Terms and conditions of the ‘Rooted’ event – 26.04.2025

Organisers:

• IGTSF – Innovative Green Technology Solutions Foundation
  ul. Olimpijska 2, 81-538 Gdynia, KRS: 0001156284, NIP: 5862414593
• Partner: Forest Inspectorate Gdańsk, State Forests Division

1 General provisions

1. The event “Rooted” has an educational and ecological character and will take place on 26 April 2025 in the area indicated by the Gdańsk Forest Inspectorate (the area of the so-called “Bubble Stone”).
2. Participation in the event is voluntary and free of charge.
3. The condition for participation is prior registration via an online form available on the website of the Gdańsk Forest District: [link].
4. Joining the event implies full acceptance of these Rules.
5. The number of places is limited. Participation is determined on a first-come, first-served basis. The organiser reserves the right to close the registration early. 2.

2 Conditions of participation

1. The participant undertakes to comply with these Rules and Regulations as well as with the instructions of the organisers, event coordinators and Forestry Commission staff.
2. Minors may participate in the event only under the supervision of an adult or after providing written consent of a legal guardian.
3. The participant is obliged to respect nature, other participants and maintain order in the event area.
4. It is forbidden to:
   • consumption of alcohol and use of intoxicating substances,
   • bring in dangerous objects,
   • behaviour endangering the safety of other participants or the environment.
5. Final confirmation of participation in the event may be sent by the Organiser by e-mail. In the event of a large number of applications, the Organiser reserves the right to contact only those who have qualified.

3 Safety and responsibility

1. The Organiser provides:
   • personal protective equipment (e.g. gloves),
   • instruction in safety rules and tool handling,
   • accident insurance for participants for the duration of the event.
2. The participant is obliged to:
   • wear clothing and footwear adapted to the field conditions,
   • use tools as instructed,
   • to move only within the designated area.
3. The organiser is not responsible for:
   • damages resulting from non-compliance with the rules and regulations by participants,
   • accidents caused by the inattention of participants (e.g. trips, bites, contact with allergens),
   • items lost, stolen or damaged during the event.
4. Participants are liable for civil and property damage caused through their fault to third parties, the environment or the organiser’s property.

4 Personal data and image

1. The administrators of the personal data are:
   • IGTSF Foundation based in Gdynia,
   • Gdańsk Forest District, State Forests.
2. Participants’ personal data will be processed solely for the purpose of organising the event and promoting it, based on Article 6(1)(a) and (f) RODO.
3. Photographs and videos documenting the event will be taken during the event. These may show images of participants.
4. Participation in the event implies consent to the free recording and publication of the participant’ s image in promotional, educational and information materials of the organiser and partners, including social media, the press and the internet – without time and territorial restrictions.
5. Participants who do not consent to the use of their image are requested to inform the Organiser before the start of the event – verbally on site at the coordinator’s office or by email at: igtsf@igtsf.com. Failure to do so will be treated as implied consent to the recording and publication of the image in accordance with these Regulations.
6. Each participant is entitled to:
   • access to their data,
   • rectification, erasure or restriction of processing,
   • withdraw consent at any time,
   • to lodge a complaint with the President of UODO.

5 Changes and force majeure

1. The organiser reserves the right to:
   • change the schedule, form or location of the event,
   • partially limit the event or the number of participants,
   • to cancel the event for independent reasons (e.g. extreme weather conditions, epidemic risk, administrative decisions).
2. In the event of cancellation of the event, the organiser is not liable for costs incurred by participants (e.g. travel, accommodation, meals).

6 Complaints

1. Any complaints concerning the organisation of the event can be submitted within 14 days of the end of the event to the e-mail address: igtsf@igtsf.com.
2. Complaints will be considered within 30 days of receipt.

7 Final arrangements

1. The participant takes part in the event at his/her own risk and is aware of the possible risks arising from the nature of the field event.
2. The organisers are not liable for any damage caused by participation in the event, unless this was due to the organiser’s wilful misconduct.
3. The participant waives all claims against the Organiser and Partners arising from participation in the event, except for those claims the exclusion of which is not permitted under applicable law.
4. These Regulations will be available on the Organiser’s website and in hard copy at the venue of the event.