Article 1: Introduction
The present document defines the Luxembourg HR Awards competition rules (hereafter “the Competition rules”). It describes the terms and conditions related to the application and the running of the Luxembourg HR Awards competition(hereafter “the Competition”)
Article 2: The Organizer
FARVEST S.à.r.l., a private limited liability company (société à responsabilité limitée), incorporated under the laws of the Grand-Duchy of Luxembourg, with office at 3 rue Marcel Fischbach, L-1547 Luxembourg, registered in Luxembourg under the number B76419.
Hereafter referred as “the Organizer”, is organizing a Competition named “Luxembourg HR Awards”.
Article 3: Participation and Eligibility
a. Companies and individuals can enter the Competition by applying online on a specific website developed for this purpose.
b. Companies and individuals can apply for one or several awards (hereafter “the Award”) and have to submit a request online to enter the Competition (see Article 5 – d.), they are then considered as applicants (hereafter “the Applicant”). Once the applicant’s request is approved, the applicant becomes a candidate (hereafter “the Candidate”) and is subject to the Competition policy.
Award dedicated to an individual:
HR Manager of the year
Awards dedicated to companies or company's’ departments/teams:
People Experience Award
HR Digital Transformation Award
Onboarding Excellence Award
Employer Brand of the Year
Talent & Competence Management Award
Income & Reward Strategy Award
CRS Initiative of the year
Special Prize in 2020
Extraordinary HR Support
Due to the COVID-19 situation, this special award aims at rewarding specific measures and exceptional work of adaptation to support either acompany and/or itsemployees, during and after the health crisis. This award represents a special prize that will only be proposed in 2020.
To ensure the legitimacy of the Competition, the Organizer reserves the right to cancel a category in case where there are less than three (3) Candidates in the category. The Candidate(s) concerned will be immediately informed by the Organizer and a solution will be proposed to the Candidate if appropriate.
c. Candidates must be based in Luxembourg and/or lead projects having an impact in Luxembourg.
d. Employees of the Organizer, its affiliates, subsidiaries, advertising and promotion agencies (collectively “the Employees”), and immediate family members and/or those living in the same household of the Employees are not eligible to participate in the Competition.
e. By participating, the Candidate agrees to be fully and unconditionally bound by these rules, and represents and warrants that it meets the eligibility requirements. In addition, the Candidate agrees to accept the Organizer’s decisions relating to the content of this Competition as final and binding.
g. The Organizer has the right to verify the eligibility of each Applicant/Candidate. Entries that are incomplete or do not adhere to the rules or specifications may be disqualified at the sole discretion of the Organizer.
h. If the Candidate uses fraudulent methods or otherwise attempts to circumvent the rules, its submission may be removed from eligibility at the sole discretion of the Organizer.
Article 4: Application deadline
a. The application deadline of the Competition is set on September 15th, 2020 (11.59 pm CET).
b. Applications must be submitted before the application deadline. All submissions received after the deadline will not be accepted.
c. The Organizer reserves the right to extend or shorten the application period at its sole discretion without previously informing the Applicant/Candidate and, this, for the successful staging of the Competition.
Article 5: Registration process
Select Awards’ categories (see Article 3 - b.)
Company Logo (for awards dedicated to companies/departments/teams) or Portrait of the Individual (for awards dedicated to individuals)
c. Applicants must complete the registration form in English.
e. In case where the request is rejected, the Applicant is informed via email on the reasons why the application form is not valid.
f. If the request is approved, the Applicant becomes a Candidate and receives its credentials (username and password) via email.
Article 6: Application process
a. The credentials must be used to log onto the Organizer’s awards platform https://awards.farvest.com/candidate/luxembourg-hr-awards/login
b. The Candidate must complete its application (hereafter “the Application”) on the Organizer’s awards platform. The Application has to be completed and validated before the application deadline (September 15th 2020 at 11.59 pm CET).
d. The Application entails the following elements:
Tagline of maximum 20 words
Answering a question (depends on the award the candidate is applying for) in maximum 500 words
Optional: submitting up to three (3) attachments (in total the three attachments have to be smaller than 30MB)
Optional: one (1) YouTube video link; all other video streaming platforms are not yet supported by the platform.
e. The Application needs to be submitted in English.
g. Applications for the competition are free of charge.
Article 7: Composition and mission of the Jury
a. There are separate juries for the different categories.
b. Jury members will be announced after the voting period. No solicitation of jury members is allowed and this to prevent from bribes, influence on the final outcome, conflicts of interest.
c. To avoid conflicts of interest, jury members cannot vote for an Award category if they or their company/team are/is a Candidate in the category or if their company has financial ties with one of the Candidates in the category.
d. The jury will review the Candidates’ Applications online and evaluate them according to four (4) predetermined equality criteria.
