Last Updated: 20 October 2026
On this page
- 1. Purpose and Scope
- 2. Controller and Contact
- 3. Categories of Personal Data
- 4. Sources of Personal Data
- 5. Purposes and Legal Bases
- 6. Ideas, Submissions and Jury Access
- 7. Identity Documents and KYC
- 8. Video Verification
- 9. Electronic Signatures and DocuSign
- 10. Payments and Financial Information
- 11. Service Providers and Recipients
- 12. International Data Transfers
- 13. Cookies, Local Storage and Analytics
- 14. Automated Processing and Profiling
- 15. Data Retention
- 16. Data Security
- 17. Data Subject Rights
- 18. Account Deletion and Competition Records
- 19. Marketing Communications
- 20. Children
- 21. Confidentiality and Trade Secrets
- 22. Changes to this Privacy Policy
- 23. Contact
1. Purpose and Scope
1.1 This Full Privacy Policy explains how PitchPott processes personal data when individuals visit or use the Platform, create an Account, participate in a Competition, submit an Idea, act as a Jury Member, communicate with PitchPott, complete identity or compliance checks, or receive a Prize.
1.2 It supplements the privacy information used during the Founding Member Registration Phase and is intended for the operational Platform. Competition, payout and contractual rules are contained in LEGAL-001, LEGAL-002 and LEGAL-003.
1.3 PitchPott applies the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality.
2. Controller and Contact
2.1 The controller responsible for the processing of personal data is currently Zencon Planung Management Immobilien GmbH, Austria, which operates the PitchPott Platform during the start-up and transition phase. PitchPott Trading Ltd is currently in formation. Under the current plan, operation of the PitchPott Platform is intended to be transferred to PitchPott Trading Ltd within approximately six (6) months. Upon the actual transition, the company and contact details of the legal entity then acting as controller will be updated accordingly in this Privacy Policy. Users will be informed of a change of controller in an appropriate manner where required by applicable data protection law.
2.2 Privacy contact: contact@pitchpott.com.
2.3 If PitchPott appoints a Data Protection Officer or an EU/UK representative where legally required, the applicable contact details will be added to this Policy.
3. Categories of Personal Data
3.1 Account and profile data: first name, last name, username, country, email address, encrypted/hashed credentials, Account status, language and communication preferences.
3.2 Competition data: Competition entered, Submission content, Idea descriptions, answers, files, timestamps, declarations, ranking information, evaluation status and Competition history.
3.3 Evaluation data: Jury scores, comments, assessment records, calibration or quality-control information and audit records required to operate and protect the merit-based Evaluation process.
3.4 Identity and KYC data: passport or national identity card information, copies or images of identity documents where required, date of birth, nationality where necessary, proof of residential address, verification status and related compliance records.
3.5 Payout and financial data: Participation Fee records, transaction identifiers, payment-provider references, payout account information, Prize amount, currency, payout status, chargebacks, refunds, tax information and accounting records. PitchPott generally relies on payment providers for card or payment processing and does not need to store full payment-card credentials where the provider processes them directly.
3.6 Video verification and document-signing data: meeting scheduling data, identity confirmations and verification notes from Microsoft Teams, Zoom or comparable services; DocuSign or comparable signature records, signatures, authentication events, timestamps and document versions. A video call is not necessarily recorded; if PitchPott intends to record a call, the Winner will be informed and a lawful basis will be established before recording.
3.7 Technical and security data: IP address, device and browser information, log data, login events, security events, approximate location derived from technical information where necessary, cookie/local-storage identifiers and anti-abuse signals.
3.8 Communication and support data: emails, support requests, complaints, review requests and other communications with PitchPott.
3.9 Marketing data: marketing consent, consent wording/version, timestamp, withdrawal status and engagement information where lawful marketing or analytics tools are used.
4. Sources of Personal Data
4.1 Most personal data is collected directly from Users, Participants, Winners and Jury Members.
4.2 PitchPott may also receive data from payment providers, identity-verification providers, electronic-signature providers, hosting/security providers, fraud-prevention services, professional advisers and, where lawful and necessary, public registers or sanctions/compliance sources.
4.3 If PitchPott receives personal data from a source other than the data subject, it will provide the information required by applicable law unless an exemption applies.
5. Purposes and Legal Bases
5.1 Account creation and administration: to create, secure and manage Accounts and provide requested Platform services. Legal basis: performance of a contract or steps requested before entering into a contract.
5.2 Competition administration: to accept Submissions, operate Competition Cycles, provide Submissions to authorised Jury Members, calculate rankings, determine Provisional and Final Winners and administer Competition-related communications. Legal basis: performance of the participation contract.
5.3 Payments and payouts: to process Participation Fees, reconcile the Prize Pool, verify payout details and pay Prizes. Legal basis: performance of a contract and, where applicable, legal obligations.
