Design A Patch Contest

I. General provisions

  1. This document lays down the terms and conditions applying to the Design A Patch 2023 Contest, hereinafter referred to as the "CONTEST."
  2. The Design A Patch 2023 Contest is organized by E-Patches & Crests, A Division of 1497202 Alberta Ltd., hereinafter referred to as the "ORGANIZERS."
  3. The contest is targeted at patch customers (hereinafter referred to as "CONTESTANTS" or, where appropriate, the "CONTESTANT"). There is no age limit for participation and no restrictions concerning the date of creation, production, previous presentation or publication of submitted works.
  4. The contest is closed to family members of the Organizers, members of the management and authorities of the organizing institutions, and other parties linked to the Organizers through ties of employment and organizational hierarchy.
  5. The Organizers reserve the right to pre-select submitted works based on their compliance with the formal requirements of the contest. Disqualified works shall not be published or exhibited, and their authors' names shall not be made public.
  6. By entering the contest, Contestants consent to the terms and conditions herein outlined.
  7. The submission of artwork is understood, specifically, as providing images through the entry form or sending the materials by mail services.
  8. No costs and expenses sustained by the Contestant in relation to the contest shall be reimbursed.

II. Objectives and premises of the contest

  1. In order to participate in the Contest, Contestants must send the Organizers the entry form and the artwork in digital form, submitted to the Organizers' website. They should conform to the following requirements:
  1. All patch designs must use one of the provided templates and be no more than 2 inches in size. The provided template can be downloaded from our website.
  2. All patch designs must follow the premises of the contest. All informational materials and guidelines can be found on the official website of the contest.

III. Contest schedule

  1. The contest is open from the moment of its online announcement on October 19, 2023 until the closing deadline on November 30, 2023.
  2. The form will be available at from October 19, 2023, until November 30, 2023 (11.59 PM MST). No works shall be accepted after the deadline.
  3. The end of the contest will occur on November 30, 2023, at 11:59 PM MST. 
  4. The results will be announced on our website and in our newsletter during the month of December 2023.

IV. Participation in the contest

  1. To participate in the contest, Contestants need to submit their entries and provide contact information at before November 30, 2023 (11:59 PM MST).
  2. Submission forms should be filled out and sent via the website; each Contestant has the right to submit as many artworks as they wish.
  3. By participating in the contest, Contestants agree to their personal data being processed by E-Patches & Crests for the purposes of the contest. Detailed information about the data processing policy can be found in our website's Terms & Conditions and Privacy Policy.
  4. The Organizers shall notify the winning Contestant via electronic means of the results by e-mail and announce the results online at or on social media platforms, making the name of the author public in the customary manner. By entering the contest, the Contestant consents to the publication of his personal data in the way specified in the previous sentence for the purposes of announcing the results and winner of the contest.
  5. In the event that the Contestant or the submitted entry does not meet the requirements outlined in these terms and conditions, the artwork shall be rejected and the Contestant shall be disqualified from the contest and stripped of any right to an award.
  6. artwork downloaded in the form of digital files, which fail to qualify for the contest, will be erased from all media on which they have been saved by the Organizers for the purposes of the contest.

V. Prizes and their delivery

  1. The following prizes will be handed out in the contest for Design A Patch:
    a. first prize: a Grand Prize of a promo code of 50% off the winner's next in-stock order awarded by the verdict of the jury, and two copies of the winning crest.
    b. second prize: a promo code for a discount of 25% off the runner-up's next in-stock purchase and two copies of the winning crest.
  2. In the event that the jury decides not to award the Grand Prize, the money set aside for the prize can, upon its discretion, be divided into at most two equal prizes, subject to the reservation that the overall amount should not be reduced.
  3. In the event that the jury decides to award multiple Grand Prize winners, the winners will receive the same prize, subject to the reservation that the overall amount should not be reduced.
  4. The main prize awarded in the contest for Design A Patch is an official declaration that the Contestant's design will be produced as a patch and publicly presented.
  5. The winners shall be published online at during the month of December 2023.
  6. Winners shall be notified by e-mail.
  7. The results of the contest shall be publicly announced during the month of December 2023.
  8. Winners of the contest are obliged to provide the Organizer with the personal data necessary to conduct the contest and deliver the awards.
  9. The Organizer reserves the right to change the date of the announcement of results and presentation of awards.

