IMPORTANT NOTICE · PLEASE READ
Contest Rules, Privacy & Photo Permission
Operated by The Cheviot Community Foundation
Policy version CCF-photo-2.4-2026-09-13 · Effective for new submissions from September 13, 2026.
This free photo contest is operated by The Cheviot Community Foundation, including through the Cheviot Pub Crawl website (the “Foundation,” “we,” “us,” or “our”). The eligibility, dates, and prize information displayed for your contest form part of these rules. By submitting an entry or casting a vote, you agree to the applicable rules. Final submission also grants the photo permissions below. Do not submit or participate if you do not agree.
Play fair. Have fun.
No purchase necessary
No purchase, payment, or donation is required to enter, upload, vote, or win. Venue admission policies, age restrictions, and other rules still apply. Contest entry does not grant venue access or permission to purchase or consume alcohol.
Eligibility and age requirements
The minimum participant age is displayed on each individual contest page. Age requirements may differ between contests. Voters must also meet the displayed participant age requirement. For contests allowing participants under 18, an adult parent or legal guardian must submit for a minor, use the adult’s own contact email, and accept these terms. Do not provide a child’s email or unnecessary personal details.
Participants must be physically located in the United States when entering, uploading, or voting. Eligibility is based on your declaration, not independent age, identity, guardianship, or location verification. We do not require a device-location check. The Foundation may request information reasonably necessary to confirm eligibility or award a prize. Entries or votes may be disqualified for ineligibility, fraud, impersonation, manipulation, prohibited content, or other rule violations. Void where prohibited.
Photo permissions and images of minors
Only submit photos you own or have permission to submit and license for these uses. Being pictured does not itself mean you own the photograph. Obtain permission from every identifiable adult pictured for contest display and advertising/promotional use, including written permission where required and authority to grant these permissions.
Do not upload a photo of anyone under 18 unless you are the parent or legal guardian of every minor pictured. You represent that you have legal authority to consent for each minor, including to ongoing advertising and promotional use. Another parent’s informal permission does not satisfy the rule that the uploader must be that child’s parent or legal guardian.
No nudity, sexual content, graphic violence, harassment, threats, unlawful material, or private information. Avoid addresses, identification documents, financial information, and sensitive details in photos or captions. The Foundation may reject, remove, or decline to use photos for safety, rights, eligibility, or rule-compliance reasons.
Photo entry method
Each contest states whether it accepts in-page camera photos only or also allows a device photo library.
The camera opens only at your request. We request video for a still preview, not microphone audio, and do not record or upload a video stream. Only the still photo you choose for your private preview is uploaded. Camera-only controls are workflow restrictions, not independent proof of a new scene or genuine camera hardware. Do not use virtual cameras, screen re-photography or technical bypasses to misrepresent an entry.
One photo per contact email, per contest
Choose a photo, enter your contact email, and review the private preview. You may retake it or correct details before final submission. Once you select “Submit & lock my photo,” your entry is final and cannot be replaced. The email cannot be used for a second entry or replacement in that contest, even after rejection or deletion. The same email may enter another contest, including a different contest running at the same time. Use your own email and check it carefully; emails are not verified.
A preview is not an entry. Final submission must successfully complete before the submission deadline. A moderator must approve the entry before voting closes for it to be eligible. An incorrect email may prevent prize contact.
Moderation and public display
Moderators review photos for suitable public display, not to choose winners or independently verify ownership, consent, age, or eligibility. Approval is not guaranteed. Approved photos may later be rejected or deleted. Private previews, contact emails, and unapproved images are not displayed in the public gallery. Approved photos, captions, entry numbers, vote totals, and standings can appear publicly.
Visitors do not receive reuse rights merely because a photo is public. However, they may save, screenshot, or redistribute material. We cannot guarantee removal of copies held by others.
Voting
No voter email, account, or PIN is required. There is one active voting allowance per public IP address for each contest. People sharing Wi-Fi or a mobile-network gateway may share that allowance. A private browser credential lets the original voter confirm or change their own selection without allowing another visitor on the connection to change it. Clearing cookies does not create another IP allowance and may prevent changing an existing vote. A remembered browser does not receive a second vote merely by switching networks.
