Terms and Conditions

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1. Eligibility

1. The Gaia-X Summit 2025 Discovery Quest is open to all individuals who attend the event called “Gaia-X Summit 2025” organised by Gaia-X AISBL in Porto, Portugal on the 20th and 21st of November, and follow the instructions provided.
2. Participants cannot be employed by or directly working for Gaia-X AISBL.

2. Participation Process

1. When entering the venue, participants will find some information around the venue about the Gaia-X Summit 2025 Discovery Quest, including a QR code to scan. This QR code will enable the participants to download the Gaia-X AR application on their phone.
2. A participant can’t play the Gaia-X Summit 2025 Discovery Quest if the Gaia-X AR application has not been installed on its phone and the required information (email address, first name, last name, etc.) not filled in.
3. Five (5) augmented reality challenges and five (5) real-life challenges will be available within the venue. Completing each challenge mission rewards participants with virtual coins in the Gaia-X AR application.
4. Coins can be collected only once per participant per challenge, except for the networking challenge, where coins are granted for each unique badge scanned (the same badge cannot be scanned twice).
5. Participation in the augmented reality challenges is open to all the Gaia-X AR application owners. To enter a challenge, a tracker has to be scanned with the Gaia-X AR application. Coins can only be collected once per participant per augmented reality challenge.
6. Participation in the real-life challenges is open to all the Gaia-X AR application owners. The validation of a challenge and the coins collection as a reward can only be performed by scanning a dedicated QR code. Coins can be collected only once per challenge if validated automatically or by one of the Gaia-X Staff members (except for the networking challenge where coins will be given for each badge scanned – the same badge can’t be scanned twice).
7. All collected coins will be linked to the participant profile within the Gaia-X AR application.
8. Participants can progress from ‘Data Wizard Level 1’ up to ‘Data Wizard Level 4’. Advancing to a higher level requires a defined number of coins. Once a level is reached, participants cannot revert to previous levels.
9. Upon reaching each new level, a digital voucher for a prize is automatically issued in the Gaia-X AR application.
10. A maximum of three (3) vouchers may be issued per participant.

3. Selection of Winners

1. Additionally to the vouchers collected when leveling up, a participant can also be declared as one of the winners of the Gaia-X Summit 2025 Discovery Quest.
2. All participants will be sorted and ranked based on the number of coins collected.
3. At the conclusion of the Gaia–X Summit 2025 (21st of November 2025 at 12:00 local time), the three (3) participants with the highest total of coins will be declared the winners of the Quest.

4. Prizes

1. Level-based prizes linked will consist of Gaia-X branded items. Gaia-X reserves the right to determine which prize corresponds to each voucher before the start of the event.
2. Each voucher can be redeemed once with the Gaia-X Staff at the venue.
3. The three (3) overall winners will each receive a Gaia-X glass trophy to be collected from Gaia-X Staff during the event.

5. Notification of Winners

1. The winners of the Gaia-X Summit 2025 Discovery Quest will be announced at the end of the Gaia-X Summit 2025.
2. Participants winning a voucher will be notified directly by the Gaia-X AR application as soon as the voucher is issued.
3. Prizes can only be claimed during the duration of the Gaia-X Summit 2025.

6. Privacy Policy

1. By participating in the Gaia-X Summit 2025 Discovery Quest, participants agree to the collection and use of their personal data as described in the following privacy policy.
2. Gaia-X AISBL, as data controller, will collect and process personal data such as names and email addresses provided during installation and registration in the Gaia-X AR application or creation of a Gaia-X Academy account.
3. The data will be processed solely for the purposes of administering the Quest, contacting winners, distributing prizes, and maintaining records in connection with the Gaia-X Academy.
4. Personal data will not be shared with third parties without consent, unless required by law.
5. Participantsmay exercise their rights of access, rectification, or erasure by contacting info@gaia-x.eu.

7. Disqualification

1. Gaia-X reserves the right to disqualify any participant who:
  1. Provides false or misleading information during the Gaia-X AR application installation or the Gaia-X Academy account creation.
  2. Attempts to manipulate or interfere with the Gaia-X Summit 2025 Discovery Quest process.
  3. Fails to comply with these terms and conditions.
  4. Engages in any conduct that Gaia-X deems inappropriate or harmful.
  5. Are directly employed by or working for Gaia-X AISBL.
2. Disqualified participants will not be eligible to receive any prizes.

8. Prize Substitution

1. Gaia-X reserves the right to substitute any prize with another prize of equal or greater value.
2. No cash alternatives will be offered.
3. Prizes cannot be exchanged for cash or other items.

9. Dispute Resolution

1. Any disputes arising out of or in connection with the draw shall be resolved through amicable negotiations.
2. If the dispute cannot be resolved through negotiations, it shall be submitted to mediation in accordance with the rules of Belgian laws for associations.
3. If mediation fails, the dispute shall be finally resolved by arbitration in accordance with the rules of Belgian laws for associations.
4. The place of arbitration shall be Brussels, Belgium.
5. The language of the arbitration shall be English.

10. Governing Law

1. These terms and conditions shall be governed by and construed in accordance with the laws of Belgium.
2. Any legal proceedings arising out of or in connection with these terms and conditions shall be subject to the exclusive jurisdiction of the courts of Belgium.

11. General Conditions

1. By participating in the Gaia-X Summit 2025 Discovery Quest, participants accept these Terms & Conditions in full.
2. Gaia-X reserves the right to modify, suspend, or cancel the Quest at any time without prior notice.

12. Contact Information

1. For any questions or concerns regarding the Gaia-X Summit 2025 Discovery Quest, participants can contact info@gaia-x.eu.