Wikimedia Georgia/Agreement on the Participation of Minors

Agreement between Wikimedia Georgia and the Legal Guardian/Parent of a Minor

General Provision

This Agreement regulates the relationship between Wikimedia Georgia (hereinafter referred to as “Wikimedia Georgia” or the “Organization”) and a minor participating in its projects and programs, where the minor is represented by their legal guardian and/or one of their parents.

By virtue of this Agreement, before the law, the legal guardian/parent of the minor is fully responsible for the actions and liability of the minor.

This Agreement establishes the parties' responsibilities and obligations, as well as the methods for resolving disputes. By signing the relevant agreement form, the parties undertake to comply fully and unconditionally with this Agreement.

Parties

The parties to this Agreement are, on the one hand, Wikimedia Georgia (ID: 400272110; Address: Georgia, Tbilisi, Teimuraz Bochorishvili Street, No. 15, Entrance 4, Floor 7, Apartment No. 219, Block B) and, on the other hand, the legal guardian and/or one of the parents of the minor, as indicated in the relevant signed agreement form.

Subject of the Agreement

The legal guardian and/or one of the parents of the minor gives consent for the minor to participate in projects, events, and activities organized or co-organized by Wikimedia Georgia, including but not limited to:

a) educational meetings, trainings, and workshops related to Wikimedia projects;
b) editing marathons, competitions, and campaigns;
c) field trips, photo walks, and cultural-educational tours;
d) educational camps, including Wikicamp;
e) regional and international conferences;
f) other similar educational, cultural, volunteer, or public projects.

The details of a specific project, event, or camp may be determined under this Agreement through a separately prepared consent form, in which this Agreement shall constitute an integral part of that consent.

Obligations of the Parties

Wikimedia Georgia, within the scope of its capabilities, is obliged to:

• Provide the legal representative with information, within a reasonable period of time, regarding the objectives, main rules, location, and time of the project/event/camp.
• Take reasonable measures to protect the safety, dignity, personal space, and well-being of the minor.
• Ensure the availability of the participants’ rules of conduct, safety instructions, and the contact information of responsible persons.
• Immediately contact the legal representative/guardian/parent in the event of a significant incident, a violation of the rules of conduct, a health problem, a safety incident, or the need for the minor to leave the event.
• If necessary, organize first aid for the minor and, in an emergency, refer the minor to an appropriate medical institution or emergency medical service.
• Protect participants’ personal data and use it only for the purposes of organizing the event, ensuring safety, reporting, communication, and fulfilling legal requirements.

The legal representative/guardian and/or one of the parents of the minor is obliged to:

• Confirm that they are the parent or legal guardian of the minor participant and are authorized to give consent for the minor’s participation in Wikimedia Georgia’s projects, events, and camps.
• Provide Wikimedia Georgia with complete, accurate, and updated information about the minor, including: name, surname, age, contact details, health condition, allergies, dietary restrictions, need for medication, and any other circumstances that may be important for the minor’s safety and proper participation.
• Immediately notify Wikimedia Georgia if the minor’s health condition, contact information, or any other essential circumstance changes that may affect the minor’s participation.
• Upon request, submit in a timely manner the documents necessary for the minor’s participation, including a copy of an identification document, birth certificate, health-related information, medical insurance details, permission for transportation, or any other required documentation.
• Inform the minor in advance about the main rules of the project, event, or camp, the standards of conduct, and safety requirements.
• Support the minor in complying with the relevant rules of Wikimedia Georgia, the camp, the host venue, and Wikimedia projects, including respect for other participants, safe communication, and the prohibition of discriminatory, offensive, or dangerous behavior.
• Ensure the minor’s timely arrival at the agreed meeting point and, where necessary, ensure the minor’s timely pick-up after the end of the event, project, or camp, or at any time upon the request of Wikimedia Georgia.
• Remain available during the project, event, or camp at the contact number they provided, or ensure an alternative contact person is available in case of an emergency.
• Cooperate with the responsible persons of Wikimedia Georgia in cases involving health, safety, or other emergencies, and make timely decisions in the best interests of the minor.
• If the minor needs to take medication, provide Wikimedia Georgia in advance, in writing, with the name of the medication, dosage, time of administration, storage instructions, and any other necessary instructions. The legal representative is responsible for the accuracy of the medical information provided.
• Ensure that the minor does not bring to the event or camp alcohol, tobacco, narcotic or psychotropic substances, weapons, dangerous objects, or any other items prohibited by law, camp rules, or that may pose a threat to participants.
• Ensure that the minor is provided with the necessary personal belongings, clothing, hygiene items, medication, and other essential items.
• If the minor is no longer able to participate in the project, event, or camp, notify Wikimedia Georgia promptly so the Organization can rearrange participant lists, transportation, accommodation, meals, and other organizational matters.
• If the minor’s participation is terminated due to a health condition, substantial violation of rules, safety needs, or any other justified reason, the legal representative is obliged, in agreement with the Organization, to ensure the timely and safe pick-up of the minor from the venue of the event.
• If the minor intentionally or through gross negligence damages the property of Wikimedia Georgia, the host organization, or a third party, the issue of compensation for damages shall be resolved by agreement between the parties or in accordance with applicable Georgian law.
• Review and, where necessary, confirm consent to the processing of the minor’s personal data within the scope necessary for registration of participation, organization of the event, safety, communication, reporting, and fulfillment of obligations provided by law.
• Indicate consent or refusal regarding the use and publication of identifiable photo, video, or audio material of the minor, including on Wikimedia Georgia’s website, social media, presentations, or Wikimedia platforms.
• Understand that participation in Wikimedia online projects may involve working on public platforms, where a username, editing history, uploaded material, or other public activity may be accessible on the internet.
• Understand that material placed on Wikimedia projects, including text, photographs, or other content, may be published under a free/open license, which allows its use, distribution, and modification in accordance with the terms of the relevant license.
• Cooperate with Wikimedia Georgia representatives on all matters related to the safety, well-being, participation, compliance with rules of conduct, and uninterrupted conduct of the event involving the minor.

Liability of the Parties

The parties are responsible for performing the obligations undertaken under this Agreement in good faith, fully, and in a timely manner, in accordance with applicable Georgia law and the terms of this Agreement.

Liability of Wikimedia Georgia:

• The Organization is responsible for the reasonable organization of the project, event, or camp; informing participants of the rules established in advance; ensuring basic safety conditions; and taking reasonable measures to protect the well-being of the minor participant.
• The Organization is obliged to take reasonable and proportionate measures to protect the safety of the minor participant, including ensuring the presence of responsible persons, the availability of necessary contact information, and an appropriate response in emergency situations.
• The Organization shall be liable for damage caused by the intentional or negligent act or omission of the Organization, its authorized representative, or a person hired/involved by it, where such liability is established by applicable Georgia law.
• In the event of a health condition or accident, the Organization is obliged to act in the best interests of the minor, contact the legal representative, and, where necessary, provide first aid or call for appropriate medical assistance. The Organization shall not be liable for medical consequences caused by a health condition, allergy, illness, or other circumstance that was unknown to it in advance, if such information was not provided by the legal representative.
• If the event or camp includes organized transportation, Wikimedia Georgia undertakes to use a reasonably selected transportation service. During transportation, the participant is obliged to comply with safety rules and the instructions of responsible persons. Any damage caused during transportation by a third party or carrier shall be resolved in accordance with applicable legislation and the terms of the relevant service.
• Wikimedia Georgia shall not be liable for damage caused by the actions of third parties, other participants, or external service providers, provided that the Organization took reasonable measures to prevent or reduce such risk and the damage was not caused by the fault of the Organization.
• The legal representative understands that participation in Wikimedia online projects may involve working on public platforms. Wikimedia Georgia shall not be liable for consequences arising from information publicly disclosed by the minor voluntarily, from activity carried out under a username, or from subsequent use of public materials by third parties, except where the damage was caused by the Organization's wrongful conduct.
• If the legal representative has given consent for the use of the minor’s photo/video materials or for their publication on Wikimedia platforms under an open license, they understand that full control over the further distribution, downloading, or use of such materials by third parties may be impossible. Wikimedia Georgia is responsible only for the initial use of the material within the scope of this Agreement and the consent given.
• Wikimedia Georgia is responsible for processing the personal data of the minor and the legal representative only for the purposes and within the scope provided by this Agreement, the relevant consent, and applicable legislation. The legal representative is responsible for the accuracy of the data provided to the Organization.
• Wikimedia Georgia shall not be liable for consequences resulting from the termination of the minor’s participation if such termination occurred due to safety, health protection, substantial violation of rules, or another justified reason.

Liability of the Legal Representative/Guardian and/or One of the Parents of the Minor:

• The legal representative is responsible for the accuracy, completeness, and timely updating of the information provided to Wikimedia Georgia, including information about the minor’s health condition, allergies, medication, dietary restrictions, behavioral or other important needs.
• If information important for the minor’s health, safety, or participation is provided incorrectly, incompletely, or late, the legal representative shall be liable for the resulting consequences within the scope of the applicable legislation of Georgia.
• The legal representative is obliged to inform the minor in advance of the rules for the event, project, or camp and to support compliance with those rules. In the event of a substantial violation of the rules by the minor, Wikimedia Georgia has the right to take appropriate measures, including restricting or terminating the minor’s participation and requiring the legal representative to pick up the minor or participate in arranging the minor’s return.
• If the minor intentionally or through gross negligence damages the property of Wikimedia Georgia, the host organization, another participant, or a third party, compensation for the damage shall be imposed on the minor’s legal representative.
• Responsibility for the storage, care, and use of the minor’s personal belongings lies with the participant and their legal representative, except where the loss, damage, or destruction of the item was caused by the wrongful conduct of Wikimedia Georgia or its authorized person.

Common Liability of the Parties:

• Each party is responsible for the costs assigned to it under this Agreement or under an additional agreement between the parties. If the minor’s participation is terminated due to a violation of rules, health condition, or at the request of the legal representative, matters related to return, pick-up, or other additional costs shall be resolved by agreement between the parties or in accordance with the conditions established in advance.
• Neither party shall be liable for non-performance or delayed performance of obligations if this is caused by force majeure circumstances, including natural disaster, epidemic, war, unrest, transportation restrictions, a decision of a state authority, or any other circumstance beyond the control of the party.

Dispute Resolution

The parties shall attempt to resolve any disagreement through negotiation.

Any dispute related to the interpretation and performance of this Agreement shall be resolved in accordance with the applicable legislation of Georgia.

If negotiation does not produce a result, the dispute shall be submitted to the competent court, unless the parties agree in writing on another procedure.

Final Provisions

The legal representative confirms that they have read this Agreement, understand its content, and sign it voluntarily.

Any amendment to this Agreement shall be valid only in written form, unless otherwise provided by law.

This Agreement is universal, and consent to it is given through the relevant separate permission form signed by both parties.