SPRING BREAK IN GREECE FOR STUDENTS AND ALUMNI

PERSONAL DATA, PUBLICITY, AND CONDITIONS OF PARTICIPATION FORM

In the framework of all online and/or in-person activities organized, co-organized, and/or supported by the Center for Hellenic Studies (Greece), Harvard University (hereinafter “CHS Greece”), CHS Greece and/or its collaborating institutions collect and process personal data of associates, affiliates, interns, researchers, coordinators, speakers, and other participants, who cooperate with the Center in conferences, workshops, programs, events, other activities, and proceedings for the fulfillment of its purposes.

Depending on the activity/collaboration our records may include information, such as (but not limited to): first and last name, date of birth, e-mail address, home address, telephone, emergency contacts, short CV, abstract of presentation, video, audio, and photographic material.

Biographical information as well as information included in applications and/or forms you have been asked to submit to CHS Greece for participating in this activity/collaboration will be deleted from the Center’s archives 18 months after the completion of the activity/collaboration for those who are not selected, and 5 years after for the actual participants, unless their retention is required by law.

Some information (e.g. full name, abstract of presentation, short CV), and also video, audio, and photographic material from in-person and/or online presentations, lectures, discussions, programs, interviews, etc. (the “Recordings”) that may be included in this collaboration, are kept for archival purposes and may be used by the Center in printed and/or electronic material for the purposes of promoting this activity as well as other activities, and the broader visibility of the Center.

I acknowledge that CHS Greece will own the Recordings and all copyrights and other rights therein. I also acknowledge that the Center will have the right to make, copy, edit, publish, distribute, play, show, perform, display and otherwise use and make available the Recordings and any works that may be derived from the Recordings, by any means and in any media now existing or hereafter invented, and to authorize others to do the same (e.g. co-organizers of the activity). These Recordings could be used in digital media formats including CHS Greece websites, social media, YouTube and other video platforms, and in printed material of the Center. I understand that the online use of the Recordings is inevitably subject to international data transfer.

CHS Greece makes every effort but cannot exclude or be liable for the republication in any way whatsoever of the Recordings or any part of them that is made illegally by any third party via internet download. Also, even though the Recordings may be used for electronic and/or printed media of the CHS Greece, there is no guarantee by the Center that they will appear in these media.

I understand that in case I am invited to give a presentation, interview, lecture in the activity, I will retain copyright on my work and any other intellectual property right generated and nothing in this document will restrict me from publishing it as I see fit.

In case I hold some or all of the intellectual property rights to material used within a recording, I agree to grant the CHS Greece a non-exclusive license to use the material as described above for the said Center’s purposes.

My presentation does not infringe nor violate any copyright or other right of any other person or entity, or breach any obligation Ι have to any such person or entity.

I understand that before, during, and after the activity, I may have access to personal data and/or other information of other participants, affiliates, etc. Therefore, I declare that I acknowledge the responsibility of safeguarding these data, and that I will fully respect all relevant regulations (General Data Protection Regulation), as well as the guidelines given by the authorities (Hellenic Data Protection Authority) and the activity’s managers and coordinators.

The Center’s employees and associates have the right to access and process the aforementioned data, as well as individuals/companies that support its operation (e.g. accounting office, maintenance of IT systems and applications), for the sole purpose of dealing with the object of their work.

In case a participant accompanies a minor in the context of this activity, then the participant declares that all of the above apply also to that participant/minor and acknowledges that he/she takes full responsibility for the accompanied minor.

The rights granted above are indefinite and irrevocable and I understand that the CHS Greece will act in accordance with this form. I declare that I have no claim or requirements from CHS Greece resulting from or in connection with the above. The present is governed by Greek law and is subject to the jurisdiction of the courts of Athens, Greece.

The Center has taken necessary security measures to safeguard your personal data.

