Luxembourg HR Awards

Competition Rules

Article 1: Introduction

The present document defines the Luxembourg HR Awards contest rules (hereafter “the Contest rules”). It describes the terms and conditions related to the application and functioning of the Luxembourg HR Awards contest (hereafter “the Contest”)

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 2 rue Drosbach, Z.I Am Bann, L-3372 Leudelange, registered with the Luxembourg companies register under B76419.

Hereafter referred to as “the Organizer”, is organizing a contest named “Luxembourg HR Awards”.

Article 3: Participation and Eligibility

a. Companies and individuals can enter the contest by applying online.

b. Companies and individuals can apply for one (1) or several categories (hereafter “the Award(s)”) depending on their commercial focus (end-users vs. HR products/ solutions/ services providers & consultants). Companies and individuals first have to submit a request online to enter the Contest (see Article 5 – d.); as soon as the online request has been sent they are considered as applicants (hereafter “the Applicant”). Once the applicant’s request is approved, the applicant becomes a candidate (hereafter “the Candidate”).

Awards dedicated to individuals:

• HR Manager of the Year - reserved for end-users 

Awards dedicated to companies or companies’ departments/teams:

• HR Digital Partner of the Year
• Learning & Development
• Recruitment agency of the Year
• Rising HR Tech
• People Experience
• CSR Initiative of the Year
• Onboarding Excellence
• Best Health & Well-being Strategy
• Icebreaker

The Organizer reserves the right to cancel a category in case there are less than three (3) Candidates in the category. The affected Candidate(s) will be informed at the earliest convenience of the Organizer.

c. Candidates can present only one (1) project in each category.

d. Candidates must be based in Luxembourg and/or lead projects in Luxembourg.

e. 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 Contest.

f. 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 Contest 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 Contest is set on February 15^th 2023 (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.

Article 5: Registration process

a. Applicants can send a request to register through the Organizer’s online platform here.

b. To register Applicants have to fill in the registration form and provide the following information:

• Gender
• First name
• Last name
• Email
• Job/Function
• Company name
• Phone number
• 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.

d. Once Applicants have completed the registration form, they must click on the “Send” button to submit their registration request. The Organizer will review the Applicant’s registration and either approve or reject the request. Registration requests may be accepted or rejected at the sole discretion of the Organizer.

e. In case the request is rejected, the Applicant is informed via email.

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 here.

b. The Candidate must complete its application (hereafter “the Application”) on the Organizer’s awards platform. The Application has to be completed before the application deadline (February 15^th 2023 11:59 pm CET).

d. The Application entails the following elements:

• Tagline of maximum 20 words
• Answer to a question (depends on the award the candidate is applying for) in maximum 500 words
• Optional: one (1) YouTube video link during the application process; all other video streaming platforms are not yet supported by the platform.
• Optional: submit up to three (3) attachments (in total the three attachments have to be smaller than 30MB)

e. The Application needs to be submitted in English.

f. Application to the award HR Manager of the Year is free. Other categories are subject to administration fees of €100 excl. VAT per application.

Article 7: Composition and mission of the Jury

a. The jury is composed of local HR decision-makers. Under no circumstances may a representative of a company offering products, solutions, services or consulting (including but not limited to software providers, website or applications development companies, consulting companies...) to HR Managers or Departments be part of the jury. Nor a person occupying a position other than HR Manager or Director (in-house CIO, COO, CISO...).

b. Jury members will be announced after the voting period. No solicitation of jury members is allowed.

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 weighted criteria.

The Applications are evaluated according to the following criteria:

HR Manager of the Year

• Strategic Vision
• Leadership
• Performance
• Achievements

HR Digital Partner of the Year

• Innovation
• Results
• Outstanding Contribution
• Impact on operations

Learning & Development

• Innovation
• Strategic Vision
• Talent Retention
• Business added-value

Recruitment agency of the Year

• Performance
• Results
• Competitive offer
• Business added-value

Rising HR Tech

• Business added-value
• Innovation
• Growth Potential
• Strategic Vision

People Experience

• Strategic Vision
• Collaborators engagement
• Well-being improvements
• Long-term Impact

CSR Initiative of the Year

• Strategic Vision
• Collaborators engagement
• Long-term Impact
• Outstanding Contribution

Onboarding Excellence

• Strategic Vision
• Process Originality
• Corporate Culture Dissemination
• Long-term Impact

Best Health & Well-being Strategy

• Strategic Vision
• Well-being improvements
• Talent Retention
• Long-term Impact

Icebreaker

• Corporate Culture Dissemination
• Business added-value
• Talent Retention
• Process Originality

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e. The criteria are graded on a scale from zero (0) to five (5) with zero being the lowest possible and five being the highest possible grade. The highest total grade a Candidate can achieve is twenty (20).

f. In every Award category, the Candidate with the highest total average wins.

g. In case the winner of the Award category is disqualified for any reason, the next best Candidate will win the Award.

Article 8: The Award Ceremony

a. The results will be announced during an event taking place on March 21st 2023 in Luxembourg.

b. All Candidates need to be present (or be represented) during the Awards Ceremony, with one (1) person minimum.

c. Participants may need to purchase an admission ticket to access the event - this information can be found on the REGISTRATION page of the website. The Organizer does however reserves the right - but is not obliged - to distribute discount codes in its Newsletters and mass-mailing communications that can be used by decision-makers of the HR sector to benefit either from a discounted or a free admission ticket.

Article 9: Prizes

a. The Winner of every Award category will receive a trophy or framed poster.

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 request.

Article 10: 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 Contest, 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 marketing@farvest.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 an 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 Contest.

Article 11: Amendment

a. The Organizer reserves the right, in its sole discretion, to cancel, terminate, modify or suspend the Contest should fraud, force majeure or other cause beyond the Organizer’s control corrupt or affect the administration, security, fairness, or proper conduct of the Contest.

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 Contest or violates these Guidelines. The Organizer has the right, in its sole discretion, to maintain the integrity of the Contest. Any attempt by a Candidate to deliberately damage or undermine the legitimate operation of the Contest 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 12: 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 Contest 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 13: Personal data

a. The Organizer does not collect personal data other than that which Candidates voluntarily provide 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 organization, texts, altogether the “Personal Data”), neither when they register for the Contest nor submit their application.

b. Personal Data collected on the Website or Application file will be processed by the Organizer for the following purposes:

• communicate with the Candidate and provide them with the information requested;
• processing of access, rectification and opposition requests, and other rights with respect to Personal Data;
• claims and litigation management;
• contact the Candidates for marketing purposes to provide them with information about similar events organized 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 Contest.

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 HR 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: team@farvest.com. 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 Contest and will be treated by them as confidential information.

Article 14: Communication

a. The official language of the Contest for the application, communication and reporting is English.

b. Any communication regarding the Contest must be sent by registered letter and/or by electronic mail.

Article 15: Competent jurisdiction and applicable law

a. This Contest 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 16: The Competition Rules updates

The Organizer reserves the right to update the Competition Rules at any time.