Privacy Policy

1. About This Policy

This Privacy Policy explains how Foxglove Media Group LLC, a Cook Islands limited liability company ("Foxglove", "we", "us", or "our"), collects, uses, and protects your personal information when you visit magicexperienceawards.com ("the Site") or participate in The Magic Experience Awards.

We are committed to protecting your privacy and handling your data with transparency and care.

1B. Lawful Basis for Processing

Where you are located in the European Union, United Kingdom, or European Economic Area, Foxglove processes your personal data on the following legal bases:

Email notifications: Consent (Article 6(1)(a) GDPR / UK GDPR). You provide this consent when you submit your email address through the signup form on the site. You may withdraw consent at any time by unsubscribing.

Analytics (GA4): Consent (Article 6(1)(a) GDPR / UK GDPR), obtained through our cookie consent mechanism before analytics cookies are placed on your device.

Contest entries: Performance of a contract (Article 6(1)(b) GDPR / UK GDPR) -- processing is necessary to administer the contest you have entered. Content licence grant is based on explicit consent (Article 6(1)(a)), provided via the entry form checkboxes.

Where you are located outside the EU/UK, applicable local law governs the lawful basis for processing.

2. Information We Collect

Email addresses: When you sign up to receive notifications about the Awards, we collect your email address. This is processed via Mailchimp, our email service provider, and stored in their systems on our behalf.

Contest entry data: When you enter the contest, we collect your name, email address, country of residence, social media handle (optional), entry type, and your submitted content (text descriptions, photos, and videos). This data is stored via Mailchimp and may be stored on Vercel infrastructure.

Voting data: When you vote in the People's Choice category, we collect your IP address and browser fingerprint solely for vote deduplication. This data is not stored permanently and is deleted within 30 days of the voting period end.

Analytics data: We use Google Analytics 4 (GA4) to understand how visitors use the Site. This may include your approximate location, browser type, device type, pages visited, and time spent on the Site. Analytics data is anonymised and aggregated — we do not receive personally identifiable information from GA4.

Cookies: The Site uses cookies set by Google Analytics (GA4) for analytics purposes, and session cookies required for the Site to function correctly. No advertising or tracking cookies are used.

Cookie Consent: Non-essential cookies, including Google Analytics cookies, are placed on your device only after you have provided consent through our cookie consent banner. You may withdraw consent at any time by adjusting your browser settings. Essential session cookies required for the site to function are placed without consent as they are strictly necessary.

3. How We Use Your Information

Your email address is used solely to notify you about the Awards — including when nominations open, voting periods begin, and winners are announced. We will not use your email address for unrelated marketing without your explicit consent.

Analytics data is used to improve the Site and understand audience engagement.

4. Data Sharing

We do not sell, rent, or trade your personal information. Your email address is shared only with Mailchimp (our email service provider) for the purpose of sending you communications you have requested. Mailchimp's privacy practices are governed by their own Privacy Policy.

Analytics data is processed by Google under their Privacy Policy. GA4 is configured with IP anonymisation enabled.

Contest sponsors: Entrant names and submissions may be shared with contest sponsors (Wizard's Way House, The Daily Harry Potter) for prize fulfilment and promotional purposes as described in the Official Rules. Winner names and submissions will be published on the contest website and social media channels. W-9 tax data is shared only with Foxglove's tax preparer.

4B. International Data Transfers

Foxglove Media Group LLC is incorporated in the Cook Islands. When you submit your email address, your data is transferred to and stored on servers operated by Mailchimp (Intuit Inc.), which is headquartered in the United States. If you are located in the European Union, United Kingdom, or European Economic Area, this represents a transfer of your personal data to a third country.

Such transfers take place on the basis of Standard Contractual Clauses (SCCs) as approved by the European Commission, which are incorporated into Mailchimp's Data Processing Agreement. You may request a copy of the relevant transfer mechanism by contacting us.

Google Analytics data is transferred to Google LLC (US) under Google's own data transfer mechanisms, which include SCCs and participation in the EU-US Data Privacy Framework.

5. Data Retention

Your email address is retained in Mailchimp for as long as you remain subscribed. You may unsubscribe at any time using the link in any email we send, or by contacting us.

Contest entry data: Contest entry data (name, email, handles) is retained for 24 months after the contest concludes for prize fulfilment, tax reporting, and dispute resolution. Submitted content (photos, videos) is retained perpetually per the licence grant in the Official Rules. Voting data (IP, fingerprint) is deleted within 30 days of the voting period end. W-9 and tax documents are retained for 7 years per IRS requirements.

Analytics data is retained in accordance with Google Analytics' standard retention policies (up to 14 months by default).

6. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Right of access: You may request a copy of the personal data we hold about you.

Right to rectification: You may request correction of inaccurate or incomplete data.

Right to erasure: You may request deletion of your personal data (“right to be forgotten”).

Right to restriction: You may request that we restrict processing of your data in certain circumstances.

Right to data portability: You may request your data in a machine-readable format.

Right to object: You may object to processing based on legitimate interests or for direct marketing purposes.

Automated decision-making: We do not make decisions about you solely through automated processing.

To exercise any of these rights, please contact us through our contact form. We will respond to all requests within 30 days. We may need to verify your identity before processing your request.

If you are located in the EU or UK and are not satisfied with our response, you have the right to lodge a complaint with your local data protection supervisory authority (for example, the Information Commissioner's Office (ICO) in the UK, or the relevant national data protection authority in your EU member state).

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, please use the contact form.

6B. Children's Privacy

This site is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are under 13, do not use this site or provide any personal information. If you are a parent or guardian and believe your child under 13 has provided us with personal information, please contact us immediately and we will delete that information.

This site is intended for participants aged 18 and over. Users between 13 and 18 years of age should review these terms with a parent or guardian.

7. Security

We take reasonable measures to protect your personal information against unauthorised access, loss, or misuse. The Site uses HTTPS encryption for all data in transit. However, no method of electronic transmission or storage is 100% secure.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Changes will be posted on this page with an updated date.

If we make material changes that affect how we process your personal data — in particular changes that require your consent — we will notify you by email (if you are subscribed) and, where required by law, obtain fresh consent before the changes take effect. Continued use of the Site following notification of non-material changes constitutes acceptance of the revised policy.

9. Contact

For privacy-related enquiries, please contact us through our contact form.