Terms & Conditions of the Soundtrack Contest via Website & Social Media

1 . Subject of the Contest
The civil non-profit company under the name “Circular Gaia AMKE” and with the distinctive title “Circular Gaia” (hereinafter referred to as “Circular Gaia” or the “Organizer”), organizes a contest for the selection of the soundtrack of the Circular Gaia Symposium (hereinafter the “Contest”).
The Contest will be conducted through dissemination on the social media platforms Facebook, Instagram, and LinkedIn, as well as on the Circular Gaia website. Therefore, it will be hosted on the above-mentioned platform, which each participant can access at the following address: https://circulargaia.org
In full harmony and alignment with the rules and operational framework of Instagram, Facebook, and LinkedIn, the aforementioned social media platforms do not manage, fund, or are in any way related to this Contest. By participating in this Contest, members of the Instagram, Facebook, and LinkedIn communities release Instagram, Facebook, and LinkedIn from any legal liability related to the conduct of the Contest, and agree to comply with the Terms of Use of the Instagram, Facebook, and LinkedIn platforms.
These present terms define the conditions for participation and selection of the winner in the Contest (hereinafter the “Terms”).
The electronic form will be sent only to the winners of the Contest for the purpose of collecting the necessary information for the delivery of the Prize.

2. Right to Participate in the Contest
The right to participate is granted to children of all ages with the written consent of their guardians, as well as young adults up to twenty-three (23) years old, who have legal capacity.
Excluded from participation are:

  • Executives and employees/workers of Circular Gaia.
  • Spouses and relatives of the aforementioned natural persons, by blood or by marriage, up to the second degree.
  • Persons directly involved in the organization and conduct of the Contest.

It is clarified that Instagram, Facebook, and LinkedIn are not related to, do not manage, promote, or support the Contest in any way.

3. Duration of the Contest
The duration of the Contest is defined as the period from April 26, 2025, at 5:00 p.m., until September 3, 2025, at 5:00 p.m.

4. How to Participate in the Contest
During the validity of the Contest, each individual up to 23 years old who is not among the excluded persons referred to in Clause 2, may participate by following these steps:

  • They must send their music composition to the email of Circular Gaia: info@circulargaia.org, and consent to the use of their music composition by Circular Gaia for the purposes of the Contest. For minors participants, written consent from the guardian must also be provided.

Music groups consisting of individuals up to 23 years old may also participate in the Contest.
The musical compositions submitted by the participants must be original, and by submitting, they consent and grant the right for their use by Circular Gaia for the conduct of the Contest. The winning music composition will be used as the soundtrack of the Circular Gaia Symposium.
Each natural person wishing to participate must behave appropriately, refrain from abusive or racist comments, or comments that may offend the personality, honor, and reputation of other social media users.
In any case, they must act legally, according to applicable Greek law, and respect good morals and commercial practices.
If the Organizer finds, in any manner, that one or more participants violate the provisions of this paragraph, it has the right to disqualify him/them from the Contest.

5. Contest Prize
One winner will be selected from the Contest, who will receive the following prize:

  • A gift voucher for the purchase of a musical instrument.

It is clarified that the Prize of the Contest is personal, and the winner does not have the right to transfer it or exchange it for money or other substitute goods.

6. Method of Winner Selection
The selection of the winner of the Contest will be made through a public vote conducted via the Circular Gaia website and announced on social media from September 4 at 5:00 p.m. until September 30 at 5:00 p.m.

  • Upon completion of the public vote, Circular Gaia will notify the winner by email within 2 days and will announce the winning musical composition on social media.
  • If the winner does not respond in the aforementioned manner within the aforementioned time frame, they forfeit the relevant right, and the Organizer is released from any obligation toward them and has the right to proceed to notify the next runner-up by email.

The participants and the winner of the Contest accept and consent to the above actions and also accept that they have no claim to any remuneration or compensation.

7. Notification of Award – Prize Collection
Communication with the winner will be made via a personal email message within two days after the end of the public vote.
The winner will receive the prize and will be awarded on October 2 at the Zappeion, the opening day of the Circular Gaia Symposium 2025.

For the purpose of verifying compliance with Clause 2 regarding eligibility for participation (i.e., verification of age up to 23 years and non-inclusion among excluded persons), it is required that the winner or their guardian submits a Solemn Declaration (Υπεύθυνη Δήλωση) under Law 1599/86 through the gov.gr platform, declaring that they are not among the excluded persons referred to in Clause 2 of these Terms and Conditions of the Contest via Social Media and consenting to the use of their musical composition as the soundtrack of the Circular Gaia Symposium.

The data provided by the winners via the electronic form, which will be sent to them for completion as part of the above process, will be collected by Circular Gaia Symposium for the technical support of the Contest and the delivery of the prize. Circular Gaia is responsible for the delivery of the prizes.

For more information, winners can contact the electronic address: https://circulargaia.org

If it is found that a winner’s participation was invalid, that person permanently loses their right to the relevant Prize, and the Organizer is entitled to award the Prize to the next eligible runner-up.

“Valid participation” means any participation in the Contest that cumulatively meets the following conditions:

  • Complies with these Terms as posted on the Website referred to in Clause 9 below and does not violate applicable law, good morals, or public order.
  • Has been submitted in accordance with the procedure described in Clause 4 above.
  • Is not, in the Organizer’s judgment, the result of illegal technical interference with the Organizer’s systems or generally an act of fraud or unfair interference by the participant or a third party.
  • Has been submitted and registered within the Contest period from the Start to the End date.

