1. Scope and Purpose of the Platform

The HERIFORGE Communication Platform (“the Platform”) is a non-commercial, project-specific online communication environment established within the framework of the HERIFORGE project, which is funded by the European Union.

The Platform operates as a closed or semi-closed discussion forum and is intended exclusively to support:

• Communication and collaboration among project stakeholders
• Exchange of experiences, challenges, and perspectives related to the project
• Collection of non-confidential input relevant to research, innovation, and implementation activities

2. Legal Basis and Acceptance

Use of the Platform is subject to these Terms and Conditions. By registering for or accessing the Platform, users acknowledge and accept these Terms. Participation is voluntary. Users who do not agree with these Terms must not register or use the Platform.

3. Eligible Participants

Access to the Platform is restricted to stakeholders involved in or relevant to the HERIFORGE project, including:

• Cultural Heritage Institutions (CHIs) like museums, galleries, collections and archives, and their officers.
• XR (Extended Reality) technology providers.
• Researchers in digital cultural heritage, in software engineering for XR, in immersion and interactive visualisation, in computer vision, scholars in cultural heritage, Creative Industries professionals, and associated local or regional collaborators.

Users must provide accurate and truthful registration information and act in good faith throughout their participation.

4. Permitted Use

The Platform may be used solely for project-related communication, including but not limited to:

• Discussion of local, technical, organisational, or policy challenges.
• Exchange of non-confidential knowledge and experiences.
• Constructive dialogue supporting research, innovation, and co-creation activities.

All content must be:

• Relevant to the HERIFORGE project objectives.
• Respectful, professional, and evidence-based, where applicable.
• Free from commercial intent.

5. Prohibited Use

The following uses are strictly prohibited:

5.1 Commercial and Promotional Content

Commercial solicitation or indirect promotional messaging.

5.2 Inappropriate or Unethical Conduct

• Use of offensive, abusive, discriminatory, or defamatory language.
• Harassment, intimidation, or hostile behaviour towards individuals or groups.
• Personal attacks or derogatory statements about other participants, institutions, or the Platform.

5.3 Misuse of the Communication Environment

• Posting content unrelated to the project’s objectives.
• Deliberate disruption of discussions.
• Discrediting or undermining the Platform through inappropriate language or conduct.

Sensitive, Illegal, or Harmful Content

Uploading or sharing:

• Personal data of third parties without consent.
• Sensitive or special-category personal data.
• Confidential, classified, or proprietary information.

Uploading images or materials that violate:

• Privacy rights
• Intellectual property rights
• Applicable EU or national legislation

6. Data Protection and GDPR Compliance

The Platform is operated in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR).

• Personal data collected during registration and use of the Platform are processed solely for project communication and collaboration purposes.
• Users must not upload personal data of third parties without a lawful basis.
• Users retain all rights granted under GDPR (e.g., access, rectification, erasure), subject to project and legal obligations.

Further details are provided in the Platform’s Privacy Policy.

7. Moderation, Ethics, and Content Governance

• The Platform is subject to moderation aligned with EU research ethics principles, including respect, inclusiveness, and integrity.
• Platform administrators reserve the right to:

Review, moderate, edit, or remove content that violates these Terms
Suspend or terminate user access in cases of repeated or serious breaches

Moderation decisions aim to ensure compliance with:

• EU ethical standards
• Project grant agreement obligations
• A safe and respectful communication environment

8. Intellectual Property and Use of Contributions

• Users retain ownership of the content they submit.
• By contributing to the Platform, users grant the HERIFORGE project a non-exclusive, royalty-free, and time-unlimited licence to use, reproduce, and reference such content for:
  • Project reporting
  • Research analysis
  • Dissemination and communication activities, provided that no personal or confidential data are disclosed.

9. Disclaimer and Limitation of Liability

• The Platform is provided as a best-effort communication tool.
• The HERIFORGE consortium and the European Union bear no responsibility for:
  • Accuracy or completeness of user-generated content.
  • Decisions or actions taken based on discussions held on the Platform.

Participation does not constitute professional, legal, or technical advice.

10. Amendments

These Terms may be updated to ensure ongoing compliance with:

• EU legal and ethical requirements
• Grant Agreement obligations
• Project operational needs

Users will be informed of significant changes. Continued use of the Platform constitutes acceptance of updated Terms.

11. Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with:

• Applicable national law of Cyprus
• Relevant EU law and regulations

12. Contact and Project Accountability

For questions related to these Terms, ethics, or data protection, please contact: