Contest Rules – CTI Summit 2 and 3 December 2025

1. Organiser and applicability
1.1. These Special Contest Rules (the “Rules”) apply to the promotional contest “How many millilitres are in the vase?” (the “Contest”) organised by Arteco NV, a company incorporated under Belgian law (the “Organiser”).
1.2. By entering, each participant confirms that they have read and unconditionally accept these Rules. Any notices displayed at the booth and/or on the entry form is part of these Rules.
1.3. These Rules apply solely to the Contest held at the CTI Summit in Germany in December 2025. The contest will take place on Tuesday 2 December and on Wednesday 3 December. Each day there will be 1 winner that will be announced the day itself at 15h30.

2. Eligibility
2.1. Participation is free of charge and without purchase obligation.
2.2. Open to trade visitors aged 18 and who are physically present at the CTI Summit (Germany) on 2 and 3 December 2025. How much liquid cooling does the vase contain (in millilitres)?
2.3. One (1) entry per person per day. Entries on behalf of others are not permitted.
2.4. Employees and booth staff of the Organiser, as well as suppliers assisting with the Contest, are excluded.
2.5. The Organiser may exclude participants in case of fraud, abuse, disruptive conduct, or breach of these Rules.

3. How to enter
3.1. Enter via Microsoft Forms using the QR code displayed at the booth.
3.2. Provide your name, phone number, email address, function, company and submit one guess of the liquid volume in millilitres (ml).
3.3. The displayed vase holds coloured water for demonstration purposes (not coolant).

4. Winner selection, measurement, and evidence
4.1. The measurement of the actual volume will take place on Tuesday morning 2 December 2025 and Wednesday morning 3 December 2025 at the Arteco booth. The booth staff of the Organiser will take a timestamped photo and record the exact ml result; two booth staff will initial the measurement record.
4.2. The Organiser’s measurement record constitutes conclusive evidence, unless a manifest error is proven.
4.3. The winner of the day is the valid entry with the smallest absolute deviation (in ml) from the measured volume.
4.4. If two or more entries are equally close, the earliest valid entry wins. If still tied, the winner will be selected by drawing lots among the tied entries.
4.5. The Organiser will call, or if unreachable via phone, send an email to the winner immediately at 15h30. The winner must collect the prise in person within 1 hour after first contact.
4.6. If the winner cannot be reached or does not collect in time, the prise lapses and the next ranked participant will be contacted.
4.7. The Organiser may limit or discontinue further attempts to contact additional participants if no valid winner accepts the prise.
4.8. The Organiser’s decisions regarding entry validity, ranking, and award are final.

5. Prise
5.1. Prise: Leonidas chocolate gift with an approximate retail value of €40–€50 incl. VAT.
5.2. The prise is personal, indivisible, and not convertible into cash or other goods/services.
5.3. If reasonably necessary (e.g., unavailability), the Organiser may replace the prise with an equivalent or higher-value alternative.

6. Costs, taxes, and liability
6.1. The prise is awarded free of charge: participants will not be required to pay any fee to find out whether they have won or to receive the prise.
6.2. Any personal tax consequences are the responsibility of the winner.
6.3. The Organiser is not liable for indirect or consequential damages. Nothing in these Rules excludes liability that cannot be excluded by law.

7. Data protection and marketing
7.1. The Organiser processes participants’ personal data to run the Contest, prevent fraud, and contact the winner (legal bases: performance of the promotional arrangement and the Organiser’s legitimate interests in fair administration).
7.2. Newsletter subscription is optional and separate. Only participants who tick the voluntary checkbox will receive a double opt-in confirmation email. Subscription is valid only after confirmation. Consent can be withdrawn at any time via the unsubscribe link.
7.3. Retention: contest data (including logs, ranking and measurement evidence) are kept for up to 3 months after the event, except for documentation that must be retained for longer under applicable accounting or legal retention rules. Marketing data are kept while the subscription remains active and for as long as required by Belgian legal retention and limitation periods.
7.4. Participants may exercise their rights of access, rectification, erasure, restriction, and objection to direct marketing. Contact: compliance@arteco-coolants.com. Full privacy information is available via the link on the form or upon request at the booth.

8. Fair play, exclusion, and disruption
8.1. The Organiser may invalidate entries in case of incomplete/illegible data, multiple entries, automated or misleading participation, disruptive conduct, or breach of these Rules.
8.2. In case of technical issues, the Organiser will use reasonable efforts to continue or adapt the Contest; an alternative award method may be applied if fairer in the circumstances.

9. Publicity
9.1. The Organiser may disclose the winner’s name and company for reporting purposes.
9.2. Any further communications (photos, videos) will only be made with the individual’s consent or in anonymised form.

10. Changes, governing law, and contact
10.1. The Organiser may amend these Rules where necessary for correct and fair administration; changes will be indicated at the booth and/or on the form.
10.2. The Contest takes place in Germany. German law applies, subject to any mandatory provisions of the participant’s home country where applicable. Jurisdiction is determined under the general rules of competence.
10.3. Questions or complaints: compliance@arteco-coolants.com or the contact displayed at the booth.

14/11/2025

Privacy Information – Arteco CTI Summit Contest

This is a voluntary promotional contest for trade visitors at the CTI Summit Germany 2025. Participation and newsletter subscription are entirely optional.

1. Controller

The controller responsible for processing your personal data is:

Arteco NV
Metropoolstraat 25, 2900 Schoten, Belgium
Email: compliance@arteco-coolants.com

This notice applies to participants in the promotional contest “How many millilitres are in the vase?” and, where applicable, to subscribers to our marketing newsletter.

2. Why do we process your personal data?

We process your personal data for the following purposes:

2.1 Contest participation

To register your entry in the contest.
To determine eligibility, measure the volume and select the winner.
To contact the winner and handle questions or complaints.
To compile basic, internal statistics about the contest.

2.2 Newsletter (optional)

To send you marketing newsletters and updates about Arteco products, services and events, but only if you actively subscribe (checkbox) and confirm via double opt-in.

2.3 Fraud prevention and security

To prevent and detect abuse or fraudulent participation.
To ensure the fair and secure administration of the contest.

3. What personal data do we process?

Depending on your choices, we may process:

Identification and contact data: name, email address, company, function, mobile number.
Contest data: your guess/answer (millilitres), date and time of entry, internal ranking, whether you won a prise, and basic evidence of the measurement.
Newsletter preference: whether you ticked the optional newsletter checkbox and the date/time of your double opt-in confirmation.
Technical and log data: limited information generated by our IT systems when you submit the form (e.g. timestamps, internal IDs) for security and troubleshooting.

We do not intentionally collect special category (sensitive) data in this context.

4. On what legal bases do we process your data?

We rely on the following legal bases:

Performance of a contract
To register and administer your participation in the contest, determine the winner and contact the winner.
Legitimate interests
To ensure fair play and contest security and to compile basic internal statistics. We balance these interests against your rights and expectations.
Consent
To send you our marketing newsletter, but only if you tick the newsletter checkbox and confirm by double opt-in. You can withdraw your consent at any time (see section 9).

5. How did we obtain your data?

We obtain your personal data directly from you:

When you complete and submit the contest form at the booth (Microsoft Forms via QR code).
When you tick the optional newsletter checkbox and, if applicable, confirm your subscription via the double opt-in email.

We do not obtain contest-related personal data from third parties.

6. How long do we keep your data?

We do not keep your data longer than necessary:

Contest data (entries, winner information, basic logs and measurement evidence) are kept for up to 3 months after the event, to handle questions or disputes and to compile basic statistics. After that, data are deleted or anonymised.
Newsletter data (if you subscribe) are kept as long as your subscription remains active or until you unsubscribe or withdraw your consent. We may retain limited information (e.g. email address, consent timestamps) for a longer period where necessary to demonstrate compliance with legal obligations and for legal limitation periods.

7. With whom do we share your data?

Access to your personal data is limited to:

Authorized Arteco staff involved in marketing, events, sales, IT and compliance who need the data for the purposes described above.
Service providers (processors) who assist us with:
Online forms and event tools (e.g. Microsoft Forms or similar),
Customer relationship management and email delivery,
Hosting, IT support and security.

These service providers act on our instructions and are bound by contractual confidentiality and data-protection obligations.

We may share data with public authorities, regulators or courts where this is required by law or necessary to defend our rights.

International transfers:
We primarily process your data within the European Economic Area (EEA). If service providers located outside the EEA, or accessing data from outside the EEA, process your data, we ensure an adequate level of protection or other appropriate safeguards.

8. Security and cookies

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or misuse. Access is restricted to staff and service providers who need the data for the purposes described in this notice and are subject to confidentiality obligations.

If you access the contest form via our website or the QR code, cookies and similar technologies may be used by our website or by Microsoft Forms in line with their own cookie policies. For more information on cookies used on our websites, please refer to our general cookie policy available on the Arteco website.

9. Your rights

Under applicable data protection law (including the GDPR), you have the following rights in relation to your personal data:

Right of access: to obtain confirmation whether we process your data and to receive a copy.
Right to rectification: to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in situations where the law allows this (for example, where data are no longer necessary for the purposes described above).
Right to restriction of processing: to request that we temporarily restrict the use of your data in certain cases.
Right to data portability: where applicable, to receive data you have provided in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to object:
at any time to the use of your data for direct marketing (including newsletter); and
in certain circumstances, to processing based on our legitimate interests.

Where processing is based on your consent (newsletter), you may withdraw your consent at any time. This does not affect the lawfulness of processing before withdrawal.

To exercise your rights, please contact us using the details in section 10. We may need to verify your identity before responding.

You also have the right to lodge a complaint with your local data protection authority, in particular:

the authority of your habitual residence or place of work, or
the authority where the alleged infringement took place.

For Belgium, this is the Gegevensbeschermingsautoriteit / Autorité de protection des données.

10. Contact and complaints

For questions, requests or concerns about this notice or our use of your personal data, you can contact us at:

Arteco NV
Metropoolstraat 25, 2900 Schoten, Belgium
Email: compliance@arteco-coolants.com

If you believe that we have not handled your request or concern adequately, you may contact your data protection authority as described in section 9.

11. Changes to this notice

We may update this privacy information from time to time, for example to reflect changes in our processing activities, service providers or applicable law.

14/11/2025