
- Define a legal basis per data flow. Not every processing operation needs consent: the entry itself rests on contract, marketing on consent. Document which flow rests on which basis.
- Document consent. Terms of entry as well as photo and video capture at the ceremony require documented agreement. Who consented, when and to what must be provable.
- Check the storage location. EU hosting or your own server is the safe route. US cloud services are permissible only with additional safeguards — check every component of your tool mix.
- Restrict jury access. Jurors should see only the entries assigned to them. Emailing spreadsheet copies to the whole jury is the opposite of data minimisation.
Points 6–10 cover retention periods, data subject rights, technical and organisational measures, sharing with sponsors and publication of results. They are set out in full in the PDF.
Why this matters specifically for awards
A prize competition processes an unusually sensitive combination: company data, personal contact details, third-party assessments and often photo and video material from the ceremony. If the process runs on email attachments and cloud folders, you can prove neither who had access nor when something was deleted.
What the PDF adds
- All ten points with commentary
- Which documents to have ready before you launch
- Typical gaps in a form-plus-cloud-plus-spreadsheet tool mix
- The minimum content of an Art. 28 processing agreement
Orientation for award organisers — not legal advice.
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Factsheet GDPR checklist
PDF · 4 pages · July 2026 (German) — ready to forward to your board.
More dossiers
The cost comparisonThe model calculation for 100 entries and 10 jurors: email & spreadsheets, online forms, custom development and award software side by side — including the internal staff cost that appears in no quote.
The jury's perspectiveHigh-profile jurors work unpaid — and decide after one season whether to accept again. Four pain points of manual judging that cost you that yes, and what replaces them.
Product & pricing informationThe complete feature matrix across Starter, Professional and Sovereign — every price stated openly. Built to be attached to procurement comparisons and board papers.
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