VI. Copyright, artwork presentation and public circulation

  1. All Contestants who fill out the submission form thereby certify that they are the sole owners of the author's economic rights to the works submitted to the contest and that the projects are not encumbered by third-party rights.
  2. Information on submitted artwork may be published on the Organizers' websites, through media outlets that include information about the contest, including for the purposes of promoting the ideas of the contest, as well as in special information brochures dedicated to the contest.
  3. The Contestants grant to the Organizer an exclusive, global and perpetual license to use their artwork in whole or in part for commercial purposes, including reproducing, selling, distributing, and in particular, the purposes of promotion and documentation, in the following ways:
    1. recording (also in the memory of a PC or another device) on any media by any technique (including digital), in any system or format, by mechanical, optical, magnetic, electronic or other means, in print, on audio or video media, photosensitive, magnetic, optical and any other media used for recording and storage;
    2. copying, including on audio-visual and audio disks, by photosensitive and digital techniques, in print, or the computer;
    3. publication for commercial purposes, such as promoting the Organizers and the contest;
    4. public screening and broadcast, all transmissions and re-runs, including through multi-media or telecommunications networks and other communication systems (including simulcasting or webcasting) in coded or uncoded form, in open or closed circuit, in any technique (analogue or digital), system or format, with or without the possibility of recording;
    5. all public presentations allowing everyone to access the materials at a time and place of their choice, including through ground stations, satellite, cable networks, telecommunications networks or multi-media networks, databases, servers or other devices and systems, by any technique (including analogue or digital), system or format, with or without the possibility of recording, including online presentation;
    6. using fragments (including stills) to promote the artwork and the Organizers.
  4. The artwork may be used in the above-mentioned ways in a manner that does not infringe on their author's moral rights, including the right to mark the artwork with the names of their authors.
  5. All qualified works shall be assessed by the jury.
  6. artwork kept in the archives of the contest may be presented and used for commercial and promotional purposes on the condition that the presentation should specify their author, title and the features of the contest to which they were submitted.
  7. Works awarded prizes in the contest are subject to the same regulations as those qualified for the contest, with the reservation that additional forms of promotion may apply, e.g. extra exhibitions of prizewinning works both in physical form and through media outlets in the first section, and in the second, a public report from the implementation of the project and its exhibition variants.
  8. The Organizers reserve the right to take screenshots, record the works in whole or in part in the form of a physical installation, and to use such fragments for the purposes of selling, information and promotion.
  9. Provisions 1-8 apply to all submitted works except those disqualified from the contest.

VII. Personal data protection

  1. Personal data collected from Contestants and winners shall be administered by E-Patches & Crests. Personal data shall be processed in accordance with our Privacy Policy and Canadian laws on personal information.
  2. Contact details of E-Patches & Crests can be found at
  3. The personal data of Contestants and winners will be processed in order to organize and conduct the contest, and in the case of winners, for the purposes of taxation, if tax obligations apply, as well as marketing.
  4. Personal data is provided voluntarily but is required for participation in the contest.
  5. Contestants who provide their personal data have the right to access them and, in accordance with relevant legal provisions, are entitled to:
    a. correct them,
    b. remove them,
    c. restrict their processing,
    d. transfer them,
    e. object to their use,
    f. withdraw their consent at any time.
  6. The Organizers shall collect the following data from Contestants: first and last name, birth date, biography, e-mail address, phone number, and country of residence.
  7. The Organizers shall also collect the following data from the winners: mailing address (to which the patch award shall be sent).
  8. Contestants are entitled to file a complaint with the Data Protection Officer.
  9. Contestants consent to their first and last names being used for the purposes of announcing the results of the contest (including through media outlets).
  10. The Organizers declare that the personal data shall not be processed in an automated manner or subject to profiling.
  11. Contestants' data shall not be made available to external entities except in the cases specified in the relevant legal provisions.
  12. Contestants' data shall be stored for a period necessary to meet the above-specified objectives.
  13. The Organizers shall take all the technical and organizational measures needed to safeguard the collected personal data's safety per the relevant threat level and data category. The Organizers have implemented measures to ensure a safety level adequate to the risk, taking into account the advancement of technology, implementation costs, as well as the nature, scope, purpose and context of data processing and the threat to the rights and freedoms of natural persons of varying probability and importance. In particular, the Organizers shall take into account risks related to the accidental or illegal destruction, loss, modification or unauthorized disclosure of personal data or unauthorized access to personal data that are sent, stored or otherwise processed.

