This Agreement ("Terms and Conditions") is entered into as of 3 Feb 2025, by and among Königsberger Brückeninstitut Mittetulundusühing (MTÜ), doing business as Koenigsberger Bridges Institute (KBI), including its affiliated entities (collectively, the "Organizer"), and each individual, educational institution, school club, corporate entity, or other party ("Participant") that registers and participates in the KBI Eastern Conference 2025, held in the Hong Kong Special Administrative Region (“Hong Kong SAR”), including the International Blockchain Olympiad ("IBCOL") and the International Data Science Olympiad ("IDSOL") (collectively, the "Event"). By registering and/or participating in the Event, the Participant agrees to be bound by these Terms and Conditions.
1. DEFINITIONS
1.1. “Organizer” means KB Institute (KBI) and its affiliated foundations including IBCOL Foundation and IDSOL Foundation.
1.2. “Participant” refers to any individual contestant, educational institution, school club, corporate entity, or other party participating in the Event.
1.3. “Event” denotes the KBI Eastern Conference 2025, including all competitions, exhibitions, workshops, tours, and award ceremonies as described in the Overview document.
1.4. “Submission” refers to any idea, project, design, presentation, or any other material submitted by the Participant as part of the Event.
2. ELIGIBILITY
2.1. All Participants must satisfy the eligibility criteria as set forth during the official registration process. Specific categories (e.g., individuals, schools, clubs, corporate entities) must comply with the applicable guidelines.
2.2. The Organizer reserves the right to request proof of eligibility and to disqualify any Participant who provides false, incomplete, or misleading information.
3. REGISTRATION AND ENTRY
3.1. Registration for the Event shall occur during the designated registration period (February 3, 2025 to September 19, 2025) via the official registration channels.
3.2. All registrations and entries must be submitted in accordance with the rules and procedures established by the Organizer.
3.3. Receipt of accurate and complete information is required; failure to provide such information may result in disqualification from the Event.
4. CODE OF CONDUCT
4.1. Participants are required to conduct themselves in a professional, respectful, and ethical manner throughout the Event.
4.2. The Organizer shall not tolerate any form of harassment, discrimination, or disruptive conduct. Any such behavior may result in immediate disqualification from the Event.
4.3. All Participants agree to follow the instructions of the Organizer and its delegated representatives during the Event.
5. INTELLECTUAL PROPERTY AND MEDIA RIGHTS
5.1. Ownership: All original submissions made by Participants remain the property of the respective Participants.
5.2. License Grant: By participating in the Event, each Participant grants the Organizer a non-exclusive, royalty-free, worldwide license to use, reproduce, display, and distribute the Submission, in whole or in part, for promotional, educational, archival, and other related purposes.
5.3. Third-Party Rights: Participants represent and warrant that their submissions do not infringe or misappropriate any intellectual property rights of any third party. Any related disputes shall be solely the responsibility of the Participant.
6. CONFIDENTIALITY AND PRIVACY
6.1. The Organizer respects the privacy of all Participants. All personal data provided during the registration and participation process will be processed in accordance with applicable data protection laws.
6.2. Participants consent to the collection, storage, and processing of their personal data for administrative, promotional, and communication purposes related to the Event.
6.3. Any confidential or proprietary information disclosed during the Event must not be disseminated or shared with third parties without the prior written consent of the disclosing party.
7. EVENT PROCEEDINGS, JUDGING, AND AWARDS
7.1. The Event schedule, competition format, and award ceremonies are subject to modification at the sole discretion of the Organizer.
7.2. Judging: Winners and awards shall be determined by a panel of judges or adjudicators designated by the Organizer. Their decisions shall be final and binding.
7.3. Participants agree to abide by any additional rules and regulations communicated by the Organizer during the course of the Event.
8. LIABILITY AND INDEMNIFICATION
8.1. Limitation of Liability: In no event shall the Organizer, its directors, employees, or agents be liable for any direct, indirect, incidental, consequential, or punitive damages resulting from participation in the Event, except as a result of gross negligence or willful misconduct.
8.2. Indemnification: Participants agree to indemnify, defend, and hold harmless the Organizer and its affiliates from and against any and all claims, damages, losses, costs, or expenses (including reasonable legal fees) arising out of or related to their participation in the Event or any breach of these Terms.
9. AMENDMENTS, CANCELLATION, AND FORCE MAJEURE
9.1. Amendments: The Organizer reserves the right to modify these Terms at any time. Notice of any amendments will be provided through official communication channels. Continued participation in the Event shall constitute acceptance of the amended Terms.
9.2. Cancellation/Rescheduling: The Organizer may cancel, postpone, or modify any aspect of the Event if circumstances beyond its control arise. In such cases, Participants will be notified promptly.
