Privacy Policy

The Digital Excellence Awards are organised by the Federation of Information Technology Industry, Sri Lanka (FITIS) (“FITIS”, “we”). FITIS decides how the information on this portal is used and is responsible for it.

This portal is where registered contestants prepare and submit their award entries, and where the judging panel and awards administrators review them. It is designed, built and operated for FITIS by Veloce Technology (Pvt) Ltd, which handles your information only on FITIS's instructions.

From your registration

When you verify your email, we receive the details you gave when registering on digitalexcellenceawards.lk: your name, email address, mobile number, organisation and the award categories you registered for.

To verify you and keep your account secure

• One-time codes sent to your email and mobile. They expire after a few minutes and are deleted once used.
• The mobile number you confirm by SMS code.
• Your password, if you set one — stored only as a one-way encrypted hash. We can never see it.

Your entry

• Your entry summary, questionnaire answers and maturity self-assessments.
• Files you upload as evidence or supporting documents.
• When you submitted, and your acceptance of the submission declaration.

Judging records

For judges and administrators: scores, feedback, approvals and conflict-of-interest declarations.

Technical information

• Sign-in times, and the IP address and browser used to sign in, kept as a security record.
• Small items stored in your browser so the portal works: your session, your theme choice and the email you last used. We do not use advertising or third-party tracking cookies.

• To confirm who you are and which categories you registered for.
• To let you prepare, save and submit your entries — your work saves as you type.
• To give the judges assigned to your category your submitted entry, so they can evaluate it.
• To send you verification codes, your submission receipt and a PDF copy of what you submitted.
• To run the awards: shortlisting, results, the ceremony, and answering your questions.
• To keep the portal secure, prevent misuse and meet our legal obligations.

• You — at any time, from your dashboard, including the PDF of what you submitted.
• The judges assigned to your category — only after you submit. Judges must declare any conflict of interest, and a judge who does is excluded from scoring your entry.
• Awards administrators at FITIS — to manage entries, answer queries and run the judging.

Your entry is not published. If you are shortlisted or win, FITIS may announce your organisation's name, the category and your initiative's name as part of the awards. Anything more is published only with your agreement.

We do not sell your information or share it with anyone for their own marketing.

We use a small number of trusted providers, each given only what it needs to do its job:

• Veloce Technology (Pvt) Ltd — builds, hosts, maintains and supports the portal.
• Google Firebase Cloud Storage — stores the files you upload.
• Microsoft 365 — delivers our emails, including codes and receipts.
• TextWare — delivers SMS verification codes.
• The FITIS registration portal — confirms the categories you registered for.

Some of these providers may process information outside Sri Lanka, under their own security and privacy commitments.

• All traffic to the portal is encrypted (HTTPS).
• Passwords are hashed; one-time codes expire quickly and allow only a few attempts.
• Access is by role: applicants see their own entries, judges only the categories assigned to them.
• Entries are locked once submitted, so what the judges read is exactly what you sent.
• Sign-ins and administrative actions are logged.

We keep entries and judging records for as long as needed to run the awards, answer queries about the results, and keep proper records of the programme. After that they are deleted or anonymised. Verification codes are deleted as soon as they are used or expire.

Under Sri Lanka's Personal Data Protection Act, No. 9 of 2022, you can ask us to:

• Tell you what information we hold about you, and give you a copy.
• Correct anything that is wrong or out of date.
• Delete your information — though we may need to keep a record of a submitted entry while the awards run.
• Stop using your information for a particular purpose, or withdraw consent you have given.

Email [email protected] to make a request. We may need to confirm your identity first.

If we change how we handle your information, we will update this page and the “last updated” date above. Where a change is significant, we will tell registered contestants by email.