Terms & Conditions

HACKATHON HAARLEM — TERMS & CONDITIONS
Organizer: Digilize Agency B.V., Nassaulaan 68a, Haarlem, 2011 PE, Netherlands
KvK: 96975903 | VAT: NL867857572B01
Co-organizer: The Social Club (Curiosity Connects)
Event: Hackathon Haarlem, 6 June 2026, De Koepel, SRH Haarlem
Last updated: March 2026

1. Definitions

"Organizer" refers to Digilize Agency B.V. and its co-organizer The Social Club, collectively responsible for the event.

"Participant" refers to any individual who registers for and/or attends Hackathon Haarlem.

"Team" refers to a group of up to four Participants competing together.

"Submission" refers to any code, application, prototype, design, presentation, documentation, or other work created or presented during the event.

"Event" refers to Hackathon Haarlem taking place on 6 June 2026.

2. Participation & Eligibility

2.1 Participation is open to individuals aged 16 and above. Participants under 18 require written consent from a parent or legal guardian prior to registration.

2.2 Registration is complete only upon confirmation by the Organizer. The Organizer reserves the right to refuse or cancel registrations at its sole discretion, including in cases of capacity limits, code of conduct violations, or incomplete information.

2.3 Participants must attend in person. Registration is non-transferable.

2.4 By registering, each Participant confirms they have read, understood, and agreed to be bound by these Terms & Conditions in their entirety.

3. Entry Fee & Payments

3.1 The entry fee is approximately €5 per person, inclusive of food and beverages provided during the event. The exact amount will be communicated at registration.

3.2 Entry fees are non-refundable unless the Event is cancelled by the Organizer.

3.3 In the event of cancellation by the Organizer, Participants will be refunded the full entry fee. The Organizer's liability is limited to this refund and does not extend to further compensation including travel or accommodation costs.

4. Code of Conduct

4.1 Participants agree to conduct themselves professionally and respectfully at all times during the Event.

4.2 The following behavior will result in immediate disqualification and removal from the venue without refund:

• Harassment, discrimination, or intimidation of any kind
• Deliberate sabotage of other Teams
• Violation of applicable law
• Any form of cheating as defined in clause 10

4.3 The Organizer's decision on code of conduct matters is final and binding.

5. Intellectual Property & License Grant

5.1 Participants retain full copyright in their Submissions under the Dutch Copyright Act (Auteurswet). These Terms do not constitute a transfer of ownership of any Submission.

5.2 License to Organizer. By submitting a project, each Participant — on behalf of themselves and their Team — grants Digilize Agency B.V. and The Social Club a worldwide, non-exclusive, royalty-free, perpetual, irrevocable, and sublicensable license to:

• Use, reproduce, display, distribute, and demonstrate the Submission for purposes including but not limited to event documentation, portfolio use, marketing, press coverage, and future event promotion;
• Use the code, architecture, and technical approach contained in the Submission as reference material or as a basis for further development, including in commercial projects undertaken by the Organizer or its clients;
• Create derivative works based on the Submission for internal or external use.

5.3 This license is granted in consideration of participation in the Event and access to the facilities, mentorship, and prizes provided by the Organizer.

5.4 Moral rights (persoonlijkheidsrechten) under Article 25 of the Dutch Copyright Act are respected. The Organizer will make reasonable efforts to attribute Submissions to their creators when publicly showcasing work.

5.5 Third-party IP. Participants warrant that their Submissions do not infringe the intellectual property rights of any third party. Where third-party libraries, frameworks, or assets are used, Participants must ensure they hold valid licenses for such use. Participants indemnify the Organizer against any claims arising from third-party IP infringement in their Submission.

5.6 Participants warrant that all members of their Team have agreed to these Terms and that no Team member is subject to any employment agreement, NDA, or other contractual obligation that would restrict their ability to participate or grant the license in clause 5.2.

6. Prizes & Judging

6.1 Prize details will be communicated prior to the Event. The Organizer reserves the right to modify prizes at any time prior to the Event.

6.2 Judging decisions — whether by jury, audience vote, or a combination thereof — are final and binding. No correspondence will be entered into regarding judging outcomes.

6.3 Prizes are awarded to the winning Team as a whole. Distribution of prizes among Team members is the sole responsibility of the Team.

