Privacy Policy
Happy Doctor Excellence Awards 2026
Last updated: 28.08.2026
1. INTRODUCTION
This Privacy Policy explains how the Happy Doctor Excellence Awards 2026 (“the Programme,” “we,” “us,” “our”) collects, uses, stores, and protects personal data submitted through the nomination process. This Programme is operated separately from the Happy Doctor Marathon and this policy applies specifically to nomination and evaluation data collected for the Awards.
By submitting a nomination, nomination letter, or supporting documentation, you consent to the collection and use of information as described in this policy.
2. WHAT INFORMATION WE COLLECT
We collect the following categories of information:
a) Nominee Information
– Name, professional registration/license number
– Practice address or institutional head-office address
– Category and geography selected
– Professional history and contribution details relevant to the nominated category
– Supporting statements and documentation submitted
b) Nominator Information (where the nominee is nominated by a
third party)
– Name and contact details
– Relationship to the nominee
– Content of the nomination submitted
c) Nomination Letter Information (Happy Doctor Award specifically)
– Name and contact details of the letter writer
– Relationship to the nominee (colleague, mentee, institution,
community partner)
– Written content of the nomination letter
d) Supporting Documentation
– Registration or licensing proof
– Address proof
– Evidence of contribution (programme records, teaching activity, innovation projects, etc.)
e) Payment Information
– Transaction records for nomination fees (where applicable)
– Payment is processed through [PAYMENT PROCESSOR NAME], and
we do not directly store full payment card details
f) Technical Information
– IP address, browser type, and device information collected
automatically when the nomination form is accessed online
We do NOT knowingly collect identifiable patient information or patient imagery. Nominees and nomination-letter writers are required to exclude such information from all submissions. Any identifiable patient information submitted in error will be deleted upon discovery and may result in the nomination being returned as incomplete.
3. HOW WE USE YOUR INFORMATION
Information collected is used solely for:
– Verifying nominee eligibility (registration, licensing, geographic classification)
– Reviewing and evaluating nominations against published criteria
– Facilitating jury/evaluation panel review
– Communicating with nominees and nominators regarding nomination status
– Processing nomination fee payments
– Organising the award presentation, including winner announcements
– Maintaining records for the resubmission process (up to two corrections, as described in the Nomination Terms)
We do not use this information for marketing to third parties, and we do not sell nominee, nominator, or letter-writer data.
4. WHO CAN ACCESS YOUR INFORMATION
Access to submitted information is limited to:
– Programme administrators handling eligibility screening and documentation review
– Members of the independent evaluation panel, solely for the purpose of assessing nominations within their assigned category
– Payment processing partners, limited to transaction-related data
– Happy Doctor staff involved in ceremony logistics and winner communication
Evaluation panel members are required to keep nomination content confidential and to use it only for evaluation purposes. Panel members with a conflict of interest in relation to a specific nominee are required to recuse themselves and will not access that nomination’s data.
We do not share nominee or nomination-letter data with any third party outside this Programme, except where required by law or with explicit consent.
5. DATA RETENTION
– Nomination and evaluation data is retained for [e.g., 24 months] following the conclusion of the award cycle, to allow for post-announcement verification, dispute handling, and record-keeping.
– Nomination letters submitted for the Happy Doctor Award are retained for the same period and are not published or shared beyond the evaluation panel unless the letter-writer separately consents to public acknowledgement.
– Payment records are retained as required under applicable financial and tax record-keeping regulations.
– After the retention period, data is securely deleted or anonymised, except where longer retention is required by law.
6. RIGHTS OF NOMINEES AND NOMINATION-LETTER WRITERS
Subject to applicable law, individuals whose data we hold may:
– Request access to the personal data we hold about them
– Request correction of inaccurate data
– Request deletion of their data, subject to our legitimate need to retain records for evaluation integrity and dispute handling
– Withdraw a nomination or nomination letter prior to evaluation completion (noting that nomination fees remain non-refundable as per the Refund Policy)
– Object to further processing of their data for purposes beyond those described in this policy
Requests can be directed to [CONTACT EMAIL PLACEHOLDER].
7. DISQUALIFICATION AND DATA USE
Where a nomination is disqualified due to incomplete, false, or unverifiable information (including nomination letters), the associated data may be retained as part of the disqualification record, in line with our data retention practices described above.
8. DATA SECURITY
We take reasonable technical and organisational measures to protect submitted information against unauthorised access, alteration, disclosure, or destruction. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.
9. THIRD-PARTY NOMINATIONS
Where a nominee is nominated by someone other than themselves (colleague, institution, patient, or member of the public), the Programme processes the nominee’s data based on the nominator’s submission. Nominees may contact us to review or request removal of data submitted about them by a third party, subject to the retention considerations in Section 5.
10. CHILDREN'S DATA
This Programme is intended for use by registered medical professionals, AYUSH practitioners, and healthcare institutions. It is not directed at, and does not knowingly collect data from, individuals under 18 years of age.
11. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time. Material changes will be communicated to active nominees where applicable. The “Last updated” date at the top of this policy indicates the most recent revision.
12. CONTACT US
For questions about this Privacy Policy or to exercise your data rights, contact:
Email: info@happydoctor.in
Phone: 9363019991
