Rules and Regulations – Hackathon for Change

RULES AND REGULATIONS OF THE EVENT “HACKATHON FOR CHANGE”
I. GENERAL PROVISIONS
These Regulations (hereinafter referred to as “Regulations”) set out the terms and conditions for the organization of the hackathon event titled “Hackathon for Change” (hereinafter referred to as “Hackathon” or “Event”).
The organizer of the Event is the Independence from the Kitchen Foundation based in Warsaw (hereinafter referred to as the “SOK Foundation”) in partnership with the UNICEF Office for Responding to the Needs of Refugees in Poland (hereinafter referred to as “UNICEF” and together with the SOK Foundation collectively referred to as the “Organizers”).
The purpose of the Hackathon is to create innovative technological solutions to support the education and professional development of refugee youth from Ukraine.
The purpose of the Regulations is to accurately describe the rules of organization and participation in the Event.
II. DATE AND PLACE
Hackathon will be held stationary in Warsaw.
The Hackathon will start on October 18, 2025 at 9:00 a.m., at the place indicated by the Organizers: i.e. 42 WARSAW, 171 B Solidarności Avenue (Spark), 00-877 Warsaw.
The Hackathon will end with the announcement of the results of the Event on October 19, 2025.
III. TERMS OF PARTICIPATION
Participation in the Hackathon is free of charge and voluntary.
Participants may be:
aged 15 years or older until the day before they turn 18 years old, 17 years of age.
originating from Ukraine, living in Poland as of 2022, and
having written consent, parent/legal guardian.
(hereinafter referred to as “Participants”)
Before participating in the Event, the Participant is required to read the Regulations.
The consent form, a sample of which is attached as Appendix No. 3 to these Regulations, must be provided upon receipt of information on qualification.
Participants may participate only after providing the Organizers with the original consent of the legal guardian in writing, in accordance with the Regulations.
The original consent must be provided to the Organizers no later than on the first day of the Hackathon.
Individual applications are made through the registration form on the event website (https://hackathonforchange.com/).
The Organizer reserves the right to add Participants to teams (hereinafter referred to as “Team”).

The organizer covers the cost of accommodation and travel on 17.10.2025 (the day of arrival in Warsaw) – 20.10.2025 (the day of departure from Warsaw), caregivers are responsible for the purchase of tickets / travel of participants.
The organizer ensures full accessibility of the event for people with disabilities.
The event will be photographed/recorded and participants will be asked to provide UNICEF and SOK Foundation with image use consents. Consent for image use is always voluntary. The document shall be signed by parents/legal guardians of persons under 18 years of age and additionally the signature of the participant/participant is required on the same form. The template will be sent to qualified participants before the event.
The event is also open to adults (hereinafter referred to as “IT Mentors”) who:
declare their availability on October 18-19, 2025,
commit to participate in the preparatory meeting (online or onsite),
undergo the mandatory online training on PSEA (Prevention of Sexual Exploitation and Abuse) on the UNICEF Agora platform,
present a certificate of non-criminal record,
have their own laptop,
independently cover the cost of travel and the cost of accommodation during the Event in Warsaw.

V. RECRUITMENT
Recruitment is conducted through the website – https://hackathonforchange.com/ (hereinafter referred to as the “Service”).
Participation in the Event is tantamount to reading and accepting the Terms and Conditions and its appendices by the Participant and the Participant’s commitment to abide by the Terms and Conditions.
Recruitment to the Event takes place by submitting a correctly completed and accepted by the Participant application form for the Event, made available on the Service (hereinafter referred to as the “Application”).
The Application includes: name and surname, date of birth, contact information, brief justification of motivation, level of knowledge of languages: Polish, Ukrainian, English and need for translation, information on the need for accommodation, preference for Meals and information on acceptance of the Terms and Conditions.
Sending the Application does not qualify for participation. The final selection of Participants is made by the Organizer.
The decision on qualification for the Hackathon will be communicated by e-mail indicated in the Application no later than 14 days before the start of the Event.
Failure of the Participant to submit the statement referred to in paragraph 2 shall render the Application ineffective.
All entities participating in the Event, including IT Mentors, and the Event Organizers, are obliged to comply with the provisions of the Regulations.