Additional Terms:

  • Circular Gaia (including any affiliated companies, employees, and executive officers) bears no liability for any positive or consequential or any other type of damage suffered by the participants in the Contest at any stage of the process.
  • Circular Gaia (including any affiliated companies, employees, and executive officers) bears no liability for any positive or consequential or any other type of damage suffered by the winner from their participation in the Contest.
  • Circular Gaia bears no responsibility for any legal or actual defects of the Prize or for the lack of agreed qualities of the Prize. Furthermore, it does not assume any civil or criminal liability toward any winner or third party for any accident or damage and/or bodily or material harm that may occur during the use of the Prize or for any other cause.
  • Circular Gaia may cancel the Contest at any stage of the process. In such a case, the participant has no right to compensation. It is noted that if the Contest is canceled, the personal data of the participants will be deleted.

8. Refusal to Accept the Prize
In the event that the winner of the Contest does not wish to accept the Prize, they permanently lose their right to the Prize, and the Organizer is entitled to award the prize to the next eligible runner-up resulting from the vote.

9. Publicity
These Terms of participation in the Contest have been posted on the website:https://circulargaia.org

10. Information – Complaints
For any information or complaint related to the Contest, any participant or third party may send a relevant email to:info@circulargaia.org

11. Amendment of Contest Terms
The Organizer reserves the right to modify these Terms at its discretion, to extend or shorten the duration of the Contest, to cancel or postpone the Contest, to modify or revoke the Contest prizes, and to change the day of the vote for serious reasons.
Each such change will be announced electronically on the Organizer’s social media pages. Participants accept the possibility of such changes and waive any right to compensation or any other claim due to such changes.

12. Protection of Personal Data
Circular Gaia, as the Data Controller, respects and protects the personal data of the Participants in the Contest, in accordance with the General Regulation (EU) 2016/679 on the Protection of Personal Data, and the applicable national and European data protection legislation, including relevant directives, guidelines, and decisions of the Hellenic Data Protection Authority (“HDPA”).

Circular Gaia will collect and retain participants’ personal data until the completion of the Contest and the announcement of the final winner, and as otherwise specified herein, exclusively for this purpose.
Immediately after the Contest’s completion, Circular Gaia will delete the personal data unless it has a legal obligation to retain it or such retention is necessary to defend its legal rights.

During the Contest, personal data will be held by Circular Gaia.
Only employees involved in the Contest will have access to this data.
Participants can contact Circular Gaia to receive any information regarding their personal data, to request corrections, restriction or cessation of processing, or full or partial deletion of their data.
Please note that any request for restriction, objection to processing, or deletion of personal data may objectively make further participation in the Contest impossible.

Collected Personal Data:
For participation in the Contest, the following personal data are collected directly from the participants: NAME, SURNAME, DATE OF BIRTH, email, and telephone number.
Additionally, personal data included in the Solemn Declaration under Law 1599/86 (submitted through gov.gr), as provided for in Clause 7 above, are collected.

Purpose of Processing:
The processing of participants’ and the winner’s personal data is necessary for organizing, conducting, and implementing the Contest, specifically for collecting entries, maintaining a participant file, conducting the public vote, publicizing results, identifying the winner, and delivering the prize, always in compliance with personal data protection laws.
Circular Gaia will not process participants’ or winners’ personal data for any other purpose beyond the completion of the Contest.

Legal Basis:
The legal basis for processing personal data is the consent provided by the participants to participate in the Contest.

Personal Data Transfers to Third Countries:
During the Contest period, data will be securely stored by Circular Gaia on computing systems located within the European Union and processed within the European Economic Area (EEA).

Storage and Retention of Personal Data:
The data collected will be stored at Circular Gaia’s premises.

Security Measures:
The Organizer applies appropriate and sufficient security measures to protect personal data from accidental or unlawful destruction, loss (including accidental incidents), unauthorized access, alteration, unauthorized disclosure, such as system security, access control, and binding partners with specific personal data protection clauses to ensure lawful and safe processing in accordance with the General Regulation (EU) 2016/679 and applicable national and European personal data protection laws.

Recipients:
During the Contest, participants’ personal data will be transferred to Circular Gaia.
Beyond the aforementioned recipients, the Organizer does not disclose, process, or publish personal data to third parties, except when disclosure or transfer is required by applicable law.

Data Subject Rights:
Participants have the following rights regarding the processing of their personal data:
(a) Access and rectification of their personal data in case of inaccurate processing;
(b) Deletion of their personal data when no longer necessary for the promotional action;
(c) Restriction of processing;
(d) Data portability to another controller;
(e) Objection to the processing.
Participants can exercise these rights by sending an email to the Organizer at: info@circulargaia.org, subject: “Exercise of personal data rights regarding the Contest.”
The Organizer will respond within one month (with a possible extension of two months under certain conditions).
Additionally, participants and winners have the right to lodge a complaint with the Hellenic Data Protection Authority (1-3 Kifisias Avenue, Athens 115 23, tel: 210 6475600, using the special form available at https://www.dpa.gr) if they believe that their data is being unlawfully processed.

13. Acceptance of Terms
Participation in the Contest implies the explicit and unconditional acceptance of all Terms, with each participant waiving the right to contest the validity of the Terms or to claim any compensation related to or arising from the Contest.
Any dispute arising between the parties regarding or in connection with this Contest and the application of these Terms shall first be attempted to be resolved amicably.
In any case, the Courts of Athens shall have jurisdiction, and Greek law shall apply.