Terms and Conditions for the participants of the Act for Change Challenge 2018
1. Introductory remarks
1.1 Brief description
The Ecole Polytechnique Fédérale de Lausanne (hereinafter "EPFL"), is the organiser of the Act for Change Challenge (hereinafter "A4C Challenge"). The A4C Challenge is a programme to promote sustainability, health and team spirit on EPFL campus. The A4C Challenge is primarily organised and carried out via the website "www.act4change.epfl.ch", an online platform (hereinafter "A4C Platform"). The participating employees and students (hereinafter "participants") of EPFL form teams and collect points for sustainable actions. Prizes will be raffled off at the end of the A4C Challenge.
1.2 Scope of application
These Terms and Conditions govern the relationship between EPFL and the participants of the Act for Change Challenge 2018 (hereinafter "A4C Challenge 2018").
By registering for A4C Challenge 2018, participants accept these terms and conditions.
2.1 Eligibility to participate
All employees and students that have registered for the A4C Challenge 2018 are eligible to participate in the A4C Challenge 2018. Employees and students who do not work or reside in Switzerland can take part, but are excluded from the prize draw. Persons who register for the A4C Challenge without being EPFL employees or students may be excluded from participation.
In order to participate to the A4C Challenge 2018, participants must provide their EPFL account (username and password) to enter on the A4C platform. The participants will then be assigned a personal participant account. Once registration is complete, participants will receive an e-mail to confirm their account. This allows to set a personal password and log in to the A4C platform.
Participants may invite other persons to participate to the A4C Challenge via e-mail, provided that these persons are also EPFL employees or students. By clicking the link in the e-mail and setting a password, the invited persons can open and activate a personal participant account.
Participation to the A4C Challenge is free of charge for participants. The costs are borne by EPFL.
3. Procedure and functioning of the A4C Challenge
3.1 Sequence of events
Participants can register on the A4C platform 2 weeks before the start of the A4C Challenge. During the initial two weeks, participants can familiarize themselves with the A4C platform, set their goals and collect bonus points. The A4C Challenge 2018 officially starts on November 12, 2018 and ends on November 30, 2018 at midnight. After the end of the A4C Challenge 2018, participants can register their actions for another 14 hours, i.e. until 2 p.m. on December 1 2018.
3.2 Forming teams
After the registration on the A4C platform, participants are asked to form a team or to join an existing team. The size of the teams is limited to 3-6 members. If a team has less than 3 members, the team and its members are excluded from the ranking (see section Ranking) and cannot win any team prizes. Participants can still take part in the A4C Challenge and qualify for individual prizes.
3.3 Point system
Participants can collect so-called "impact points" on the A4C platform. This is done by setting goals and recording corresponding actions on the A4C platform. Actions can only be registered if the corresponding objectives have been selected beforehand. Actions can be registered up to 5 days later (except at the end of the A4C Challenge).
It is also possible to collect so-called "bonus points" through activities on the A4C platform, e.g. by inviting new team members to participate, writing on the team wall, filling in the survey or giving feedback. Bonus points can already be collected before the official start of the A4C Challenge.
On the Ranking page of the platform, participants can monitor their performance in comparison to other teams. The ranking algorithm takes into account the number of points (impact points and bonus points), the number of participants per team and the availability or absence of individual team members. The ranking is updated once a day at 3 am.
3.5 Access to the A4C Platform
Participants can access the A4C platform via a web browser or an Android or iOS app. To do this a personal login is needed (see section Registration).
For the A4C App the participants need an access code, which is provided by the person(s) coordinating the participation at EPFL (hereinafter referred to as "Admin").
4. Prizes to win
4.1 Prize raffle mechanism
Participants in the A4C Challenge have the opportunity to win prizes. On the one hand there are team prizes, which are awarded to entire teams, and on the other there are individual prizes, which are awarded to individual participants. The prizes will be raffled among the participants and teams that have achieved a certain performance:
Team prizes will be raffled among the 50% best teams according to the ranking at the end of the A4C Challenge.
Individual prizes will be raffled among all participants who have implemented at least 3 different actions each week.
After the prize draw the winners will be contacted and asked for the address to which the prizes can be sent. If the winners do not provide their address within 2 weeks, the prize can no longer be claimed.