9.3. Force Majeure: The Organizer shall not be held responsible or liable for any delay or failure in performance caused by events beyond its reasonable control, including but not limited to natural disasters, acts of government, or pandemics.
10. DISPUTE RESOLUTION AND GOVERNING LAW
10.1. Dispute Resolution: The Parties shall first endeavor to resolve any disputes arising under or relating to these Terms amicably. If a resolution cannot be reached, any dispute shall be resolved in accordance with the dispute resolution procedures set forth herein.
10.2. Governing Law: These Terms shall be governed by, and construed in accordance with, the laws of the Hong Kong SAR. Participants agree to submit to the exclusive jurisdiction of the courts of the Hong Kong SAR for any disputes arising out of or in connection with these Terms or the Event.
11. COMMUNICATION
11.1. All official communications related to these Terms and the Event will be conducted via email and/or the official event website (https://kb.institute/kbi-eastcon25).
11.2. It is the responsibility of each Participant to ensure that their contact information remains current and to check for updates or modifications.
12. ACCEPTANCE OF TERMS
12.1. By registering for and/or participating in the Event, the Participant acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions.
12.2. This Agreement, together with any additional guidelines or documents incorporated herein by reference, constitutes the entire understanding between the Organizer and the Participant.
13. MISCELLANEOUS
13.1. Should any provision of these Terms be found invalid or unenforceable, the remaining provisions shall remain in full force and effect.
13.2. These Terms constitute the complete agreement between the Organizer and each Participant relating to the subject matter herein and supersede all prior communications or agreements, whether oral or written.
14. PRIVACY POLICY
14.1. Scope and Applicability:
(a) The Organizer is committed to protecting the privacy of all Participants. This Privacy Policy outlines how personal data is collected, used, stored, and protected in connection with the Event.
(b) This Privacy Policy is incorporated into and forms an integral part of these Terms and Conditions.
14.2. Data Collection:
(a) The Organizer may collect personal data including, but not limited to, names, addresses, email addresses, telephone numbers, and professional or educational affiliation details.
(b) Additional information may be collected through submissions, questionnaires, and through automated means (e.g., IP addresses, browser type, device identifiers) when Participants interact with the Organizer's website.
14.3. Purpose of Data Collection and Use:
(a) To administrate and facilitate the registration, participation, and management of the Event.
(b) To communicate with Participants regarding event updates, promotional materials, and logistical details.
(c) To comply with legal obligations and enforce these Terms and Conditions.
(d) To safeguard the Event and prevent fraud, unauthorized use, or harmful activities.
(e) For any other purpose explicitly consented to by the Participant.
14.4. Data Sharing and Disclosure:
(a) Personal data may be shared with third-party service providers or vendors who assist in the organization and administration of the Event, subject to confidentiality obligations.
(b) The Organizer may disclose personal data if required by law, regulation, or governmental request, provided that any such disclosure complies with applicable data protection laws.
(c) In the event of a merger, acquisition, or asset sale, personal data may be transferred to the relevant third party, who agrees to protect such data in accordance with this Privacy Policy.
14.5. Data Retention and Security:
(a) Personal data will be retained only for as long as necessary to fulfill the purposes for which it was collected or as required by law.
(b) The Organizer employs commercially reasonable security measures, including encryption and secure storage, to protect personal data from unauthorized access, disclosure, alteration, or destruction.
14.6. Rights of Participants:
(a) Participants have the right to access the personal data held by the Organizer.
(b) Participants have the right to request correction of inaccurate or incomplete data.
(c) Participants have the right to request deletion of their personal data, subject to any legal obligations requiring further retention.
(d) Participants have the right to request a restriction on or object to the processing of their personal data.
(e) Such rights can be exercised by contacting the Organizer at the contact details provided in Section 11 and 14.9 below.
14.7. International Data Transfers:
(a) Personal data collected as part of this Event may be transferred to and stored in jurisdictions outside the Hong Kong SAR.
(b) In these cases, the Organizer will ensure that adequate safeguards are in place to protect personal data in accordance with this Privacy Policy and applicable laws.
14.8. Consent and Withdrawal of Consent:
(a) By registering for and participating in the Event, Participants provide explicit consent to the collection, processing, and use of their personal data as described herein.
(b) Participants may withdraw their consent at any time by contacting the Organizer; however, withdrawal of consent may affect their ability to participate fully in the Event.
14.9. Contact Information for Privacy Concerns:
Should you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please contact the Organizer at:
Email: east@kb.institute
Website: https://kb.institute/kbi-eastcon25
14.10. Updates to the Privacy Policy:
The Organizer reserves the right to amend or update this Privacy Policy as necessary. Any changes will be posted on the official website and will be effective immediately upon posting. Participants are encouraged to review this Privacy Policy periodically.