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Privacy Policy

NATIONAL AI AWARDS — PRIVACY POLICY

Effective Date: 23.07.2026

1. INTRODUCTION

1.1 This Privacy Policy sets out the manner in which SLTMOBITEL collects, records, holds, uses, discloses and otherwise processes Personal Data obtained through the National AI Awards 2026 online portal in connection with the administration, judging and conduct of the National AI Awards 2026.

1.2 SLTMOBITEL is committed to processing Personal Data lawfully, fairly and transparently, and in accordance with the Personal Data Protection Act, No. 9 of 2022, the Computer Crimes Act, the Electronic Transactions Act, and other applicable laws of Sri Lanka.

1.3 By accessing, registering with, or otherwise using the Portal, the User confirms that the User has read, understood and agrees to this Policy and to the collection, use and disclosure of Personal Data described herein. Where processing is carried out on the basis of consent under the Act, this Policy, together with the specific consent obtained at the point of collection, constitutes such consent.

1.4 Where a User does not agree to this Policy, the User shall refrain from accessing or using the Portal or submitting an entry to the Awards Programme. Certain features of the Portal may not function, and participation in the Awards Programme may not be possible, without the processing of Personal Data described in this Policy.

1.5 This Policy applies specifically to the Portal and the Awards Programme. It does not extend to other websites, digital platforms or services operated by SLTMOBITEL, which are governed by their own respective privacy policies, including the general SLTMOBITEL Privacy Policy available at www.slt.lk.

2. DEFINITIONS

2.1 “Personal Data” means any information that can identify a living natural person, directly or indirectly, and shall have the meaning assigned to it under the PDPA.

2.2 “Sensitive Personal Data” means Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, health data, genetic or biometric data, or data concerning a person’s sex life or sexual orientation, as defined under the PDPA.

2.3 “Processing” means any operation performed on Personal Data, whether or not by automated means, including collection, recording, organisation, structuring, storage, adaptation, use, disclosure, transmission, dissemination, retention, restriction, erasure, anonymisation or destruction.

2.4 “Data Subject” means the identified or identifiable natural person to whom Personal Data relates, including an applicant, team member, judge, evaluator, mentor, speaker or other User.

2.5 “Controller” or “Data Controller” means the person who decides, alone or jointly, on the purpose and manner of Processing of Personal Data, being SLTMOBITEL for the purposes of this Policy.

2.6 “Processor” or “Data Processor” means any person who processes Personal Data on behalf of and under the instructions of SLTMOBITEL.

2.7 “Third Party” means any person other than the Data Subject, SLTMOBITEL, and any Data Processor engaged by SLTMOBITEL.

2.8 “Consent” means any freely given, specific, informed and unambiguous indication of the Data Subject’s wishes given in accordance with the PDPA.

2.9 “Data Protection Authority” means the Authority established under the PDPA to oversee and enforce compliance with the Act.

2.10 “User” means any individual accessing or using the Portal, or submitting Personal Data through the Portal, whether as an applicant, team member, representative, judge, evaluator, mentor, speaker, event participant or otherwise.

2.11 “Portal” means the National AI Awards 2026 online platform operated by or on behalf of SLTMOBITEL, and “Awards Programme” means the National AI Awards 2026 as a whole, including its associated events, ceremonies, publicity and reporting activities.

3. DATA CONTROLLER

3.1 Sri Lanka Telecom PLC is the Data Controller in respect of Personal Data processed through the Portal for the purposes of the Awards Programme.

Sri Lanka Telecom PLC
Lotus Road, Colombo 01, Sri Lanka

4. APPLICATION OF THIS POLICY

4.1 This Policy applies to all Personal Data processed through the Portal in connection with the Awards Programme, including data relating to applicants, team members, representatives, judges, evaluators, mentors, speakers, event participants, sponsors and other Users.

4.2 This Policy should be read together with the Terms of Use of the Portal and any award-specific terms and conditions published for the Awards Programme. In the event of any inconsistency between this Policy and such other documents solely in respect of the Processing of Personal Data, this Policy shall prevail.

