Entry feedback privacy notice

This notice applies to the feedback tool at feedback.mentlawards.com and its mentl-entry-feedback.onrender.com address. It explains this service specifically; our general website privacy policy covers the main mentl website. Award Force registration and awards submissions are a separate service.

Who is responsible

MENTL FZCO is responsible for deciding how personal information is used in this tool.

Privacy enquiries: hello@mentl.space.

What we collect and why

We collect the nominee or organisation name, your email address, selected award category, entry document and any supporting files you choose to upload. These may contain information about you or other people. We also hold extracted material, generated feedback, review and approval records, processing consent, notification records and technical information needed to operate and protect the service, such as IP addresses and access logs.

We use this information to prepare and review your feedback, provide your private report, send service notifications, respond to requests and prevent misuse. The feedback email address is not used for marketing through this tool.

Your choice and other people’s information

Using this feedback tool is optional and separate from entering the awards. We ask for your consent to store and review your files and use OpenAI to prepare feedback. You can withdraw that consent by emailing us; this does not undo processing already lawfully carried out, but may prevent us from continuing to provide your feedback.

Only upload material you are authorised to share for this purpose. Remove unnecessary personal details, and anonymise employee or participant stories wherever possible. Please do not upload identifiable medical records or unnecessary sensitive personal information. Your agreement does not replace any permission or other lawful basis needed for information about other people.

AI assistance and organiser review

Relevant entry content, supporting evidence and reference material are sent to OpenAI to help prepare a draft. A mentl organiser reviews the feedback before approving its release. Feedback may contain errors and is for your consideration; it does not decide an award outcome. Feedback from this tool is not shared with the independent judges. Uploads to this tool are not added to the historical benchmark.

Service providers and overseas processing

• Render hosts the application and stored files. Our current hosting region is Oregon, United States. See Render’s data-processing terms.
• OpenAI processes material sent for AI-assisted feedback preparation. OpenAI does not use API content to train its models by default, unless the customer opts in. Content may be retained for service operation and abuse monitoring; this is not a zero-retention service. See OpenAI’s API data controls and data-processing terms.
• Resend handles notification emails, including recipient addresses, message content and private report links. Resend stores this notification data in the United States. See Resend’s storage and retention information and data-processing terms.

These providers may process information outside the UAE. Their own retention and processing practices also apply to the services they supply. Information may also be disclosed where legally required. This notice explains the processing; it is not a guarantee that all data stays in the UAE.

Private links, access and cookies

Organiser access requires authentication, and reports remain unavailable to entrants until approved. Anyone with the complete private access link can access the approved report. Keep the link secure and forward it only to people you choose. The tool uses a necessary cookie to remember private report access; it can last up to 30 days. Clearing cookies may mean you need to reopen your complete private link.

We use access controls and secure web connections to help protect information. No online service can guarantee absolute security.

How long information is kept

There is no automatic deletion deadline tied to the awards ceremony. We retain information for providing and supporting feedback, handling requests and maintaining necessary operational, security and legal records. Retention should be limited to what is needed for those purposes; this is not a commitment to keep personal information indefinitely.

You can request deletion by contacting us. Archiving an entry in the organiser panel does not delete it. Some records may need to be retained for applicable legal or security reasons. Deletion from the tool does not recall emails, downloaded reports or copies already shared, and service-provider records or backups may follow separate retention schedules.

Your requests and concerns

Contact hello@mentl.space to request access to or correction of your personal information, deletion, withdrawal of consent, or other rights available under applicable law, including restriction, objection or portability where applicable. We may need to verify your identity and will explain any applicable limitation. You may also raise a concern with the relevant data-protection authority.

Please identify your submission without sending passwords or your complete private access link. If you believe a link has been shared unintentionally, contact us.

Changes to this notice

We will update the date above when this notice changes and communicate material changes or seek further consent where required. A new notice does not retrospectively authorise a new use of previously collected information.