V. RULES OF THE HACKATHON
The Event will consist of creating a response to the challenge: Design an interactive tool or service to help Ukrainian youth find their educational or professional path after high school.
Participants of the Event have 24 hours to complete the challenge, counted from the official start of the Event on October 18, 2025 at 9:00 a.m. to 9:00 p.m. and on October 19 from 9:00 a.m. to 9:00 p.m.
Participation in the Hackathon is only possible in a stationary form.
The maximum number of Participants in the Event is limited to 35 people.
Participants will work in 7 teams of no more than 6 people to solve the challenge announced by the Organizers. A Participant may be a member of only one Team.
Teams will consist of up to 6 people, including one adult (IT Mentor).
During the Hackathon, participants are provided with:
access to the Internet and technical infrastructure, desktop computers with Linux software;
support materials;
food: breakfast at the hotel, snacks, lunch and dinner during the Hackathon;
work and rest space.
Projects must be created from scratch during the Hackathon – it is prohibited to submit previously prepared solutions.

Projects must be created from scratch during the Hackathon – it is prohibited to submit previously prepared solutions.
Participants and IT Mentors are required to follow security rules, respect other participants and attend briefings on child protection, digital security rules and PSEA before the designated Hackathon date, communicated by the event organizers via email.
The space has 3 emergency buttons for calling security in case of an emergency. The participant is financially responsible for the misuse of the emergency button.
Intoxicating substances are prohibited in the space. Intoxicated persons are immediately disqualified from the Event.
So-called floor boxes – boxes in the floor with electrical outlets – are placed in the space. A participant who opens one of them without the permission of the Organizer may be disqualified and is financially liable for any damage.
Eating and drinking in the clusters (spaces with desktop computers) at the Event venue is prohibited. The exception is non-carbonated water, but only in closed containers. Water containers should not be placed on tables in the programming space (clusters).

It is forbidden to connect external devices to computers in the programming space (clusters), and to disconnect workstations from electricity, or the Internet.
VI. INTELLECTUAL PROPERTY
All ideas and projects created during the Hackathon remain the property of the co-organizer – UNICEF Office for Refugee Response.
The organizer obtains the right to implement, publish and modify the submitted solutions without the need to obtain additional consent from the creators.
Parents/guardians agree to transfer free of charge the property rights to the solutions created during the event (Appendix 3).
VII. AWARDS
Organizers will select the 3 best Teams, including one winner and two more from places 2 and 3.
Decisions of the Organizers are made by a simple majority, and in case of a tie, the vote of the SOK Foundation is decisive.
In selecting the winner, the Jury is guided primarily by the following criteria: – innovation,
– applicability in practice,
– implementation value,
– compatibility with the theme of the Event,
– visual qualities.

The schedule of the Event will be published on the website of the Service.
The Hackathon includes prizes for participants of the winning Teams – including educational vouchers, mentoring, participation in open days of partner companies.
Decisions of the Organizers are final and cannot be appealed.
IX. PERSONAL DATA
The administrator of personal data is the Independence from the Kitchen Foundation (“SOK”).
The data will be processed on the basis of the consent given by the Participant (or guardian/parent), solely for the purpose of organizing the event, in accordance with applicable law, in particular in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC.
The participant has the right to access the content of his/her data and the right to rectify, erase, restrict processing, the right to data portability and the right to object to processing.
Detailed information about the processing of data of the participants of the event can be found in the information clause, in Appendix 1 of these Regulations.
Before participating in the event, each Participant, is required to consent to the processing of personal data. The consent is voluntary, but necessary to participate in the event.

