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Terms & Conditions

Effective Date: 28 July 2025

These Terms and Conditions govern your use of The STEM Awards website, participation in the awards programme, and any associated communications or promotional activities. By accessing the website, entering an award category, or engaging with The STEM Awards, you confirm that you have read, understood, and agree to be bound by these Terms.

 

1. Definitions

  • “We”, “Us”, “Our” refers to The STEM Awards and any authorised partners, organisers, affiliates, or appointed representatives.
     

  • “You”, “Entrant”, “Participant” means any individual, company, or organisation submitting an award entry or otherwise engaging with The STEM Awards.
     

  • “Awards” refers to the annual awards programme hosted and managed by The STEM Awards, encompassing both student and employer categories.
     

 

2. Eligibility and Entry

2.1. Eligibility requirements vary by category and are stated on the relevant entry pages. It is your responsibility to ensure you meet the criteria before submitting.

2.2. Entries must be submitted truthfully and accurately. Any false, misleading, or incomplete entries may result in disqualification at any time.

2.3. Entry submission constitutes a declaration that you are authorised to act on behalf of the entity you are entering (e.g. your company, institution, or yourself as an individual).

2.4. We reserve the right to request supporting documentation to verify eligibility, originality, or claims made in your submission. Failure to comply may result in disqualification.

2.5. We reserve the right to reject or disqualify any entry that, in our sole judgment, is inappropriate, unlawful, or breaches the spirit of the awards.

 

3. Fees and Payments

3.1. Entry to student categories is free.

3.2. Employer and organisational entries may require payment of an entry fee, the details of which will be clearly communicated prior to submission.

3.3. All payments are non-refundable, regardless of outcome, withdrawal, disqualification, or cancellation unless otherwise required by law.

3.4. Failure to pay applicable fees by the stated deadline will result in exclusion from the judging process.

 

4. Judging and Awards Process

4.1. Judging is conducted by a panel of independent and/or appointed professionals with relevant expertise. Panel members may vary by category.

4.2. All judging decisions are final and not subject to appeal.

4.3. No feedback, justification, or explanation will be provided to entrants regarding scoring, ranking, or outcomes unless explicitly stated in the award criteria.

4.4. We reserve the right to move entries between categories, combine categories, or withdraw categories where necessary.

4.5. Awards may be withheld in any category if, in the judges’ opinion, no entry meets the required standard.

 

5. Disqualification and Withdrawal

5.1. We reserve the right to disqualify any entrant at any stage for breach of these Terms, ethical concerns, or bringing the awards into disrepute.

5.2. Disqualification may occur without refund and without prior notice if the breach is deemed significant.

5.3. Entrants may withdraw their submission by written notice. However, fees will not be refunded unless withdrawal occurs before any published early deadline and is agreed to in writing.

 

6. Intellectual Property and Publicity Rights

6.1. You retain ownership of any original materials submitted, but grant The STEM Awards a perpetual, worldwide, royalty-free licence to use, reproduce, publish, and reference the materials for promotional, judging, or educational purposes related to the awards.

6.2. We will not publicly disclose sensitive commercial or personal data without prior approval, but reserve the right to reference winning or shortlisted submissions, entrant names, job titles, and organisational affiliations unless explicitly withdrawn in writing before announcement.

6.3. Entrants confirm that all submitted material is their own or they have permission to use it. You indemnify us against any claims relating to copyright infringement, data protection breaches, or unauthorised use of third-party materials.

 

7. Use of Name and Likeness

7.1. By entering, you consent to your name, organisation name, and relevant submitted details being used in award promotions, announcements, press releases, and related media content.

7.2. We may request or arrange interviews, case studies, or post-event features involving finalists or winners. Participation is encouraged but not mandatory.

 

8. Liability and Disclaimer

8.1. The STEM Awards and its organisers will not be liable for any direct, indirect, incidental, or consequential loss or damage arising from:

  • Participation in the awards
     

  • Errors, delays, or technical issues during entry submission or judging
     

  • Failure to win or be shortlisted
     

  • Event changes, postponements, or cancellations
     

  • Use of third-party systems, including submission platforms, CRMs, or email systems
     

8.2. Entrants participate entirely at their own risk and agree not to hold The STEM Awards liable for any outcomes beyond the reasonable control of the organisers.

8.3. In all cases, the maximum liability of The STEM Awards shall be limited to the entry fee paid, if applicable.

 

9. Complaints and Disputes

9.1. Any complaints must be made in writing to info@thestemawards.com and will be handled at the discretion of the awards organisers.

9.2. We are under no obligation to respond to complaints that contest the outcome of the judging process or allege unfairness without evidence of procedural breach.

 

10. Amendments and Event Changes

10.1. We reserve the right to amend these Terms at any time. Updates will be posted on the website and take immediate effect unless otherwise stated.

10.2. The format, content, and structure of the awards may be adjusted at any time, including deadlines, judging methods, or event formats (e.g. virtual vs. physical).

 

11. Data Protection

11.1. Personal data is processed in line with applicable UK data protection law, including the Data Protection Act 2018 and the UK GDPR.

11.2. For more information, please refer to our Privacy Policy.

 

12. Governing Law

These Terms and any disputes arising from participation in The STEM Awards are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts.

13. Chargebacks and Payment Disputes

13.1. By submitting a paid entry to The STEM Awards, you agree that all fees are final, non-refundable, and not subject to cancellation, reversal, or chargeback under any circumstances, including (but not limited to):

  • Disagreement with the judging outcome
     

  • Not being shortlisted or selected as a winner
     

  • Event changes, category withdrawals, or structural modifications
     

  • Perceived lack of value, exposure, or return on participation
     

  • Any subjective dissatisfaction not resulting from a material breach of contract by us
     

13.2. You expressly waive any right to initiate or authorise a chargeback or payment dispute through your bank, credit card provider, or payment processor.

13.3. Any attempt to initiate a chargeback will be treated as a breach of these Terms, and may result in:

  • Immediate disqualification from the current and all future award programmes
     

  • Public revocation of shortlisting or winner status (if applicable)
     

  • Legal action to recover the original fee plus associated costs, including administrative, legal, and chargeback dispute fees
     

13.4. If you believe a genuine payment error has occurred (e.g. duplicate transaction), you must notify us within 7 days of the charge for resolution. No claim will be valid after that period without evidence of technical error on our part.

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