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Intellectual Property, Media & Consent

This policy explains how intellectual property, media capture and consent are handled at the "Innovation Forum × R1X" hackathon. It should be read together with the Participant Terms & Conditions, the Safeguarding & Under-18 Participation Policy, and the Participant Privacy Notice.

DRAFT for legal review — not legal advice. Version [VERSION]; effective [EFFECTIVE DATE].

1. Intellectual property

1.1 Ownership (default position)

Participants retain ownership of the intellectual property in the Submissions they create at the Event. Taking part does not transfer ownership of your work to the Organiser or the Technology Partner.

No transfer of ownership occurs unless it is separately agreed in writing [CONFIRM — for example, any sponsor-specific or challenge-specific arrangements].

1.2 Licence granted to the Organiser

By participating, you grant the Organiser (Global Innovation Forum Limited, "Innovation Forum") and the Technology Partner (R1X) a non-exclusive, royalty-free, worldwide licence to record, display, reproduce, publish and promote your Submission and your Team name for the purposes of reporting on, showcasing and publicising the Event and future events [CONFIRM scope, media and duration].

This licence:

  • does not prevent you from using, developing or commercialising your own work;
  • extends only to the purposes described above; and
  • is subject to any confidentiality you flag to the Organiser in advance [CONFIRM process].

1.3 Third-party IP, open data and open source

Participants must:

  • respect third-party intellectual property and not include infringing material in a Submission;
  • comply with all applicable open-data licences, including the Open Government Licence where relevant, and attribute sources as required; and
  • comply with all applicable open-source licences for any components used, including licence and notice obligations.

1.4 Disclosure of pre-existing IP

If you bring pre-existing intellectual property to the Event (for example, code or designs created beforehand), you should disclose this so that ownership remains clear. Bringing pre-existing IP does not change its ownership and does not grant others rights in it beyond the licence in section 1.2 for Event promotion.

2.1 What we capture and why

Photography, video and audio may be captured at the Event and used for promotion and reporting — for example on the Event website, in reports to partners, and on social media.

  • At registration, participants are asked to indicate their media consent preference.
  • On the day, an opt-out mechanism is available so that anyone who does not wish to be photographed or filmed can make this clear — for example a coloured lanyard or badge [CONFIRM mechanism]. Our photographers and staff will do their best to respect opt-outs, and you can ask at any time not to be captured.

For any participant under 18, separate written parental or guardian consent is required before their image, voice or likeness is captured or used. This is dealt with alongside the Safeguarding & Under-18 Participation Policy. A dedicated consent form is provided for this purpose — see [MEDIA CONSENT FORM]. Where such consent has not been given, we will take care to ensure the young person is not identifiable in published media.

2.4 How images are used and stored

  • Media is used for the promotional and reporting purposes described above and is stored securely by the Organiser [CONFIRM storage location and access controls].
  • Media is retained for [CONFIRM retention period] and then reviewed for deletion or archiving.
  • Media is processed in accordance with UK GDPR, the Data Protection Act 2018 and the Participant Privacy Notice.

2.5 How to request removal

You may ask us to stop using an image or recording of you (or your child) at any time by emailing info@inno-forum.co.uk. We will remove it from materials we control within a reasonable period, though we may be unable to recover items already printed or shared by third parties.

2.6 Data protection cross-reference

This section supports, and should be read with, the Participant Privacy Notice. Media that identifies an individual is personal data and is handled accordingly. Media of children is subject to additional safeguards under the ICO's Children's Code.

The following blocks are drafting templates for the Organiser to adapt. Final wording is subject to legal review.

I consent to the Organiser (Innovation Forum) and the Technology Partner (R1X) capturing photographs, video and audio of me at the "Innovation Forum × R1X" hackathon on [EVENT DATE], and to their use of this media for reporting on and promoting the Event and future events, including on the Event website, in partner reports and on social media. I understand that I may withdraw this consent or request removal at any time by contacting info@inno-forum.co.uk.

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Name: [PARTICIPANT NAME] Signature: __________ Date: __________

I confirm that I am the parent or legal guardian of [CHILD NAME], who is under 18 years of age. I consent to the Organiser (Innovation Forum) and the Technology Partner (R1X) capturing photographs, video and audio of my child at the "Innovation Forum × R1X" hackathon on [EVENT DATE], and to their use of this media for reporting on and promoting the Event, in accordance with the Intellectual Property, Media & Consent Policy and the Safeguarding & Under-18 Participation Policy. I understand this consent is separate from event registration and that I may withdraw it or request removal at any time by contacting info@inno-forum.co.uk.

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Parent/guardian name: [PARENT/GUARDIAN NAME] Relationship to child: __________

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Signature: __________ Date: __________ Contact: [PARENT/GUARDIAN CONTACT]

This is a DRAFT template prepared for legal review and does not constitute legal advice.