5. LAWFUL BASIS FOR PROCESSING

5.1 SLTMOBITEL processes Personal Data only where at least one lawful basis recognised under the PDPA applies, including where:

  • the Data Subject has given Consent to the Processing for one or more specified purposes;
  • Processing is necessary for the performance of a task carried out in connection with the Awards Programme to which the Data Subject has voluntarily applied or agreed to participate;
  • Processing is necessary for compliance with a legal obligation to which SLTMOBITEL is subject;
  • Processing is necessary to protect the vital interests of the Data Subject or another natural person; or
  • Processing is necessary for the purposes of the legitimate interests pursued by SLTMOBITEL, such as the integrity, security and proper administration of the Awards Programme, provided such interests are not overridden by the fundamental rights and interests of the Data Subject.

5.2 Where SLTMOBITEL collects Sensitive Personal Data, this shall only occur where the Data Subject has voluntarily disclosed such data, where explicit Consent has been obtained, or where Processing is otherwise permitted under the PDPA, and only to the extent strictly necessary for the Awards Programme.

6. COLLECTION OF PERSONAL DATA

6.1 SLTMOBITEL collects and processes such Personal Data as is reasonably necessary for the administration, judging and conduct of the Awards Programme, which may include:

  • Identity information: full name, National Identity Card or passport number, date of birth, photograph and nationality;
  • Contact information: postal address, email address, telephone and mobile numbers;
  • Professional and organisational information: employer or institution, job title, qualifications, team composition, sector and area of expertise;
  • Submission information: project descriptions, business or technical documentation, pitch materials, source code references, videos and other supporting material voluntarily submitted for the purposes of the Awards Programme;
  • Financial information: bank account details and tax identification information, collected solely where necessary to disburse prize money or reimbursements to winners;
  • Technical information: IP addresses, browser and device identifiers, operating system information, cookies and system logs generated through use of the Portal; and
  • Media information: photographs, audio and video recordings captured during interviews, pitch sessions, judging panels and Awards Programme events.

6.2 Users shall not submit Sensitive Personal Data or Personal Data relating to any Third Party unless it is strictly necessary for the Awards Programme and the User has obtained the lawful consent or authorisation of the relevant individual to do so.

7. ACCURACY OF INFORMATION

7.1 The User shall ensure that all Personal Data submitted through the Portal is accurate, complete, current and not misleading.

7.2 Where the User provides Personal Data relating to another individual, the User represents and warrants that such disclosure is lawful and that all necessary consents and authorisations have been obtained from that individual prior to submission.

7.3 The User shall promptly notify SLTMOBITEL of any material change to previously submitted Personal Data by writing to the email address set out in Clause 21.

7.4 SLTMOBITEL shall not be liable for any loss, disqualification or other consequence arising from a User’s submission of inaccurate, incomplete or unauthorised Personal Data.

8. PURPOSE AND PROCESSING OF PERSONAL DATA

8.1 SLTMOBITEL collect, record, organise, store, use, disclose and otherwise process Personal Data only to the extent reasonably necessary for the administration, management and operation of the Awards Programme and for purposes permitted under the Personal Data Protection Act, No. 9 of 2022 and other applicable laws.

8.2 Media captured during the Awards Programme may be used for documentation, reporting, promotional, educational and publicity purposes connected with the Awards Programme or SLTMOBITEL’s innovation initiatives, including on SLTMOBITEL’s website, social media channels and press materials, subject to Clause 8.4 below.

8.3 Personal Data may be processed for registering applicants, verifying eligibility, evaluating submissions, conducting judging activities, communicating with participants, organising events, administering awards, publishing nominees and winners, maintaining programme records, responding to inquiries, protecting the Portal, preventing fraud, establishing, exercising or defending legal rights, complying with legal obligations and other purposes reasonably incidental to the Awards Programme.

8.4 Nominees and winners acknowledge that publication of their name, image, project title and a summary description in connection with the results of the Awards Programme is an integral part of the Awards Programme and reasonably necessary for its conduct.

9. DISCLOSURE OF PERSONAL DATA

9.1 SLTMOBITEL may disclose Personal Data where necessary for the administration of the Awards Programme or as authorised or required by law.

9.2 Personal Data may be disclosed to: organising committee members; judges, evaluators and mentors; event and programme partners; SLTMOBITEL Group companies; contractors, consultants and professional advisers; auditors and insurers; and IT, cloud and other service providers engaged for the operation of the Portal or the Awards Programme.

9.3 Personal Data may also be disclosed to regulators, governmental authorities, law enforcement agencies, courts or tribunals where required or authorised by law.

