Event Rules & Conditions
The following rules & conditions apply to each Encode Club event ("The Event")
Encode Club events are intended for collaboration and learning. We value the participation of each member of the community and want all attendees to have an enjoyable and fulfilling experience. Accordingly, all attendees are expected to show respect and courtesy to other attendees throughout the hackathon. To make clear what is expected, all attendees (including partners, speakers, sponsors, judges, mentors and more) are required to conform to the following Code of Conduct. We will enforce this code throughout all events and/or Encode Club initiatives.
The Code
Harassment includes but is not limited to offensive verbal comments, hacks, or other online activity related to gender, sexual orientation, physical or mental ability, age, socioeconomic status, ethnicity, physical appearance, race, religion, sexual images, deliberate intimidation, stalking, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behaviour are expected to comply immediately. If participants fail to comply they will be asked to leave the event. Everyone in our community and at our events are also subject to the anti-harassment policy.
Be careful and mindful of the words that you choose. Remember that sexist, racist, and other exclusionary comments and hacks can be offensive to those around you.
If a participant engages in behavior that violates this code of conduct, Encode Club will take any action they deem appropriate, including warning the offender or expulsion from the event.
If you feel uncomfortable or think there may be a potential violation of the code of conduct, please report it immediately to one of the Encode Club team.
If you are under the age of 18, you must obtain consent from your parent or guardian to participate in our events and your parent or guardian is required to agree to these conditions - an agreement signed by your parent or guardian must be submitted separately before attending The Event. You acknowledge that, even as a minor, you must read and understand the content of this Agreement, and that you have the capacity and intend to be bound by the terms of this Agreement.
You must comply with all facility and equipment rules and requirements during your participation in The Event, including all safety instructions and requirements. You are not to take unreasonable risks while using the facilities where The Event is located, including causing any other person using such facilities an unreasonable risk of harm.
You assume full responsibility for any damage or injury caused by you in your participation in The Event (whether to persons or property, and whether to yourself or others) and release the Encode Club, The Event, all sponsors of The Event, The Event volunteers, The Event staff, guests of The Event and all other participants in The Event (collectively, the “Releasees”) from any liability therefore. **YOU ARE AWARE THAT YOUR PARTICIPATION IN THE EVENT IS SOLELY AT YOUR OWN RISK, AND THAT THE RELEASE HEREIN IS INTENDED TO REFLECT THAT UNDERSTANDING**.
You will own any developments made by you during The Event, and all right, title and interest in those developments, including the intellectual property rights therein, shall belong to you. However, you acknowledge that during the course of The Event, you may obtain access to products, developments, information and other materials belonging to other participants of The Event, the sponsors of The Event and/or other third parties (“Third Party Materials”), and that nothing in this Agreement is deemed to transfer any ownership, right, title or interest in such Third Party Materials to you. Your only rights to the Third Party Materials shall be those expressly granted to you by the owner(s) of the Third Party Materials. Specifically, any APIs or other software provided to you by sponsors of The Event are subject to the subscription terms and software licenses associated with such APIs or other software.
You acknowledge that The Event is intended to be an event where ideas are shared freely, and therefore acknowledge that any information that you share with other participants of The Event, the sponsors of The Event and/or other third parties during The Event is solely at your discretion and risk. If you wish to protect your information, it is solely your responsibility to implement confidentiality and security measures with respect to the persons to whom you are disclosing your information. None of the Releasees shall have any responsibility under this Agreement or by virtue of their participation in The Event with respect to your information.
You acknowledge that the organizers and sponsors of The Event, including the Encode Club (collectively, the “Organizers”) will be recording The Event event on video, photographs, audio recording and other media, and therefore agree that:
The Organizers have the unrestricted right to use your likeness, image, voice, opinions, and appearance, and also any images of your projects, developments, materials and belongings made at or brought to The Event, captured through video, photographs or other media during The Event for the express purpose of creating promotional material (the “Images”), for the purposes of use in websites, promotional materials, publications and other media of any of the Organizers, whether in print or electronically (the “Materials”). The foregoing right includes permission to copyright, use, re-use, publish, and republish Images in which you may be included, intact or in part, composite or distorted in character or form, without restriction as to changes or transformations, in conjunction with your own or a fictitious name, reproduction in color or otherwise, made through any and all media now or hereafter known;
The Organizers shall solely own the Materials in which you or your Images, in whole or in part, may appear, including copyright interests, and you have no ownership rights therein;
You give all clearances, copyright and otherwise, for use of your Images, and waive any moral rights that you may have in the Materials in which you or your Images may appear. The rights granted to the Organizers herein are perpetual and worldwide. For greater certainty, my Images may continue to be used after the completion of The Event;
You relinquish any right that you may have to examine or approve the Materials in which you or your Images may appear or the use to which they may be applied; and
You hereby release, discharge and agree to save harmless each and all of the Organizers from any liability by virtue of any blurring, distortion, alteration, optical illusion, or use in composite form of the Images whether intentional or otherwise, that may occur or be produced in the recording of the Images or in any subsequent processing thereof, as well as any publication thereof, including without limitation any claims for libel or invasion of privacy.
You acknowledge that the Organizers and sponsors of The Event, including the Encode Club, may engage in social media activities around The Event and, in this context, you consent to being tagged or mentioned on social media platforms in relation to your participation in The Event. This may include but is not limited to, photos, videos, and other media content where you may be present. You agree that such tagging or mentions are considered part of the promotional activities conducted by the Organizers and sponsors.
You acknowledge and agree that all prize announcements made at The Event are tentative and subject to change. The Organizers reserve the right to modify, withdraw, or correct prize announcements if any discrepancies or errors are discovered after the announcement. Your continued participation in The Event signifies your acceptance of this possibility and the final decisions made by the Organizers regarding prizes.