4.2 Fairness/ Fair play
The recording of actions is based on self-declaration and requires fairness of the individual participants. By participating in the A4C Challenge, participants confirm that they are registering their actions truthfully to the best of their knowledge. If EPFL determines that participants are suspiciously attempting to earn points, EPFL is entitled to deduct these points or, in repeated cases, to exclude the persons concerned from the competition and the prize draw.
5. Impact measurement
With the A4C Challenge, EPFL strives to make an impact in terms of behavioural changes and a contribution to environmental protection. In order to measure this impact, participant surveys will be conducted via the A4C platform during the A4C Challenge. A few months after the end of the A4C Challenge, EPFL will also contact participants via e-mail to assess the long-term impact of their participation. The survey data will be evaluated anonymously.
In addition, in order to quantify the effect of the challenge in terms of behaviour change, the data collected in the Act for Change Challenge will be used for research purposes at EPFL. For these analyses only, the sciper number of each participant will be transferred to the Camipro unit, which will link these data with EPFL status, gender, age, and Camipro transactions. The data will then be pseudonymized and transferred to the research team. Only the research team will have access to the pseudonymized data. Access to historical data of Camipro transactions might be used for research purposes in the future. In this case, data will also be pseudonymized before the transfer to the research team.
As a reminder, participants have the right to check which data the research team effectively uses, the right to modify their personal data if they are inaccurate, or the right to delete their personal data. For exercising their rights, participants can send a message to the following email address: firstname.lastname@example.org.
6. Intellectual property rights
6.1 Intellectual property rights of EPFL
All content (e.g. images, graphs, texts, questionnaires etc.; hereinafter "content") published by EPFL within the scope of the A4C Challenge, as well as all intellectual property rights (namely, but not exclusively, copyrights including software, trademark rights, patent rights and know-how; hereinafter "intellectual property rights") of the A4C Challenge, the A4C platform and the A4C app are protected by law. All contents and intellectual property rights remain the sole property of EPFL. Participants are granted a non-transferable, non-exclusive and non-sublicensable right, limited to the duration of the A4C Challenge, to use the content and intellectual property rights of EPFL during the A4C Challenge for the purpose of conducting the A4C Challenge. Any other use of the contents and intellectual property rights of EPFL is not permitted without the express written consent of EPFL.
6.2 Use of participant contributions
Content such as blog posts, photos, etc. that participants upload to the A4C platform or otherwise share with the community via the A4C platform can still be used after the end of the A4C Challenge and can, for example, be displayed on the website for all to access. Participants grant EPFL a perpetual, non-exclusive, free, transferable, sub-licensable license to all content that they upload or publish on the A4C platform and/or the A4C app for their own and commercial use. If participants do not agree to this, they can inform EPFL via e-mail to email@example.com so that their content can no longer be used after completion of the respective A4C Challenge or can be deleted if desired.
7. Data protection
7.1 Insights for EPFL
The admin of EPFL can access the following information about their employees/students participating in the A4C Challenge:
Name and email address of employees/students registered for the A4C Challenge
Team names and allocation of employees/students to the teams
8. Liability and insurance
EPFL is only liable for damages caused intentionally or through gross negligence on the part of EPFL. Any further liability of EPFL, in particular for slight negligence as well as for indirect damage, consequential damage caused by a defect, loss of profit etc., is excluded to the extent permitted by law. This limitation of liability applies to contractual as well as non-contractual or semi-contractual claims.
Participants take part in the A4C Challenge at their own risk and responsibility. Insurance is the responsibility of the participants and/or their companies.
The registration data will be stored on EPFL servers even after the end of the A4C Challenge in order to simplify the registration for future programs and to evaluate the data anonymously. Participants can request the deletion of their participant account at any time by e-mail to firstname.lastname@example.org.
EPFL reserves the right to exclude participants who violate these terms and conditions from the A4C Challenge at any time.
These terms and conditions of participation are available in French and English. In the event of contradictions, the French version shall prevail.
12. Severability clause
Should individual provisions of these Conditions of Participation be wholly or partially invalid or subsequently become invalid, this shall not affect the validity of the remaining provisions of these Conditions of Participation. The completely or partially invalid provisions shall be replaced by such provisions that come closest to the meaning and purpose of this provision in a valid economic manner.