1. Introduction

The e-Licensing System is operated by the National Lotteries and Gaming Regulatory Board to support the online submission, processing, verification, approval, renewal, and management of licences and related regulatory applications.

This Privacy Policy applies to operators, applicants, directors, shareholders, employees, premises representatives, compliance officers, system users, and any other persons whose information is submitted through the system.

By using the e-Licensing System, you acknowledge that your information may be processed for licensing, regulatory, compliance, payment, verification, audit, communication, and system security purposes.

2. Information We Collect

The e-Licensing System may collect and process the following categories of information:

• Account and user information: names, email addresses, telephone numbers, usernames, roles, encrypted passwords, organisation details, login history, permissions, and account activity.
• Applicant and operator information: company names, trading names, registration numbers, taxpayer identification details, business addresses, contact persons, licence categories, type of operation, software providers, and premises information.
• Personal identification information: National Identification Numbers, passport numbers, nationality, dates of birth, surnames, document numbers, work permit details, and similar identification information where required.
• Directors, shareholders, and beneficial ownership information: details relating to company directors, shareholders, beneficial owners, and majority shareholding, including information obtained from official verification sources where applicable.
• Application documents and attachments: certificates of incorporation, tax documents, bank guarantees, premises documents, employee documents, board minutes, inspection documents, compliance evidence, and other supporting documents.
• Payment and Bank Guarantee information: PRN references, assessment details, application fee records, licence fee records, payment status, issuing bank information, dates of issue, and related payment metadata.
• Inspection, verification, and compliance information: inspection findings, verifier comments, recommendations, approval comments, deferral or rejection reasons, compliance status, regulatory notices, and internal workflow records.
• Technical and security information: IP addresses, browser type, device information, login timestamps, failed login attempts, session activity, audit logs, and system access records.

3. How We Collect Information

Information may be collected directly from users when they create accounts, complete forms, upload documents, submit applications, or communicate through the system.

Information may also be generated by authorised staff users during application processing, verification, inspection, approval, deferral, rejection, audit, compliance review, or system administration.

Where applicable, information may be obtained from official government or regulatory systems used for person identity verification, company identity verification, and payment verification.

4. How We Use Your Information

Information collected through the e-Licensing System is used to:

• Create and manage user accounts.
• Receive, process, assess, renew, approve, defer, or reject licence applications.
• Verify the identity of applicants, employees, directors, shareholders, and authorised representatives.
• Confirm company, payment, and registration information.
• Generate and track application fee and licence fee PRNs.
• Support inspections, compliance checks, enforcement, and regulatory monitoring.
• Maintain application histories, workflow records, and audit trails.
• Communicate with applicants and system users about application status, renewals, payments, notices, and compliance matters.
• Prevent fraud, unauthorised access, misuse, impersonation, and security threats.
• Improve the reliability, security, and performance of the e-Licensing System.
• Meet legal, regulatory, audit, reporting, and public administration obligations.

5. Legal and Regulatory Basis for Processing

The e-Licensing System processes information for purposes connected to the Board’s statutory and regulatory mandate, licensing functions, public administration duties, compliance monitoring, audit requirements, and legal obligations.

Some information is necessary for processing licence applications and meeting regulatory obligations. Failure to provide required information may result in an application being rejected, deferred, delayed, or considered incomplete.

6. Sharing of Information

Information submitted through the e-Licensing System may be shared only where necessary and lawful, including with:

• Authorised officers of the National Lotteries and Gaming Regulatory Board.
• Government agencies or official systems used for verification, tax, payment, company registry, identity, law enforcement, or regulatory purposes.
• Auditors, inspectors, legal officers, or authorised oversight bodies.
• Technical service providers who support hosting, maintenance, security, backup, email delivery, or system operations.

The e-Licensing System does not sell personal data to advertisers or marketing companies.

7. Government System Integrations

The e-Licensing System may connect to authorised external systems for verification and regulatory processing. These may include systems used for company verification, identity verification, taxpayer or PRN processing, and payment status confirmation.

Information sent to or received from such systems is used only for the relevant licensing, verification, payment, compliance, audit, or regulatory purpose.

8. Cookies and Session Data

The e-Licensing System may use cookies or similar session technologies to keep users securely logged in, protect forms against unauthorised submissions, maintain sessions, support system security, and improve performance.

These cookies are not used for third-party advertising. Disabling cookies in your browser may affect your ability to log in or use some parts of the system.

9. Data Security

The Board applies reasonable administrative, technical, and organisational safeguards to protect information in the e-Licensing System against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

These safeguards may include access controls, role-based permissions, encrypted password storage, audit logs, secure transmission, server security controls, backups, and monitoring.

No electronic system can be guaranteed to be completely secure. Users are responsible for keeping their login credentials confidential and reporting suspected unauthorised access immediately.

10. User Responsibilities

Users of the e-Licensing System must:

• Provide accurate, complete, and up-to-date information.
• Upload only genuine and lawful documents.
• Use only accounts assigned to them.
• Keep passwords confidential.
• Avoid sharing login credentials.
• Notify the Board promptly if they suspect unauthorised access or incorrect information.
• Ensure that personal data submitted about employees, directors, shareholders, representatives, or other persons is submitted lawfully and for legitimate licensing purposes.

11. Retention of Information

Information submitted through the e-Licensing System is retained for as long as necessary for licensing, renewal, compliance monitoring, audit, enforcement, reporting, dispute resolution, legal, and archival purposes.

Some records may be retained even after an application is approved, rejected, withdrawn, expired, or closed where retention is required for regulatory accountability, audit trails, historical licence records, investigations, or legal obligations.

When information is no longer required, it may be securely archived, anonymised, or deleted in accordance with applicable laws, records management requirements, and internal policies.

12. Access, Correction, and Data Subject Rights

Subject to applicable law and verification of identity, individuals may request access to personal data held about them, correction of inaccurate information, deletion where lawful and applicable, restriction of processing, or information about how their data is being used.

Some requests may be limited where the information is required for licensing, enforcement, audit, legal, regulatory, investigation, or public interest purposes.

Requests should be submitted through the official contact channels provided by the Board.

13. Accuracy of Information

Applicants and system users are responsible for ensuring that information submitted through the e-Licensing System is accurate and complete. Where information changes after submission, the applicant or authorised representative should notify the Board or update the information through the system where that functionality is available.

Providing false, misleading, forged, or incomplete information may affect the processing of an application and may result in regulatory or legal action.

14. Email and System Notifications

The e-Licensing System may send email or in-system notifications relating to account activity, application status, payment status, renewals, missing documents, inspections, verification, approvals, deferrals, rejections, compliance notices, password expiry, and other licensing-related matters.

Users should ensure that their email addresses and contact details remain accurate and accessible.

15. Children’s Privacy

The e-Licensing System is intended for business, regulatory, licensing, and official use. It is not intended for use by children. The system does not knowingly collect personal data from children except where such information is lawfully required as part of an official regulatory or legal process.

16. Links to Other Websites or Systems

The e-Licensing System may contain links or integrations to other government, payment, or verification systems. The Board is not responsible for the privacy practices, security, or content of external websites or systems that are not under its control.

17. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in the law, system functionality, security practices, regulatory requirements, or operational processes.

Where significant changes are made, the updated policy will be published on the e-Licensing System with a revised “Last updated” date.

18. Contact Us

For questions, correction requests, data protection concerns, or complaints relating to the e-Licensing System, please contact:

Users may also contact the relevant data protection authority where they believe their personal data rights have not been properly handled.