You agree that the Organizers may share your registration details, LinkedIn/Github profiles, details of anything you produce in an Event, and other information obtained from you in the course of, or relating to, The Event with the sponsors of The Event, and acknowledge that such sponsors of The Event may contact you during and after The Event. By agreeing to this document and/or participating in The Event, you are providing your express consent to communications by the Organizers and sponsors (including e-mail communications, both marketing and informational) respecting the products and services of the Organizers and sponsors, and future events.
You acknowledge that alcohol, drugs or weapons of any kind shall not be present or consumed during any official The Event function. Participants will act responsibly and should wear their The Event identification badge at all times during the event.
Participants acknowledge and agree that workshop or other programme or event-related content may be recorded and shared privately and publicly.
For valuable consideration, including permission to take part in The Event, the undersigned on behalf of him/herself, his or her personal representatives, assigns, heirs and next of kin: hereby covenants not to sue, and releases, waives, and discharges the Releasees, their owners, officers, agents, affiliates, employees, volunteers, and/or any other person or entity in any way associated with The Event, from liability for any injury to the person or property or death of the undersigned arising out of or related to use of the premises, equipment, or other facilities of the Releasees, whether caused by an act of negligence of the Releasees or otherwise; and hereby assumes full responsibility for any risk of bodily injury, death or property damage arising out of or related to their participation in The Event, whether occurring to the undersigned or to any other person or entity for whom the undersigned is responsible or with whom the undersigned is associated, and whether caused by an act of negligence of the Releasees or otherwise. The foregoing release includes, but is not limited to, any occurrences of personal injury, illness (food-borne or otherwise), and loss of belongings, whether by theft or otherwise. The undersigned further agrees that this instrument (the terms of which collectively are referred to as the Agreement) is intended to be as broad and inclusive as is permitted by the laws of England and Wales and that if any portion thereof is held invalid, that portion shall be invalid only to the extent required by law, and the balance shall, notwithstanding, continue in full force and effect.
Privacy Policy of Encode Club Education Limited
This Website collects some Personal Data from its Users. For more details please read our Privacy Policy.
Owner and Data Controller
Encode Club Education Limited
85 Great Portland Street, London, W1W 7LT, United Kingdom
Owner contact email: info@encode.club
Types of Data collected
Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Cookies; Usage Data; email address; phone number; first name; last name; city; unique device identifiers for advertising (Google Advertiser ID or IDFA, for example); number of Users; device information; session statistics; latitude (of city); longitude (of city); browser information.
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection.
Personal Data may be freely provided by the User, or, in the case of Usage Data, collected automatically when using this Website.
Unless specified otherwise, all Data requested by this Website is mandatory and failure to provide this Data may make it impossible for this Website to provide its services. In cases where this Website specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service. Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools — by this Website or by the owners of third-party services used by this Website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available.
Users are responsible for any third-party Personal Data obtained, published or shared through this Website and confirm that they have the third party's consent to provide the Data to the Owner.
Methods of processing
The Owner takes appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organisational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
Legal basis of processing
The Owner may process Personal Data relating to Users if one of the following applies:
Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to UK data protection law;
Provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
Processing is necessary for compliance with a legal obligation to which the Owner is subject;
Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
Processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Place
The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located.
Depending on the User's location, Data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organisation governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.
Retention time
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after the expiration of the retention period.
The purposes of processing
The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: Analytics, Remarketing and behavioral targeting, Displaying content from external platforms, Heat mapping and session recording, User database management, Managing contacts and sending messages, Contacting the User, Advertising, Tag Management, Registration and authentication, and Operations.
For specific information about the Personal Data used for each purpose, the User may refer to the section “Detailed information on the processing of Personal Data”.
Information on opting out of interest-based advertising
In addition to any opt-out feature provided by any of the services listed in this document, Users may learn more on how to generally opt out of interest-based advertising within the dedicated section of the Cookie Policy.
The rights of Users
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following:
Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the Data undergoing processing.
Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User's consent, on a contract which the User is part of, or on pre-contractual obligations thereof.
Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.
Details about the right to object to processing
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner, or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
How to exercise these rights
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.
Cookie Policy
This Website uses Trackers. To learn more, the User may consult the Cookie Policy.
Additional information about Data collection and processing
Legal action
The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services.
The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
Additional information about User's Personal Data
In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
System logs and maintenance
For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) or use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
How “Do Not Track” requests are handled
This Website does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.
Changes to this privacy policy
The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Website and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.
Personal Data (or Data)
Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.
Usage Data
Information collected automatically through this Website (or third-party services employed in this Website), which can include: the IP addresses or domain names of the computers utilised by the Users who use this Website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilised to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilised by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.
User
The individual using this Website who, unless otherwise specified, coincides with the Data Subject.
Data Subject
The natural person to whom the Personal Data refers.
Data Processor (or Data Supervisor)
The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.
Data Controller (or Owner)
The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Website. The Data Controller, unless otherwise specified, is the Owner of this Website.
This Website (or this Application)
The means by which the Personal Data of the User is collected and processed.
Service
The service provided by this Website as described in the relative terms (if available) and on this site/application.
United Kingdom (or UK)
Unless otherwise specified, all references made within this document to the United Kingdom include all current member states to the United Kingdom and the European Economic Area.
Cookies
Cookies are Trackers consisting of small sets of data stored in the User's browser.
Tracker
Tracker indicates any technology - e.g Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting - that enables the tracking of Users, for example by accessing or storing information on the User’s device.
Legal information
This privacy statement has been prepared based on provisions of multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679 (General Data Protection Regulation) and the UK Data Protection Act 2018.
This privacy policy relates solely to this Website, if not stated otherwise within this document.