IP addresses do not prove unique people. Do not use extra networks, devices, automation, impersonation, or other methods to bypass restrictions. Selecting the current photo confirms the same vote; moving a vote does not add a vote. Successful voting actions have an eight-second server-enforced cooldown before another vote, move or confirmation. Refreshing the page or changing accessibility preferences does not bypass that cooldown. The celebration has no skip button, but accessibility preferences can reduce motion, mute audio, increase contrast or enlarge text. Audio and celebration effects are browser feedback, not voting requirements. Saved voting records and the on-screen confirmation, not sound, determine whether a vote was accepted.
Prizes and winning places
Each contest offers the one, two or three winning places shown on its event page. The highest eligible valid vote total wins first place, followed by second and third only when those prizes are configured. Ties use the earliest successfully finalized entry submission, then the lower entry number for identical timestamps. Fewer eligible entries than advertised prizes means fewer winners. Before finalization, leader positions are provisional and do not guarantee a prize. Prize descriptions and artwork appear on the event page. Material prize edits after entries begin are recorded and publicly noted; finalized awarded prizes are preserved. The server clock controls deadlines. Starting an upload or opening a page before a deadline does not guarantee acceptance after it.
Final standings are recorded after voting closes. A photo removed before closing cannot win. Removing a finalized winner removes public access to that photo but does not automatically promote another entry. The Foundation will address resulting prize issues and explain material corrections. Winner contact uses the supplied email; prize details, response deadlines, and collection arrangements are stated in the event information or winner communication.
Technical problems and exceptional winner selection
We cannot guarantee uninterrupted access or successful processing of every attempted upload or vote. If technical failure, manipulation, or another serious circumstance prevents fair voting or reliable results, the Foundation may pause, suspend, cancel, or take reasonable corrective action. Where permitted by law, the Foundation may select winners randomly from eligible entries if reliable voting results cannot be determined. Such an exceptional selection must be authorized and material changes disclosed; the ordinary website ranking remains vote-based. Administrative decisions are final, subject to applicable law and these rules.
Public viewing ends after 168 hours
All contestant photos stop being publicly available through that contest’s gallery, entry pages, winner-photo displays, and direct contest-image links 168 hours (seven days) after its official voting end. The voting end shown on the event page controls, not venue closing time or the time a moderator finishes. Photos may be removed earlier.
Removing the contest or its photos from public view is not a promise of deletion and does not revoke or end the photo-use permission. This cutoff does not apply to authorized promotional uses, including promotional material on the same or other Foundation websites, social media, or printed materials. It cannot recall screenshots, downloads, previously distributed materials, or third-party copies. A non-photo event summary can remain.
Ongoing advertising and promotional permission
You retain ownership rights you hold. By finally submitting, you grant the Foundation a non-exclusive, worldwide, royalty-free, fully paid-up, perpetual license, irrevocable to the fullest extent permitted by law, to retain, reproduce, publish, display, distribute, crop, resize, edit, adapt, and incorporate the photo into other materials.
This includes the Foundation, the Cheviot Pub Crawl website, community events, fundraising, advertising, publicity, and present or future promotions in print, websites, social media, digital advertising, signs, posters, video, and other media now known or later developed. The Foundation may act directly or through authorized staff, volunteers, designers, printers, hosting providers, advertising platforms, and other service providers acting on its behalf.
To the extent you have legal authority, this includes the likenesses and appearances of people pictured, including minors for whom you are the parent or legal guardian. Authorized uses may continue indefinitely, after the contest and after removal from public contest viewing, without payment, royalties, a prize, attribution, additional approval, or further notice, except where applicable law requires otherwise. Permission is not limited to winning photos and does not depend on receiving a prize. We need not use a photo.