X. IMAGE AND MEDIA
The participant (with the consent of his/her legal guardian) has the opportunity to voluntarily consent to the recording and use of his/her image for information and promotional purposes related to the event, in accordance with Appendix 2 of these Regulations.
The use of materials will be in accordance with the SOK and UNICEF guidelines on the image of children and young people.
XI. FINAL PROVISIONS
The Organizer reserves the right to make changes to the Regulations, of which the Participants will be informed on the Site.
Any violation of these Regulations, in particular the provision of false personal data or violation of the provisions of the applicable law entitles the Organizer to exclude the Participant from participation in the Hackathon.
Attachments:
(1) Information clause;
(2) Consent for use of image for the organizer
(3) Consent form
(4) Consent for use of image for the event partner

Attachment 1
PROCESSING OF PARTICIPANTS’ PERSONAL DATA
For participants over 16 years of age and parents or legal guardians consenting to the processing of children’s image data
The “Independence from the Kitchen” Foundation respects privacy and complies with data protection laws, in particular Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (“RODO”).

In connection with your / [your child’s] participation in the “Hackathon for Change” event (hereinafter referred to as the “Hackathon”), we may collect certain personal data about you. Therefore, in accordance with Article 13(1) and (2) of the RODO, we inform you that:

The administrator of the personal data collected from the participants of the Hackathon is the Foundation “Samodzielność od Kuchni” based in Warsaw at Tadeusza Rejtana 15, premises B, 02-516, Warsaw, registered in the National Court Register kept by the District Court for the Capital City of Warsaw, XIII Economic Department. Warsaw, XIII Economic Division of the National Court Register under KRS number: 0000718683, NIP 5213813706, REGON: 369488228 (“Administrator”);
The Administrator can be contacted:
by email: biuro@sokfoundation.org.pl
by mail: 02-516 Warsaw, ul. Rejtana 15 lok. B.

The Administrator will process the following categories of personal data of participants:
name, address, e-mail address, telephone number, age, nationality, image.
Your personal data will be processed by the Administrator for the purpose of organizing the Hackathon, as well as your/your child’s participation in the Hackathon and in terms of image for marketing and promotional purposes related to the Hackathon.
Provision of personal data is voluntary, you have the option not to provide such data, however, failure to provide data may prevent you / your child from participating in the Hackathon.
Your personal data will be processed on the basis of:
your consent – Article 6 (1) (a), including, in particular, the use of your image for marketing and promotional purposes;
your consent – Article 9 (1) (a), regarding information about your nationality for the purpose of your participation in the Hackathon;

Necessity of data processing for the purposes of legitimate interests pursued by the Administrator – Article 6(1)(f) RODO, that is, for the purpose of conducting /documenting the implementation of the Hackathon, as well as the possibility of pursuing claims and defending against claims;
Necessity of data processing for the fulfillment of a legal obligation incumbent on the Administrator – Article 6(1)(c) RODO, if required by law.
Your personal data may be transferred by the Administrator to entities with which the Administrator cooperates in order to execute contracts concluded by the Administrator, as well as to public authorities, if required by law;
Your personal data will not be transferred to a third country outside the EEA;
Your personal data will be stored for the period necessary for the purposes for which they were collected, at the latest until you withdraw your consent.
You have the right of access to the content of your data and the right to rectification, erasure, restriction of processing, the right to data portability and the right to object to the processing;
You also have the right to withdraw your consent to the processing of your data at any time, without affecting the legality of the processing performed on the basis of consent before its withdrawal;

You also have the right to lodge a complaint to the President of the Office for Personal Data Protection if you consider that the processing of personal data concerning you violates the regulations on personal data protection;
your data will not be processed in an automated manner or subjected to profiling.

For participants under 16 years of age. (Information clause for parents/legal guardians of the participant)

The “Independence from the Kitchen” Foundation respects privacy and complies with data protection regulations, in particular with the Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (“RODO”).