5.4 Identity, Winner and compliance verification: to confirm identity, age, residence, geographic eligibility, payout entitlement, prevent fraud and satisfy applicable legal or payment requirements. Legal basis: performance of a contract, compliance with legal obligations and/or PitchPott's legitimate interests in fraud prevention, Platform integrity and secure payouts.
5.5 Security, fraud prevention and abuse detection: to protect Accounts, Submissions, the Evaluation process, payments and Platform infrastructure. Legal basis: legitimate interests in operating a secure and fair Platform and, where applicable, legal obligations.
5.6 Accounting, tax and legal compliance: to keep legally required records, respond to authorities and establish, exercise or defend legal claims. Legal basis: legal obligations and legitimate interests.
5.7 Service improvement: to diagnose technical problems, improve usability, performance and security and develop Platform functionality using data proportionate to that purpose. Legal basis: legitimate interests; consent will be obtained where required for non-essential tracking technologies.
5.8 Marketing and launch communications: where consent is required, PitchPott relies on consent. Consent may be withdrawn at any time with future effect without affecting the lawfulness of earlier processing.
6. Ideas, Submissions and Jury Access
6.1 Submission content is processed to operate the Competition and Evaluation. Access is restricted to authorised persons who require it for Platform operation, Evaluation, compliance, security or dispute handling.
6.2 Jury Members may receive the Submission information reasonably required to perform the Evaluation. PitchPott may limit or pseudonymise Participant-identifying information where appropriate and compatible with the Competition process.
6.3 PitchPott does not treat ownership of an Idea as personal data ownership. Intellectual-property rights in Ideas are governed by LEGAL-001 and LEGAL-002.
6.4 PitchPott may retain evaluation and audit records necessary to demonstrate Competition integrity, resolve disputes and protect the confidential Evaluation Framework.
7. Identity Documents and KYC
7.1 Identity and residence documents are collected only where reasonably required for eligibility, Winner Verification, payout, fraud prevention or legal compliance.
7.2 Access to identity documents will be restricted to authorised Finance, Accounting, Compliance, Legal or verification personnel and relevant contracted service providers.
7.3 PitchPott will not use identity documents for unrelated marketing or public-profile purposes.
7.4 Where a third-party identity-verification provider is used, that provider may process the information under its own legally applicable role and privacy terms as disclosed at the point of verification.
8. Video Verification
8.1 Before payout or where justified by security or compliance needs, PitchPott may require a personal video meeting through Microsoft Teams, Zoom or a comparable service in accordance with LEGAL-003.
8.2 The meeting may be used to confirm that the Winner is a real person, compare the person with identification documents, confirm residence or payout details and clarify inconsistencies.
8.3 PitchPott may create verification notes and record that the meeting was completed. Video or audio will not be recorded merely by default. If recording is necessary, PitchPott will provide appropriate information before recording and rely on an applicable legal basis.
8.4 Third-party video-conferencing providers may process technical and meeting data according to the configuration used and their applicable privacy terms.
9. Electronic Signatures and DocuSign
9.1 PitchPott may use DocuSign or a comparable electronic-signature/document-confirmation service for payout declarations, identity confirmations, tax documentation, compliance declarations and other legally relevant documents.
9.2 Such services may process name, email address, signature, authentication data, IP address, timestamps, document identifiers and audit-trail information.
9.3 Signed documents and their audit trails may be retained for the period necessary to document the transaction, satisfy accounting/legal obligations and establish or defend claims.
10. Payments and Financial Information
10.1 Payment providers may process payment credentials, transaction data and fraud signals necessary to collect Participation Fees or execute payouts.
10.2 PitchPott receives only the payment information reasonably required to administer the transaction, reconcile the Prize Pool, handle refunds/chargebacks and maintain accounting records.
10.3 Financial and payout information is not sold to advertisers.
11. Service Providers and Recipients
11.1 Personal data may be disclosed, as necessary, to categories of recipients including hosting/cloud providers, database and security providers, email delivery providers, payment processors, identity/KYC providers, electronic-signature providers, video-conferencing providers, authorised Jury Members, professional advisers, accountants/auditors and competent authorities where legally required.
11.2 Service providers acting as processors are required to process personal data only on documented instructions and subject to appropriate confidentiality and data-protection obligations.
11.3 PitchPott may disclose data in connection with a corporate transaction, investment, restructuring or acquisition where lawful and subject to appropriate confidentiality and data-protection safeguards.
12. International Data Transfers
12.1 PitchPott may use service providers located in or accessible from countries outside the European Economic Area.
12.2 Where personal data is transferred to a third country, PitchPott will rely on an applicable lawful transfer mechanism, such as an adequacy decision, appropriate safeguards including Standard Contractual Clauses, or another mechanism permitted by applicable data-protection law.
12.3 Information about relevant safeguards may be requested through the privacy contact address, subject to lawful confidentiality limitations.