VIII. Additional provisions

  1. The collected personal data shall be used only in order to conduct the contest, announce its results and deliver the awards.
  2. The Organizers shall not be liable for any damage resulting from the provision of incorrect address or other personal data by the Contestant.
  3. The winners shall not be entitled to change their awards for other prizes or demand that cash prizes be exchanged for their equivalent material prizes.
  4. The Organizers shall not be liable for the quality and effects of services provided by telecommunications operators, postal services and other persons.
  5. This is the only document specifying the terms and conditions of the Design A Patch Contest 2023.
  6. These terms and conditions shall be available for consultation at the Organizers' online office. Organizers' contact information can be found at
  7. Contestants cover all costs related to the presentation and submission of their project.
  8. Contestants may change or withdraw their submission at any time before the submission deadline. To do so, they shall notify the change or withdrawal in a manner and form specified for the original submission. The Contestants must notify the Organizers of any change or withdrawal by a separate e-mail sent to
  9. The Organizer may modify these Terms and Conditions at any time before the submission deadline, provided that the changes do not expand the scope of the contest, reduce prize value or shorten the deadline. Any changes shall be immediately announced on the official website of the contest, and, in the event that the change occurs after the qualification stage, a special notification shall be sent to the e-mail addresses of qualified Contestants. The terms and conditions go into force on the day of their online publication at

IX. Complaints

  1. In the event of reservations concerning the manner in which the contest is conducted, the selection of winners, and its compliance with these terms and conditions, Contestants may file a written complaint up to 1-4 days from the day of the public announcement of the results. The complaint should be sent by certified mail or email to the address of E-Patches & Crests, with a note "Design A Patch Contest 2023" on the envelope, and should contain a reasoned justification (to facilitate and speed up the process, it is recommended to include as many data and circumstances as possible concerning the subject of the complaint, the kind of non-compliance and the date of its occurrence).
  2. No complaints shall be considered after the above-mentioned deadline. Complaints submitted before the deadline will be considered by a dedicated Appeals Committee set up by the Organizers within 14 working days from the day on which they are filed.

X. Disclaimers

  1. E-Patches & Crests reserves the right to terminate, suspend or amend a contest without notice and for any reason, including, without limitation, if we determine that the contest cannot be conducted as planned or should a virus, bug, tampering, or unauthorized intervention, technical failure or other cause beyond our control corrupt the administration, security, fairness, integrity or proper play of a contest. In the event any tampering or unauthorized intervention may have occurred, we reserve the right to void suspect entries at issue. We reserve the right to choose not to select a winner. We reserve the right to modify all designs to accommodate production.
  2. E-Patches & Crests assumes that its customers have the rights and permissions for usage and release on all sent files, images, and information and are giving these rights to E-Patches & Crests to use on our website, newsletters, social media platforms, and other areas of business. Any entries using copyrighted images (i.e. From movies, TV, comic books, etc.) will be excluded. For more information, please see our Privacy Policy.
@2024 E-Patches & Crests is a private enterprise not affiliated with Girl Guides of Canada.
This site is not sponsored, endorsed or approved by Girl Guides of Canada or any Provincial Council.

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