This permission applies only to finally submitted photos, not unsubmitted previews. It does not authorize unlawful use, override other people’s rights, or waive rights that cannot legally be waived. A contest removal or record-deletion request does not automatically revoke an otherwise valid license. Rights, safety, and legally required removal requests will be reviewed. Photos submitted under earlier terms do not acquire this expanded permission merely because the website has been updated.
Information collected and used
Submission information includes the photo, contact email, optional caption, entry/moderation records, timestamps, and required acknowledgements. These support the one-entry rule, prize administration, permissions, and security. Emails are not verified and are not added to newsletters, campaigns, or marketing lists. Email communications are limited to winner/prize contact, responding to requests, and necessary legal or safety matters.
The application stores a keyed representation of upload and vote IP addresses for security, fraud prevention, and voting limits. Hosting and security providers may also hold ordinary technical logs containing full IP addresses. Essential secure cookies protect forms, moderator login, private receipts, and vote ownership. Local browser preferences store accessibility choices and help display the voting cooldown across tabs; they are not used for advertising. Owner account recovery uses limited, expiring one-use tokens and a private, predefined recovery mailbox. Existing passwords are never emailed. Blocking or clearing them can prevent features from working.
Photos can identify people. Their permitted public and promotional use does not authorize publication of private contact emails. We use reasonable safeguards, but no website or storage system guarantees absolute security.
Sharing and retention
We do not sell, rent, or supply contact emails or IP-related records for third-party marketing or commercial solicitation. Necessary providers may process information to run and secure the contest, deliver prize communications, or carry out authorized photo uses. Information may also be disclosed as required by law or valid legal process, or when reasonably necessary to protect rights, safety, or property.
Authorized promotional photos may be retained indefinitely, subject to applicable law. Limited submission/permission evidence may remain as long as needed to support those uses. Contact emails and voting/security records have separate retention handling. The application ordinarily clears contact and identifiable voting data 90 days after voting ends. Limited permission evidence and non-identifying final results can remain. Legal, safety, dispute, backup, and lawfully retained export records can require different handling.
Unsubmitted previews expire after 30 minutes and are scheduled for cleanup. Owner exports contain private contact data and must remain private. “Originals” are files actually received by the server and may already have been optimized by a phone. Backups, hosting logs, exports, and promotional copies can follow different schedules; this does not permit uses outside these terms or applicable law.
External links
Sponsor and other external sites have their own terms and privacy practices. Authorized photos posted to social or advertising platforms may be processed under those platforms’ terms. Contestant email lists and voting records are not provided to them for marketing.
Keep it safe; responsibility and liability
Do not use the site while driving, operating equipment, or crossing traffic. Follow venue rules, respect people, and take photos in a safe place. You are responsible for lawful submissions and necessary ownership, consent, and publicity permissions. To the extent permitted by law, you agree to indemnify and hold the Foundation harmless from third-party claims arising from an unlawful submission, missing permission, or rule violation.
To the fullest extent permitted by law, the Foundation and its officers, directors, employees, volunteers, and agents are not liable for losses from technical interruptions, failed/delayed entries, voting errors, data loss, unauthorized third-party copying, or other participation circumstances. Nothing excludes liability or rights that cannot lawfully be excluded or limited. Mobile data rates may apply.
Questions, rights, and privacy requests
Contact The Cheviot Community Foundation through Cheviot Community Foundation website. Include the contest name, entry number or page address, and the issue. Do not send passwords or unnecessary identity documents. We may request reasonable evidence of identity, rights, or authority, and will review requests under applicable law, including concerns involving minors, unauthorized use, deletion, and future use. Removal of third-party copies or distributed materials cannot be guaranteed, without limiting steps required by law.
Governing law and updates
Ohio law governs except where applicable law requires otherwise. Subject to mandatory legal rights, disputes will be heard by courts with appropriate jurisdiction in Hamilton County, Ohio. Revisions apply to future participation with an updated effective date. Material changes to previously collected information or granted permissions will not apply retroactively without legally required notice or consent. If one provision is unenforceable, remaining provisions apply to the extent permitted by law.