This Privacy Policy is effective from 19 October 2025

Issued by:

-           The Aga Khan Trust for Culture (“AKTC”), an agency of the Aga Khan Development Network (“AKDN”), is committed to the lawful, fair and transparent collection and use of personal data.

Applicable to:

-           Individuals attending the Aga Khan Music Awards Ceremony organized by AKTC through AKMP scheduled to take place on November 20 to 23, 2025 in London (“Ceremony”)

1.      ROLES

-           Data Controller: AKTC, acting through the Aga Khan Music Programme (“AKMP”), a non-profit foundation organized under Swiss law, with registered address at 1-3 avenue de la Paix, 1202 Geneva, Switzerland, responsible for processing personal data in connection with the logistics of the Ceremony.

-           Data Subjects: Individuals attending the Ceremony who provide personal information through the platform, including but not limited to Ceremony participants, artists, guests and attendees (“Attendees”).

2.      INTRODUCTION

2.1  AKMP is organizing the Ceremony requiring comprehensive logistics coordination for attendees.

2.2  The successful organization of the Ceremony necessitates the collection and processing of personal data from Attendees to arrange travel, accommodation, and special requirements if applicable.

2.3  Personal data collection includes names, email addresses, flight information, hotel bookings, passport numbers, dietary restrictions, and mobility requirements if applicable.

2.4  Attendees access an online platform to provide their personal information and consent to data processing for Ceremony logistics purposes.

2.5  This Privacy Policy governs the collection, use, storage, and protection of personal data in accordance with Swiss Federal Data Protection Act and applicable privacy regulations.

2.6  The processing of personal data is essential for the proper coordination and execution of the music ceremony logistics. You may choose not to provide certain information, but this may limit our ability to coordinate your Ceremony logistics effectively.

3.      DEFINITIONS

3.1  Consent means the freely given, specific, informed agreement by a Data Subject to the processing of its Personal Data.

3.2  Personal Data means any information relating to an identified or identifiable natural person, including name, email address, passport number, travel details, accommodation information, as well as special categories of data such as health-related information disclosed through dietary restrictions and mobility requirements if applicable.

3.3  Processing means any operation performed on Personal Data, including collection, recording, organization, structuring, storage, use, disclosure, erasure, or destruction.

3.4  Platform means the online system operated by the Data Controller through which Data Subjects provide their Personal Data for ceremony logistics.

3.5  Third Parties mean external service providers including hotels, airlines, transport companies, venues, and catering services engaged for Ceremony logistics.

3.6  Swiss Privacy Law means the Swiss Federal Data Protection Act and any applicable Swiss privacy regulations.

4.  LEGAL GROUNDS TO COLLECT PERSONAL DATA

4.1  The Data Controller processes Personal Data based on the Consent of Data Subjects provided through the Platform.

4.2  By accessing the Platform and providing Personal Data, Data Subjects give their explicit and informed Consent for Processing activities necessary for Ceremony logistics coordination.

4.3  Data Subjects may withdraw their Consent at any time by contacting the Data Controller, though withdrawal may affect their ability to participate in the Ceremony.

4.4  For certain Processing activities, the Data Controller may rely on legitimate interests where necessary for Ceremony organization, provided such interests do not override the fundamental rights and freedoms of Data Subjects.

4.5  Processing of special categories of Personal Data relating to dietary restrictions and mobility requirements is based on explicit Consent and necessity for providing appropriate accommodations.

5.  PURPOSE OF PROCESSING

5.1  Primary Purpose: Personal Data is processed solely for the coordination and execution of Ceremony logistics to ensure proper organization of the music event.

5.2  Travel Coordination: Processing includes arranging and managing flight bookings, transportation schedules, and travel-related communications with Data Subjects.

5.3  Accommodation Management: Personal Data is used to coordinate hotel reservations, room assignments, and accommodation-related special requests.

5.4  Special Requirements: Processing dietary restrictions and mobility requirements to ensure appropriate arrangements and accessibility during the Ceremony.

5.5  Identity Verification: Passport numbers are processed for security purposes and to facilitate venue access and international travel coordination where required.

5.6  Communication: Email addresses are used to provide Ceremony updates, logistics information, and essential communications related to attendance.

5.7  Platform Administration: Personal Data enables account creation, access management, and secure use of the online Platform for data submission and updates.

5.8  Emergency Preparedness: Personal Data may be used to contact Data Subjects in case of Ceremony-related emergencies or urgent logistics changes.

6.      DATA SHARING

6.1  The Data Controller shares Personal Data with Third Parties solely for the purpose of organizing and executing the Ceremony logistics.

6.2  Within AKMP, Personal Data is accessible to authorized staff, volunteers and consultants who are directly involved in organizing and coordinating the Ceremony logistics, and who require access to fulfill their specific roles and responsibilities.

6.3  Personal Data may be shared with the following categories of Third Parties:

(a)                  Hotels and accommodation providers for booking and special requirements arrangements.

(b)                  Airlines and transportation companies for travel coordination and assistance services.

(c)                  Venue operators and catering services for dietary restrictions and mobility accommodations.

(d)                  Event management contractors and suppliers directly involved in Ceremony logistics.

6.4  Personal Data is not sold, rented or disclosed to Third Parties for commercial or marketing purposes unrelated to the Ceremony.

7.      DATA RETENTION

7.1  Personal Data collected for Ceremony logistics will be retained only for the duration necessary to fulfill the purposes outlined in this Privacy Policy.

7.2  Once these purposes have been fulfilled, your data will be securely deleted or anonymized, unless longer retention is required by law.

8.      YOUR RIGHTS

8.1  You have the following rights regarding your Personal Data, unless exempt:

-           to access and request a copy of your Personal Data which we hold about you;

-           to withdraw your Consent at any time (where applicable), though this may prevent us from providing Ceremony logistics services to you;

-           to request we correct any Personal Data if it is found to be inaccurate, incomplete or out of date;

-           to request erasure of your Personal Data where the data is no longer necessary for the Ceremony logistics or where you withdraw your Consent;

-           to request a restriction on further processing of your Personal Data in certain circumstances, including where you contest the accuracy of the data or object to processing;

-           to object to processing of your Personal Data for legitimate interests or direct marketing purposes;

-           to data portability, allowing you to receive your Personal Data in a structured, commonly used format and transmit it to another controller.

8.2  To exercise any of these rights, contact us: privacy@akdn.org .

9.      UPDATES

9.1  The Data Controller reserves the right to review and modify this Privacy Policy at any time to reflect changes in data processing practices, legal requirements, or operational needs.

9.2  Material changes to this Privacy Policy will be communicated to Data Subjects through the Platform or via email notification while minor or technical updates may be implemented immediately without prior notice, provided such changes do not materially affect Data Subjects' rights or the scope of Personal Data processing.

9.3  Updated versions of this Privacy Policy will display the revision date and will be accessible through the Platform.

9.4  If a Data Subject doesn’t agree to material changes, the Data Subject may withdraw its Consent and request deletion of its Personal Data.

9.5  By accessing and using the Platform, Data Subjects acknowledge that they have read, understood, and agree to be bound by this Privacy Policy. Consent is given by checking the acknowledgment box stating "I confirm I have read and understood the privacy policy" before submitting personal data.