The Applications are evaluated according to the following criteria:
People Experience Award:
HR Digital Transformation:
Impact of Operations
Onboarding Excellence Award
Corporate Culture Dissemination
Employer Brand of the Year Award
Marketing Campaign Impact
Talent & Competence Management Award
Income & Reward Strategy Award
HR Manager of the Year Award
CSR Initiative of the Year Award
Extraordinary HR Support
Well being of employees
Contribution to the sector
e. The criteria are graded on a scale from zero (0) to five (5) with zero being the lowest possible grade and five being the highest possible grade. The highest total grade a Candidate can achieve is twenty (20).
Article 8: Selection process and Pitch sessions
a. 3 candidates will be selected to pitch at Human Capital Europe. In total, a maximum of 27 candidates will enter the final and pitch in front of a jury.
b. In case a finalist of the Award category is disqualified for any reason, the next best Candidate will be selected, and this based on the final grade obtained by the jury members.
c. The Finalists will receive a formal invitation to pitch during Human Capital Europe.
d. During the final, the Finalists will be granted three (3) minutes and thirty-three (33) seconds to present their company and/or project and attempt to convince the members of the Jury. Every pitch will be followed by two (2) minutes of Q&A conducted by the Jury.
e. The official language for the pitching sessions is English.
Article 9: Human Capital Europe
a. The results will be announced during the HR One Gala dinner closing Human Capital Europe taking place on November 26th, 2020, at the European Convention Center Luxembourg from 8:00pm.
b. All Candidates need to be present (or be represented) at the Awards’ Ceremony.
Article 10: Prizes
a. The Winner of every Award category will receive a personalised trophy or framework. Costs for the production of this trophy or framework is borne by the Organizer. Any replicate will induce additional costs.
b. Additionally, all Winners receive the label of their Award via email. The label can be used for communication purposes. The label does not expire and the Winner can decide in which way and for how long it wants to use the label.
c. The Award Winners are not entitled to prize money or any sort of financial remuneration from the Organizer.
d. More generally, the acceptance of the Award constitutes permission for the Organizer to use the Winner’s name, image, likeness, and entry for purposes of advertising and trade without further requests.
Article 11: Intellectual property
a. The Candidates understand and agree that the Organizer, anyone acting on behalf of the Organizer, and the Organizer’s licensees, successors, and assigns, shall have the right, where permitted by law, to print, publish, broadcast, distribute, and use in any media now known or hereafter developed, in perpetuity and throughout the World, without limitation, the Candidates’ entry, name, portrait, picture, voice, likeness, image, statements about the Competition, and biographical information for news, publicity, information, trade, advertising, public relations, and promotional purposes, without any further compensation, notice, review, or consent.
b. In case the Candidate does not authorize the Organizer to use any information provided in the tagline, answer, attachments or video of its Application, it shall notify the Organizer of this request by sending an email to email@example.com at least one (1) day / twenty four (24) hours before the Awards’ Ceremony.
c. By submitting his/her application, any Candidate represents and warrants that the content of the application is an original work of authorship, and does not violate any third party’s proprietary or intellectual property rights. If an entry of any Candidate infringes upon the intellectual property right of another, he/she will be disqualified at the sole discretion of the Organizer.
d. If the content of the entry is claimed to constitute infringement of any proprietary or intellectual proprietary rights of any third party, the Candidate shall, at his/her sole expense, defend or settle against such claims. The Candidate shall indemnify, defend, and hold harmless the Organizer from and against any suit, proceeding, claims, liabilities, loss, damage, costs or expenses, which the Organizer may incur, suffer, or be required to pay arising out of such infringement or suspected infringement of any third party’s right.
e. Candidates are fully responsible at all time for the protection of their intellectual property within the framework of their participation in the Competition.
Article 12: Amendment
a. The Organizer reserves the right, in its sole discretion, to cancel, terminate, modify or suspend the Competition should fraud, force majeure or other cause beyond the Organizer’s control corrupt or affect the administration, security, fairness, or proper conduct of the Competition.
b. The Organizer reserves the right, in its sole discretion, to disqualify any Candidate who tampers or attempts to tamper with the entry process or the operation of the Competition or violates these Guidelines. The Organizer has the right, in its sole discretion, to maintain the integrity of the Competition. Any attempt by a Candidate to deliberately damage or undermine the legitimate operations of the Competition may be a violation of criminal and civil laws. Should such attempt be made, the Organizer reserves the right to seek damages to the fullest extent permitted by law.