9.4 SLTMOBITEL shall take reasonable contractual and technical steps to ensure that any recipient of Personal Data is bound by confidentiality and security obligations no less protective than those set out in this Policy.

10. CROSS-BORDER TRANSFER OF PERSONAL DATA

10.1 Certain service providers engaged by SLTMOBITEL, including cloud hosting and IT infrastructure providers, may store or process Personal Data on servers located outside Sri Lanka.

10.2 Where Personal Data is transferred outside Sri Lanka, SLTMOBITEL shall only do so in accordance with the requirements of the PDPA, including where: the recipient country or organisation is subject to a determination or recognition of an adequate level of protection; appropriate contractual, technical or organisational safeguards have been put in place; the Data Subject has given explicit Consent to the transfer after being informed of the possible risks; or the transfer is otherwise necessary and permitted under the PDPA.

10.3 SLTMOBITEL shall take reasonable steps to ensure that any overseas recipient affords a standard of protection to Personal Data that is comparable to that required under this Policy and the PDPA.

11. RETENTION OF PERSONAL DATA

11.1 SLTMOBITEL retains Personal Data only for as long as reasonably necessary for the purposes for which it was collected, to comply with legal and regulatory obligations, to resolve disputes, to enforce legal rights, and to satisfy internal record-management requirements.

11.2 As a general guide, submission and judging records are retained for a period of up to five (5) years following the conclusion of the relevant edition of the Awards Programme, unless a longer period is required for legal, audit, evidentiary or archival purposes, after which Personal Data is securely deleted, anonymised or archived in accordance with applicable law.

11.3 Media published for publicity purposes in relation to nominees and winners may be retained for a longer period as part of SLTMOBITEL’s historical and promotional records of the Awards Programme, unless the relevant individual requests removal in accordance with Clause 14.

12. SECURITY OF PERSONAL DATA

12.1 SLTMOBITEL implements and maintains appropriate technical and organisational measures to safeguard Personal Data against unauthorised or unlawful Processing, and against accidental loss, destruction or damage, having regard to the nature of the Personal Data and the risks presented by Processing.

12.2 Access to Personal Data is restricted to authorised personnel and authorised service providers on a need-to-know basis.

12.3 While SLTMOBITEL takes reasonable and industry-appropriate measures to protect Personal Data, no method of transmission over the internet or electronic storage is entirely secure, and SLTMOBITEL cannot guarantee absolute security.

13. COOKIES AND SIMILAR TECHNOLOGIES

13.1 The Portal may use cookies and similar technologies that are technically necessary for the operation of the Portal, that help optimise performance, that improve the User experience, and, where applicable and subject to Consent, that support analytics.

13.2 SLTMOBITEL takes appropriate security measures to prevent unauthorised access to cookies and similar technologies used on the Portal.

13.3 Users may disable or restrict cookies through their browser settings; however, doing so may affect the functionality of the Portal. Continued use of the Portal, subject to browser settings and applicable law, constitutes acknowledgement of the use of cookies described in this Policy.

14. RIGHTS OF DATA SUBJECTS

14.1 Subject to the exceptions, conditions and limitations set out in the PDPA, a Data Subject has the right to:

  • obtain confirmation as to whether SLTMOBITEL is processing Personal Data relating to them, and to access such Personal Data;
  • request the rectification or completion of Personal Data that is inaccurate or incomplete, on production of reasonable proof;
  • request the erasure of Personal Data, where continued retention is no longer necessary or permitted under the PDPA;
  • request the restriction of, or object to, Processing in the circumstances permitted under the PDPA;
  • withdraw Consent at any time, without affecting the lawfulness of Processing carried out prior to withdrawal;

14.2 Requests to exercise the above rights may be made in writing to the email address set out in Clause 3.1. SLTMOBITEL will respond within a reasonable time.

14.3 SLTMOBITEL may decline a request, in whole or in part, where permitted under the PDPA, including where the request is manifestly unfounded or excessive, where retention is required for evidentiary, legal, regulatory or archival purposes, or where the request would adversely affect the rights of other individuals; in such event, SLTMOBITEL shall inform the Data Subject of the reasons for its decision.

14.4 SLTMOBITEL reserves the right, where permitted under the PDPA, to charge a reasonable fee to cover the administrative cost of responding to manifestly unfounded, excessive or repetitive requests.

