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Summit 2025
Gaia-X: A Federated Secure Data Infrastructure
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Terms and Conditions

Home » Gaia-X AR » Terms and Conditions

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 codes will enable the participant 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 inside the venue. Achieving the mission of any challenge will be rewarded with virtual coins in the Gaia-X AR application.
  4. 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.
  5. 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).
  6. All collected coins will be linked to the participant profile within the Gaia-X AR application. The aim of the Gaia-X Summit 2025 Discovery Quest is to get as many coins as possible and level up from ‘Data Wizard Level 1’ to ‘Data Wizard Level 4’.
  7. To go from one level to the next one, a certain number of coins is required. A participant can’t go back to the previous level. When a participant levels up from one level to another, a voucher for a prize is issued only once in the Gaia-X AR application.
  8. A maximum of three (3) vouchers can be issued for a participant, linked to the three (3) levels that can be reached (one for each level).

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. The three (3) winners will be the three (3) participants with the greatest number of coins at the end of the Gaia-X Summit 2025 on the 21st of November at noon local time.

4. Prizes

  1. Prizes linked to Wizard level will be Gaia-X goodies. Gaia-X keeps the ability to decide which prize is linked to which voucher until the Gaia-X Summit 2025 starts.
  2. Each owner of a voucher can ask its prize to the Gaia-X Staff at the venue. A voucher can only be used once to retrieve a prize.
  3. The Winners of the Gaia-X Summit 2025 Discovery Quest will be rewarded a glass trophy. They can collect their prize from the Gaia-X Staff.

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 this privacy policy.
  2. Gaia-X will collect personal data such as names and email addresses provided during the installation of the Gaia-X AR Application and first use, or the creation of a Gaia-X Academy account.
  3. he collected data will be used solely for the purposes of administering the Gaia-X Summit 2025 Discovery Quest, contacting winners, providing the prizes, and within the regular activities linked to the Gaia-X Academy.
  4. Gaia-X will not share personal data with third parties without the participant’s consent, except as required by law.
  5. Participants have the right to access, correct, or delete their personal data by contacting Gaia-X at info@gaia-x.eu, or using the dedicated link within the Gaia-X AR Application.
  6. Gaia-X will take appropriate measures to protect the security and confidentiality of personal data.

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 agree to these terms and conditions. 
  2. Gaia-X reserves the right to modify or cancel the Gaia-X Summit 2025 Discovery Quest at any time without prior notice. 
  3. Any personal data collected during the Gaia-X Summit 2025 Discovery Quest will be used in accordance with Gaia-X’s privacy policy. 

12. Contact Information  

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