6.4 Prize winners may be required to provide identification and complete additional documentation before prizes are released.

6.5 The Organizer reserves the right to withhold or reclaim any prize if it is subsequently determined that the winning Team violated these Terms, including through cheating as defined in clause 10.

7. Photography, Video & Content

7.1 The Organizer may photograph and film the Event for use in marketing, social media, press materials, and event documentation.

7.2 By participating, Participants grant the Organizer the right to use their likeness, name, and Team name in such materials without further compensation.

7.3 Participants who object to being photographed or filmed must notify the Organizer in writing prior to the Event. The Organizer will make reasonable efforts to accommodate such requests.

8. Privacy & Data Processing (AVG/GDPR)

8.1 The Organizer processes personal data in accordance with the General Data Protection Regulation (GDPR / AVG) and applicable Dutch data protection law.

8.2 Personal data collected during registration (name, email, affiliation) is used solely for event administration, communication, and — with explicit consent — future event marketing.

8.3 Participant data will not be shared with third parties without consent, except where required by law or where necessary to administer the Event.

8.4 Participants have the right to access, correct, or request deletion of their personal data by contacting ai-hackathon@digilize.agency.

8.5 The Organizer is supervised by the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

9. Liability & Personal Safety

9.1 Participation is at the Participant's own risk. The Organizer accepts no liability for loss, theft, or damage to personal property during the Event.

9.2 Personal injury. Participants acknowledge that they attend the Event voluntarily and at their own risk. The Organizer, its employees, co-organizers, partners, and volunteers accept no liability for personal injury, illness, or death sustained during or in connection with the Event, except where such injury results directly from gross negligence (grove nalatigheid) or willful misconduct (opzet) on the part of the Organizer, as provided under Article 6:162 of the Dutch Civil Code (Burgerlijk Wetboek).

9.3 Participants are responsible for their own physical wellbeing during the Event. Any medical conditions that may affect participation must be disclosed to the Organizer prior to the Event. The Organizer will make reasonable efforts to accommodate such conditions but accepts no responsibility for consequences arising from undisclosed conditions.

9.4 The Organizer's total financial liability to any Participant is limited to the amount of the entry fee paid, except in cases of gross negligence or willful misconduct.

9.5 The Organizer is not liable for indirect or consequential damages, including but not limited to loss of revenue, loss of data, or reputational damage.

9.6 The Organizer reserves the right to cancel, postpone, or modify the Event due to circumstances beyond its control (overmacht), including but not limited to natural disasters, government restrictions, or venue unavailability, without liability beyond refund of entry fees.

10. Cheating & Fair Play

10.1 The integrity of the competition is fundamental to the Event. The following constitute cheating and will result in immediate disqualification:

• Submitting code, designs, or other work that was substantially created before the Event began, unless explicitly permitted by the challenge brief
• Presenting work created by individuals outside the registered Team without disclosure
• Gaining unauthorized access to another Team's work, systems, or materials
• Using AI-generated code or content without disclosure where the challenge brief explicitly prohibits it
• Any misrepresentation of the Submission's origin, authorship, or functionality during judging
• Collusion between Teams to manipulate judging outcomes

10.2 The Organizer reserves the right to request access to version control history, commit logs, or other evidence of build process at any time during or after the Event to verify the authenticity of a Submission.

10.3 Disqualification may occur during or after the Event, including after prizes have been awarded. In such cases, prizes must be returned to the Organizer within 14 days of written notification.

10.4 The Organizer's determination of cheating is final and binding. No appeals process is available.

11. Amendments

The Organizer reserves the right to amend these Terms & Conditions at any time prior to the Event. Registered Participants will be notified of material changes by email. Continued participation following notification constitutes acceptance of the amended Terms.

12. Governing Law & Jurisdiction

12.1 These Terms & Conditions are governed exclusively by Dutch law (Nederlands recht).

12.2 Any disputes arising from or relating to these Terms or the Event shall be submitted to the exclusive jurisdiction of the competent court in Noord-Holland, Netherlands, without prejudice to the right of either party to seek interim relief.

13. Severability

If any provision of these Terms is found to be invalid or unenforceable under applicable law, it shall be modified to the minimum extent necessary to make it enforceable. The remaining provisions shall continue in full force and effect.