In connection with your child’s participation in the “Hackathon for Change” event (“Hackathon”), we may collect certain personal data about your child. Therefore, in accordance with Article 13(1) and (2) of the RODO, we inform you that:

The Administrator of the personal data collected from the participants of the Hackathon is the Foundation “Samodzielność od Kuchni” based in Warsaw at Tadeusza Rejtana 15, loc. B, 02-516, Warsaw, registered in the National Court Register kept by the District Court for the Capital City of Warsaw under KRS no.: KRS: . Warsaw, XIII Commercial Division of the National Court Register under KRS number: 0000718683, NIP: 5213813706, REGON: 369488228 (“Administrator”);
The Administrator can be contacted:
by email: biuro@sokfoundation.org.pl
by post: 02-516 Warsaw, ul. Rejtana 15 lok. B.
The Administrator processes the following categories of personal data of the participants:
name, surname, address, email address, telephone number, age, nationality, image .
Your child’s personal data will be processed by the Administrator for the purpose of organizing the Hackathon, as well as for your participation in the Hackathon and in terms of image for marketing and promotional purposes related to the Hackathon.
Provision of personal data is voluntary, you have the option not to provide such data, however, failure to provide data may prevent your child from participating in the Hackathon.

Your child’s personal data will be processed on the basis of:
your consent – Article 6(1)(a), including, in particular, the use of your image for marketing and promotional purposes;
your consent – Article 9(1)(a), regarding information about your nationality for the purpose of your participation in the Hackathon;
the necessity of data processing for the realization of purposes resulting from the legitimate interests pursued by the Administrator – Art. 6(1)(f) RODO, i.e. for the purpose of conducting /documenting the implementation of the Hackathon, as well as the possibility of asserting and defending against claims;
the necessity of data processing to fulfill a legal obligation of the Administrator – Article 6(1)(c) RODO, if required by law.
Your child’s personal data may be transferred by the Administrator to entities with which the Administrator cooperates in order to fulfill contracts concluded by the Administrator, as well as to public authorities, if required by law;
Your child’s personal data will not be transferred to a third country outside the EEA;
Your child’s personal data will be stored for the period necessary to fulfill the purposes for which they were collected, at the latest until you withdraw your consent.

You have the right to access your child’s data, as well as the right to rectification, erasure, restriction of processing, the right to data portability, and the right to object to processing;
You also have the right to withdraw consent to the processing of your child’s data at any time, without affecting the legality of processing carried out on the basis of consent before its withdrawal;
You also have the right to lodge a complaint to the President of the Office for Personal Data Protection, if you consider that the processing of personal data concerning your child violates the provisions on personal data protection. Personal data protection regulations;
Your child’s personal data will not be processed by automated means or subjected to profiling.

Annex 2
………………, on ……………… 2025.

CONSENT
FOR USE OF IMAGE

I, the undersigned …………………………………… [first name last name] hereby give my consent to the Foundation “Samodzielność od kuchni”, with its registered office at Tadeusza Rejtana 15 lok. B, 02-516, in Warsaw, registered under the KRS number 0000718683, conducted by the District Court for the City of Warsaw. Warszawy in Warsaw, XIII Economic Department of the National Court Register (hereinafter referred to as the “Foundation”), for the free use by the Foundation of [my image / image of my child …………………………………… [child’s name and surname] for marketing and promotional purposes related to the Hackathon, including in particular to share [my image / my child’s image] on websites and social media related to the Hackathon, and I grant a free license, unlimited in terms of quantity, time and territory, to register [my image / my child’s image ……………………………………[child’s name and surname] during group meetings and other activities carried out as part of the Hackathon for the aforementioned purposes. purposes.

……………………………………………………………..
Legible signature of the person granting consent /
parent or legal guardian of the child

Annex 3
Warsaw, on ………………. 2025 r.