14.5 The exercise of the right of access shall not be construed as granting any right to access the physical premises, systems or infrastructure of SLTMOBITEL, and shall be limited to the provision of confirmation and information regarding the Personal Data concerned, in hard copy or electronic form as SLTMOBITEL deems appropriate.

15. MINORS

15.1 The Portal is intended for use by individuals who are eighteen (18) years of age or older, except where a specific student, youth or academic category of the Awards Programme is expressly designated to permit participation by minors.

15.2 Where a minor participates in a designated category, the submission of that minor’s Personal Data shall be made by, or with the verifiable consent of, the minor’s parent or legal guardian, who shall be responsible for the accuracy of the information submitted and for exercising any rights on behalf of the minor under this Policy.

15.3 SLTMOBITEL does not knowingly collect Personal Data from minors outside a designated category, and will take reasonable steps to delete any such data if it becomes aware that it has been collected without appropriate parental or guardian consent.

16. WITHDRAWAL OF CONSENT

16.1 Where Processing is based on Consent, the Data Subject may withdraw such Consent at any time by written notice to SLTMOBITEL.

16.2 Withdrawal of Consent shall not affect the lawfulness of Processing carried out before such withdrawal.

16.3 Where Processing of certain Personal Data is necessary for continued participation in the Awards Programme, withdrawal of Consent in respect of such Processing may result in the User being unable to continue their participation, and SLTMOBITEL shall inform the User accordingly.

17. THIRD-PARTY LINKS AND SERVICES

17.1 The Portal may contain links to third-party websites, platforms or services that are not owned or controlled by SLTMOBITEL.

17.2 This Policy does not apply to, and SLTMOBITEL is not responsible for, the privacy practices or content of any Third Party, including where a User is redirected to another website, portal, or a frame of another site or application linked from the Portal. Users are encouraged to review the privacy policies of any such Third Party before providing Personal Data to them.

18. DISCLAIMER AND LIMITATION OF LIABILITY

18.1 This Policy does not create any contractual right in favour of any User beyond those available under applicable law, and nothing in this Policy shall be construed as limiting any obligation imposed on SLTMOBITEL under the PDPA or other applicable law.

18.2 To the fullest extent permitted by law, SLTMOBITEL shall not be liable for any loss or damage arising from: (a) a User’s submission of inaccurate, incomplete or unauthorised Personal Data; (b) unauthorised access to or disclosure of Personal Data resulting from circumstances beyond SLTMOBITEL’s reasonable control despite the implementation of reasonable technical and organisational safeguards; (c) the acts or omissions of any Third Party, including linked websites or platforms; or (d) any event of force majeure.

18.3 Nothing in this Clause 18 shall exclude or limit SLTMOBITEL’s liability to the extent such exclusion or limitation is not permitted under the PDPA or other applicable law.

19. INDEMNITY

19.1 The User agrees to indemnify and hold SLTMOBITEL harmless against any claims, losses, liabilities, damages, costs or expenses (including reasonable legal costs) arising out of or in connection with: (a) the User’s breach of this Policy; (b) the submission by the User of Personal Data relating to a Third Party without lawful consent or authorisation; or (c) any inaccurate, misleading or unlawful information submitted by the User through the Portal.

20. AMENDMENTS TO THIS POLICY

20.1 SLTMOBITEL reserves the right to amend this Policy from time to time to reflect changes in legal, regulatory, technical or business requirements.

20.2 Amendments shall take effect upon publication on the Portal, unless otherwise stated, and the “last updated” date at the foot of this Policy will be revised accordingly. Continued use of the Portal following such publication constitutes acceptance of the amended Policy.

21. MISCELLANEOUS

21.1 This Policy shall be read together with the Terms of Use governing the Portal and any award-specific terms and conditions.

21.2 If any provision of this Policy is held to be invalid, illegal or unenforceable under applicable law, such provision shall be severed and the remaining provisions shall continue in full force and effect.

21.3 No failure or delay by SLTMOBITEL in exercising any right under this Policy shall operate as a waiver of that right.

22. GOVERNING LAW AND JURISDICTION

22.1 This Policy is governed by the laws of the Democratic Socialist Republic of Sri Lanka.

22.2 The collection and Processing of Personal Data under this Policy is subject to the Personal Data Protection Act, No. 9 of 2022, and its subsidiary regulations.

22.3 Any dispute arising from or in connection with this Policy shall be subject to the exclusive jurisdiction of the courts of Sri Lanka.

Last updated on: 23.07.2026