Article 13: Limitation of liability
By applying, the Candidate agrees to release and hold harmless the Organizer and its subsidiaries, affiliates, advertising and promotion agencies, partners, representatives, agents, successors, assigns, employees, officers, and directors from any liability, illness, injury, death, loss, litigation, claim, or damage that may occur, directly or indirectly, whether caused by negligence or not, from: (i) the Candidate’s participation in the Competition and/or its acceptance, possession, use, or misuse of the Award or; (ii) technical failures of any kind, including but not limited to the malfunction of any computer, cable, network, hardware, or software, or other mechanical equipment; (iii) the unavailability or inaccessibility of any transmissions, telephone, or Internet service; (iv) unauthorized human intervention in any part of the entry process or the Promotion.
Article 14: Personal data
a. The Organizer does not collect personal data other than those voluntarily provided by Candidates on the website (hereafter “the Website”) or in the registration and application form (i.e. name, first name, contact details including email address, phone number, function and organisation, texts, altogether the “Personal Data”), neither when they register for the Competition nor submit their application.
b. Personal Data collected on the Website or Application file will be processed by the Organizer for the following purposes:
communication with the Candidate and follow-up on information requested;
Delivery of personal access, rectification and opposition requests, and other rights with respect to Personal Data;
claims and litigation management;
contact of the Candidates for marketing purposes to provide them with information about similar events organised by the Organizer or one of its partners.
c. The processing of the Candidates’ Personal Data is necessary for the Organizer to provide them with the services they requested, as well as to enable the Organizer to organize the Competition.
d. Candidates’ Personal Data will be processed internally by duly authorized persons, within the limits of their respective attributions.
e. Personal Data may also be communicated to the Organizer’s data processors (including IT service providers) and external services providers such as web developers, marketing solutions providers, to the strictest extent necessary and subject to the existence of contractual guarantees to ensure the security and confidentiality of the data.
f. Candidates’ Personal Data will be processed by the Organizer as a data controller, in compliance with the applicable data protection legislation (i.e. for the time being the Law of 2 August 2002 covering the protection of individuals with regards to the processing of personal data, as amended, and Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, - the GDPR -, which entered into force on 25 May 2018, as well as any other subsequent regulation).
g. The Organizer undertakes to implement technical and organizational security measures to ensure the protection of Candidates’ Personal Data against the risks associated with the use of information systems.
h. The Organizer applies generally accepted security standards to help protect Candidates’ Personal Data. However, no method of transmission over the Internet, or of electronic storage, is 100% secure. Therefore, the Organizer cannot guarantee the absolute security of the Personal Data.
i. Personal Data is kept for a period of three (3) years from collection by the Organizer or the last contact from the Candidate.
j. In accordance with the current data protection legislation, the Candidate or, as the case may be, its beneficiaries who can prove they have a legitimate interest, are entitled to obtain, free of charge:
access to the personal data concerning the Candidate,
confirmation that the Candidate’s Personal Data is or is not being processed,
information concerning at least the purposes of the processing, the categories of data to which the processing relates and the recipients or categories to whom the data is communicated,
communication, in an intelligible form, of the data being processed, as well as any available information on the origin of the data.
k. The Candidate (or, as the case may be, his beneficiaries) also has the right to rectify its personal data and a right to object to the collection and processing of such data, on the basis of compelling legitimate grounds.
l. These rights may be exercised by an email addressed to the following address: firstname.lastname@example.org. As of 25 May 2018, the Candidate is entitled to request the erasure of all or part of the data or a restriction of the processing, object to the processing or make use of its right to data portability, within the limits provided by the applicable rules. In the event of a breach of the data protection rules, the Candidate may also lodge a complaint before a supervisory authority such as the National Commission for Data Protection (CNPD).
m. The documents and information submitted with the Application will only be submitted to the Juries solely in the context of the Competition and will be treated by them as confidential information.
Article 15: Communication
a. The official language of the Competition for the application, communication and reporting is English.
b. Any communication regarding the Competition must be sent by mailing and/or by electronic mail.
Article 16: Competent jurisdiction and applicable law
a. This Competition is governed and construed in accordance with the Law of Grand Duchy of Luxembourg.
b. The competent courts of the City of Luxembourg shall have exclusive jurisdiction in relation to any dispute arising in connection with this Agreement.
Article 17: Guidelines updates
The Organizer reserves the right to update the Guidelines at any time. All updates will be posted on the Organizer’s website: https://www.humancapitaleurope.com