AUTHORIZATION
PARENT / GUARDIAN TO PARTICIPATE IN THE EVENT Hackathon for Change – October 18-19, 2025, Warsaw
Organizers: UNICEF Office for Refugee Response, UNICEF Poland, SOK Foundation
I, the undersigned:
Name of parent/legal guardian: ……………………………………………………..
Contact phone number: ……………………………………………………………………
E-mail address: ……………………………………………………………………………………………
acting as parent/legal guardian:
Name and surname of the child: ……………………………………………………………………………..
Child’s date of birth: ………………………………………………………………………………
Child’s address of residence: ………………………………………………………………………..
I hereby consent to my child’s participation in the Hackathon for Change event, organized on October 18-19, 2025 in Warsaw, Poland.
I declare that:
I have read the Rules and Regulations of the event and accept their provisions.
I undertake to acquaint my child with the content of the Regulations before the event.
I consent to my child’s participation in team project work, mentoring and presentation sessions.

I agree to allow my child to participate in a pre-event session (online or in-person) to prepare for the event.
I agree to transfer, free of charge, the economic rights to the projects, tools and solutions created by the child during the event to the UNICEF Office for Refugee Response and their use for educational, programmatic and communication purposes, without time and territorial restrictions.
In particular, I agree to:
– to record and distribute the work created by the child in any form (including digital),
– combination of the work with other works, its modification or translation,
– use of the work in materials promoting the activities of UNICEF and the SOK Foundation, while respecting the safety and privacy of the child.
………………………………………………………
Signature of parent/guardian
Date: ……………………………..

Annex 4
United Nations Children’s Fund (UNICEF)
Child-friendly image consent form – Polish version

Written consent for the use of photos + videos + audio

By signing this form, I give my consent to the United Nations Children’s Fund (UNICEF) to photograph and record me for its purposes.

These photos and/or videos were taken [on]: 18-19.10.2025

in [city/state]: Warsaw, Poland

By [name of photographer/videographer]: a UNICEF photographer

I understand and agree that UNICEF may use these photos and/or footage of me to:
Promote peace, tolerance and children’s rights;
Communicate, promote and raise funds for UNICEF.

I understand and agree that UNICEF may:
Publish photos and/or videos with my participation in reports, websites, social media channels, etc. belonging to UNICEF (including its fundraising offices) and organizations that support UNICEF’s work (see examples).
Use these photos and/or videos featuring me to advertise UNICEF in printed materials, billboards, websites, social media channels, etc. (see examples).
Agree to publish these photos and/or videos with my participation in magazines, newspapers, online news sources, social media channels belonging to media organizations.
Use these photos and/or videos with my participation indefinitely throughout the world, as well as in my own community.

I understand and agree that:
I will not be able to approve the completed photographs and/or recordings with my participation.
I will not be compensated now or in the future for the use of these photos and/or recordings with my participation.
It is better to ask questions now or inform UNICEF of any concerns I have.
The UNICEF office that took or arranged for the taking of these photos and/or recordings with my participation will keep this form with my full name on it for as long as UNICEF keeps the photos and/or recordings with my participation.
I can request a copy of this form and the photo/recording by writing to the UNICEF office address below.
I have the right to withdraw this consent, in part or in full, at any time, including requesting the deletion of photos and recordings with my participation.
If I ask in writing, UNICEF will remove all copies of photos and/or recordings with my participation that are under its control.

I can contact the UNICEF office by writing to poland@unicef.org

or by mail to: 25A Towarowa Street, 00-869 Warsaw, Poland

I will check this box if I agree to my full name being stored together with photos and/or recordings of me in the UNICEF photo and record archive.

I will check this box if I agree that only my name may be stored along with photos and/or recordings of me in the UNICEF photo and record archive. I understand that this may make it difficult or impossible to locate the original photos for deletion if I change my mind in the future.

To be signed by the person seen in the photo/recorded video/audio if over 13 years of age:
Name Age

Signature Date

To be signed by an adult if the person shown in the photo/recorded video/audio is less than 18 years old:
I have the right to give permission to use the photo/recorded video/audio with the child, and I give such permission.

Name

Degree of relationship with the child

Signature Date