With respect to your personal data, you have the following rights:

• Right of data access: The right to know if your data is being processed, how, and for what purpose.
• Right of data rectification: The right to ask for a rectification of your personal data if it is inaccurate or incomplete.
• Right of data deletion (“right to be forgotten”): The right to request the deletion or removal of your personal data under certain conditions.
• Right to restriction of data processing: The right to request the restriction of the processing of your personal data when certain conditions are met.
• Right to data portability: Your right to ask to send your information to a third party (e.g. another support center).
• Right to object to processing: The right to object to the processing of your data. The Center will no longer submit your data for processing unless there are legitimate reasons for processing or for the foundation, exercise or support of legal claims.
• When you submit a request by exercising one of the above rights, the Center must respond within one month, or later, but explain the reasons for the delay.

You can exercise your rights at no cost by submitting a request to the Center’s Secretariat (+30 2752047030) or by sending an email (chsnafplion@chs.harvard.edu).

Ι acknowledge that CHS Greece and/or its collaborating institutions do not bear any responsibility or obligation for my accommodation and/or transportation/travel to and from the location(s) of the activity, to and from the CHS facilities and/or other locations where it takes place; and also for any other possible travels during the activity’s daily breaks; and before, during, or after the activity, unless otherwise decided and specified by the Center and/or its collaborating institutions, and I understand that I take full responsibility of the cost as well as the risks of this transportation/travel and related accommodation. I understand that, if I wish to travel independently during the activity/collaboration, I must inform the managers and/or coordinators of the activity making sure to preserve its unproblematic operation.
I recognize that I have an important personal obligation to conduct myself in a manner compatible with local laws and regulations; with the CHS Greece regulations for visitors; with policies for participant conduct set forth in this document and in any activity-related materials, and as communicated by the activity leader and managers.

I understand that the Center and its collaborating institutions in this activity/collaboration do not have any responsibility for losses, injury, accident, delay, sickness, damages, expenses, or other irregularity of any kind as a direct result of adverse weather conditions, strikes, local laws, hostilities, wars, terrorist acts, significant health concerns (such as epidemics or pandemics), or other such causes. I acknowledge and agree to fully comply with existing health and safety standards and protocols regarding Covid-19 and other diseases, and the organizers’ instructions, understanding that I have sole responsibility for the observance of the necessary measures concerning the protection of my health and the health of others. I understand that in case a participant manifests symptoms of any infectious disease, such as COVID-19, during the activity, the participant must immediately inform the organizers and fully comply with the health protocols and instructions of the local authorities. I understand that in case I have underlying medical conditions, I must confirm with my doctor/medical practitioner before participating in the activity.

I acknowledge that the itinerary of the activity is subject to change at the discretion of its organizers whenever, in their sole judgment, they deem it necessary.

* Additionally, in case of international travel, I understand that my participation in the activity may involve risks different than the ones found within the country of my residence. These include, but are not limited to risks involved in traveling to, from, and within international destinations; foreign political, legal, medical, social, and economic conditions; different standards of design, health, safety, and maintenance of buildings, public places, and conveyances; different local weather conditions, eating and cultural habits, etc. I understand that I must have full insurance coverage (hospital and medical care, travel, etc.), valid in the host country for the entire duration of the activity.
Each country has its own health and safety standards and protocols, and different measures and restrictions regarding epidemics or pandemics, and I agree to fully comply with those of the host country and the organizers’ instructions. I also acknowledge that independently from the health and safety protocols of the host country, the participants of the activity must be tested for COVID-19 disease with PCR tests within 48 hours or Rapid Antigen tests within 24 hours before traveling to the destination country and with an antigen test within 24 hours before leaving this country at the end of the activity. I have reviewed all relevant information provided by the Ministries of Foreign Affairs and Health of the country of my residence, as well as health advisory information available from the World Health Organization related to destination country and travel abroad.

In case a participant accompanies a minor in the context of this activity, then the participant declares that all of the above apply also to that participant/minor and acknowledges that he/she takes full responsibility for the accompanied minor.