Privacy information for award applications
Version: 7 November 2026 · 2027 award round
This notice covers the application form and confidential assessment materials for the aiomics Award 2027. You can read it before applications open on 1 September 2027.
Who is responsible
aiomics GmbH, Rosenthaler Straße 72A, 10119 Berlin, Germany, is responsible for processing award application data. Contact: communications@aiomics.io, +49 1579 2371115. Our data protection officer is Dr. Philipp Herrmann, HWData GmbH, Nordendstr. 64, 80801 Munich, Germany; office@hwdata.de, +49 89 443 70 177.
What we collect and where it comes from
We receive your name, email address and research contribution; optional institution, work country and ORCID; paper and author details, publication or acceptance evidence, journal-metric evidence, EEA study information, your research statement, funding and conflict declarations, ethics information and uploaded PDFs. We also record the receipt number, submission time and versions of the rules and privacy notice you acknowledged. You supply this information. Co-author names and professional information come from the submitting author and the paper. Please give this notice to your co-authors before applying. We do not request raw study data, identifiable patient information, health records, identity documents, birth dates or payment details in this form. Redact unnecessary personal details from evidence files.
Purposes and legal bases
We process the applicant’s necessary information to receive and administer the entry, check eligibility, arrange scientific assessment, communicate about the application and award the prizes under Article 6(1)(b) GDPR. Co-author information, conflict checks, protection against abuse and the limited retention needed to resolve queries rely on Article 6(1)(f) GDPR: our legitimate interests are a fair, verifiable award process and secure operation. The required privacy checkbox records that you have read the notice. Any later optional interview, extended profile or additional publicity requires a separate agreement or consent; consent can be withdrawn for the future. Payment and accounting information is requested separately from winners and processed where necessary under Article 6(1)(b) and (c) GDPR.
Who receives access
Access is limited to authorised award administrators, technical staff who need it to operate the service, and appointed external jurors assessing the research under confidentiality obligations. Jurors are announced before applications open. Unpublished manuscripts and application files are not publicly accessible. Jury access is arranged for the assessment and limited to the relevant papers. Winner names, institutions where supplied, paper citations and short jury reasons are published under the participation rules; contact details, acceptance letters and private manuscripts are excluded from that publication. Applicants are not added to a newsletter, sales list or CRM by this form. Submitted content is not sent to AI models or used to train them.
Storage, service providers and international processing
The application database, PDF files and database backups are stored in the AWS region Frankfurt, Germany. Amazon Web Services provides hosting, encrypted storage and the website’s global delivery network. Arcjet Labs, Inc. processes technical request information for abuse protection, including network address and request characteristics; we do not pass application fields or PDFs to its protection checks. Plus Five Five, Inc. (Resend) sends receipt and administrator-access emails. A receipt email contains the recipient address, receipt number and submission time, without the paper or research statement. These providers may process limited technical or email information outside the EEA. Their data processing terms include safeguards for international transfers, including EU standard contractual clauses where applicable. Copies and information about the applicable arrangements can be requested from us. AWS’s global delivery network also handles encrypted requests in transit. Confidential application data is stored in the private database and is never uploaded to the public content library.
How long we retain information
Private applications and files are scheduled for deletion on 1 March 2029, allowing approximately one year after the planned results for queries and verification. Restricted backup copies expire within seven further days. Award administrators delete corresponding working copies and award correspondence on the same schedule. Where a specific legal obligation or active legal claim requires longer retention, only the necessary records are retained for that purpose. Winner citations and jury reasons remain in the public award archive while it serves the purpose of documenting the award; requests for correction or removal are considered individually. Payment records follow the applicable statutory accounting periods in a separate system. Administrator sign-in links expire after 15 minutes; link records are removed within 48 hours, and the administrator session expires after eight hours. Unsubmitted form entries are held only in the current browser page and are lost on reload or closure.
Required information and assessment
Entry is voluntary. Fields marked as required and the two required PDF files are necessary to process an application. Optional fields can be left blank. The form checks completeness, file limits, dates and declared eligibility. These checks do not award a prize or establish scientific eligibility. People review eligibility and the jury makes the scientific decision. There is no automated decision-making within Article 22 GDPR and no profiling of applicants. No advertising tags or session replay run on the application, privacy or administrator pages. General page-visit measurement can record the page path, without form values or document contents. Technical access and security processing is also described in the general website privacy notice.
Your rights and contact
You may request access, correction, erasure, restriction and, where applicable, data portability. You may object on grounds relating to your particular situation to processing based on legitimate interests. Where processing relies on consent, you may withdraw it at any time without affecting prior lawful processing. To request a correction, withdraw an entry or exercise your rights, contact communications@aiomics.io or our data protection officer and include your receipt number if available. Withdrawal from the award and erasure are assessed separately where retention remains necessary. You may complain to a supervisory authority, including the Berlin Commissioner for Data Protection and Freedom of Information, Alt-Moabit 59–61, 10555 Berlin, Germany, mailbox@datenschutz-berlin.de. You can also contact the authority in your usual place of residence, work or the alleged infringement.