13. Cookies, Local Storage and Analytics
13.1 PitchPott may use strictly necessary cookies or local storage for Account security, session management, language preferences, consent settings and essential Platform functionality.
13.2 Non-essential analytics, advertising or marketing technologies will be used only with the information and consent choices required by applicable law.
13.3 Where a separate Cookie Policy or consent-management interface is provided, it forms part of the Platform privacy information.
14. Automated Processing and Profiling
14.1 PitchPott may use automated tools to detect suspicious logins, duplicate Accounts, payment abuse, fraud indicators or other security anomalies.
14.2 The merit-based Competition result is based on the Evaluation Framework and Jury assessment described in LEGAL-002. PitchPott does not intend to determine Winners by a purely random process.
14.3 If PitchPott introduces automated decision-making producing legal or similarly significant effects within the meaning of applicable data-protection law, it will provide the additional information and safeguards required by law.
15. Data Retention
15.1 PitchPott retains personal data only for as long as necessary for the purposes described in this Policy and to comply with legal, accounting, tax, security and dispute-resolution requirements.
15.2 Account data is generally retained while the Account is active and for an appropriate period after closure where necessary for legal claims, fraud prevention or statutory obligations.
15.3 Competition Submissions, evaluation records and Competition audit data may be retained for an appropriate period after the relevant Competition to document the result, handle disputes and protect Competition integrity.
15.4 Winner, payout, signed-document, accounting and tax records may be retained for the statutory retention periods applicable to the responsible PitchPott entity.
15.5 Identity-document copies and verification materials should not be retained longer than reasonably necessary for verification, compliance and legal defence. Where continued storage is not required, they will be deleted or securely restricted.
15.6 Security logs and technical data are retained for periods proportionate to security, fraud-prevention and operational needs.
15.7 Where exact periods cannot reasonably be stated in advance, PitchPott applies criteria including Account status, Competition status, legal limitation periods, statutory record-keeping obligations, dispute status and security risk.
16. Data Security
16.1 PitchPott uses appropriate technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.
16.2 Measures may include access controls, role-based permissions, encryption in transit where appropriate, password hashing, logging, backups, security monitoring, processor controls and internal confidentiality requirements.
16.3 No internet-based service can guarantee absolute security. Users are responsible for protecting their Account credentials and promptly reporting suspected compromise.
17. Data Subject Rights
17.1 Subject to applicable law, individuals may have rights to access their personal data, correct inaccurate data, request deletion, request restriction, object to certain processing and receive data in a portable format.
17.2 Where processing is based on consent, consent may be withdrawn at any time with future effect.
17.3 Where processing is based on legitimate interests, individuals may object on grounds relating to their particular situation. Direct marketing may be objected to at any time.
17.4 Individuals may lodge a complaint with the competent data-protection supervisory authority. In the EEA, they may in particular contact the authority in the Member State of habitual residence, place of work or the place of the alleged infringement.
17.5 PitchPott may request information reasonably necessary to verify the identity of a person exercising data-protection rights.
18. Account Deletion and Competition Records
18.1 A User may request deletion of an Account. Account deletion does not necessarily require immediate deletion of every record.
18.2 PitchPott may retain data that remains necessary for completed Competitions, payouts, accounting/tax obligations, fraud prevention, legal claims, regulatory compliance or protection of the rights of other Participants.
18.3 Where retention is required, data will be restricted to the relevant purposes and deleted or anonymised when the retention basis expires.
19. Marketing Communications
19.1 Optional marketing consent is separate from Account creation and Competition participation where required by law.
19.2 PitchPott may record the wording, version, timestamp and outcome of the consent choice to demonstrate compliance.
19.3 Marketing consent may be withdrawn at any time using an available unsubscribe mechanism or by contacting contact@pitchpott.com.
20. Children
20.1 The operational PitchPott Competition Platform is intended for persons aged eighteen (18) or older.
20.2 PitchPott does not knowingly permit minors to participate in paid Competitions. If PitchPott becomes aware that personal data was collected from a person who was not eligible due to age, it may restrict the Account and take appropriate deletion or compliance measures.
21. Confidentiality and Trade Secrets
21.1 Data-protection rights do not automatically require PitchPott to disclose confidential information relating to other Participants, Jury Members, security systems or the proprietary Evaluation Framework.
21.2 PitchPott will respond to valid rights requests while taking appropriate steps to protect the rights and freedoms of others, intellectual property, trade secrets and Competition integrity as permitted by law.
22. Changes to this Privacy Policy
22.1 PitchPott may update this Policy when the Platform, processing activities, service providers or legal requirements change.
22.2 Where required by law, material changes will be communicated before they take effect or appropriate consent will be obtained.
22.3 The current version and its effective date will be made available on the Platform.
23. Contact
23.1 Privacy questions and requests may be sent to contact@pitchpott.com.
23.2 Final controller address and company registration details will be inserted before the operational public launch.
