SCIENCE: POLISH PERSPECTIVES (SPP)
CONFERENCE 2022 OXFORD
TERMS AND CONDITIONS (T&C)
Polish version: wersja polska dostępna jest pod tym linkiem.
1. CONDITIONS FOR SUBMITTING APPLICATIONS AND REGISTRATION
These terms and conditions apply to the Science: Polish Perspectives conference in Oxford, UK, October 28-29, 2022 (the "Conference"), and the pre-registration procedure for submitting abstracts.
1.1 The conference is organised by the Polonium Foundation with its seat in Warsaw (Bankowy 2, 00-095 Warsaw, NIP 701-058-44-08, KRS 0000621890) and a team of volunteers, hereinafter referred to as "Organisers".
1.2 The provisions of these Regulations constitute an integral part of the process of applying for participation in the Conference referred to in sec. 2 below, and therefore apply to all persons who applied to participate in the Conference ("Participants").
1.3 The official website of the Conference is https://poloniumfoundation.org.
1.4 To participate in the Conference, you must register by filling in the appropriate application form available on the website http://www.poloniumfoundation.org before the deadline ("Registration").
1.5 The number of tickets for the Conference is limited.
1.6 Participants cover their accommodation and travel costs to participate in the Conference.
2. ELIGIBILITY
The Conference is aimed at academics, doctoral students, and students of Polish origin or related to Poland, with experience in conducting research, affiliated with universities and institutes outside Poland. This includes Participants who, at the time of registration, are: students, Ph.D. students, R&D researchers in academic institutions and the private sector, science innovators, and other people involved in research activities. The Organisers reserve the right to prioritise registration for Participants belonging to this category.
3. AGE OF PARTICIPATION
All Participants must be 18 years or older to participate in the Conference and accompanying events unless otherwise agreed with the Organisers individually.
4. SUBMISSION OF ABSTRACTS
4.1 Participants who wish to make a presentation or present a poster at the Polish Perspectives Conference send an abstract through the abstract submission form on the website here which is to introduce the Organisers to the essence of what will be the content of the work presented later.
4.2 All submitted abstracts will be assessed by the Organiser to select the papers that best suit the profile of the Conference.
4.3 Participants whose abstracts will be accepted will receive a confirmation e-mail and a link to register for the Conference along with a reduced fee for conference speakers, and Participants whose abstracts will not be accepted will also receive a confirmation e-mail and a link to register for the Conference along with a reduced participation fee in the Conference in a smaller dimension than for accepted abstracts.
5. REGISTRATION AND FEES
The conference is payable.
5.1 To participate in the Conference, the Participant is required to register and pay the fee promptly in the amount and to the account indicated on the Conference website. More details, as well as registration and payment deadlines, can be found at www.poloniumfoundation.org .
5.2 Failure to settle the payment for participation in the Conference by the date specified by the Organiser on the Conference website, entitles the Organiser to cancel the application for participation, without incurring any liability for damages.
5.3 The Organisers reserve the right to ask for clarification/confirmation of any information provided by the applicant in the registration form. In this case, the Applicant will be notified by e-mail and should explain/support the document within 5 working days. If no satisfactory answer is received, the Organisers reserve the right to cancel the registration.
5.4 In exceptional circumstances, the Organisers reserve the right to cancel the registration if the Participant provides incorrect information.
5.5 The Organisers reserve the right to change the registration dates. In this case, the information will appear on www.poloniunfoundation.org and the fan page on Facebook.
5.6 The Organisers reserve the right to refuse to participate in the Conference for any valid and important reason. In this case, the Participant will be informed about it by e-mail and may ask for an individual explanation of such a decision.
5.7 The decision on positive consideration of the application will be made as soon as possible after the registration is closed via e-mail.
5.8. The Organiser will issue a VAT invoice or a fiscal receipt confirming the payments made.
5.9. The payer (invoice addressee) is the entity ordering individual services related to participation in the Conference.
6. CANCELLATION RULES / CANCELLATION POLICY
6.1. The Participant may resign from participation in the Conference at any time, however, to be able to claim a refund, the resignation must be made no later than 14 days before the start of the Conference. The Participant's resignation from participation in the Conference should be made in writing - the resignation form is attached to these Regulations.
6.2. In the event of the Participant's resignation from participation in the Conference, the Organiser shall immediately, but no later than within 14 days from the date of resignation, return all fees paid by the Participant to the bank account from which the payment was made.
7. RULES OF ENTRY TO THE CONFERENCE / CONFERENCE ENTRY RESALE
Each entry to the Conference takes place after a successful registration process and is valid only for the registered person. The Organisers reserve the right to check the ID of each Participant to identify and match the person with the registered information. Therefore, it is not possible to transfer your ID or entry to accompanying events to another person, unless the Organiser was previously informed about it by e-mail and confirmed the change of the participant, otherwise each interested person will have to register separately.
8. CHANGES AND CANCELLATIONS OF THE EVENT / AMENDMENTS AND EVENT CANCELLATION
8.1 The Organisers reserve the right - in the event of circumstances beyond their control - to change the date and form of the Conference. In such unlikely circumstances, Participants will be informed. Participants should check all correspondence from the Organisers to the contact e-mail address provided, including the SPAM box.
8.2 In the event of cancellation or postponement of the Conference due to events beyond the control of the Organisers, the Organiser shall not be liable for any costs incurred by the Participants, such as travel costs, reservations, non-refundable tickets, etc.
8.3 The Organisers reserve the right to change the program for reasons beyond their control, such as delays in the transport of speakers or cancellations. The Organisers will make every effort to postpone or replace speeches, lectures, or presentations, if possible.
8.4 The Organiser declares that in justified cases - due to the epidemiological situation, the Conference may be held in a hybrid (in-person and online) or remote (online) form.
9. COMPLAINTS
9.1 Any complaints regarding the Conference Participants must submit in writing by registered mail with the signature to the address of the Organisers or by e-mail: sppoxford@poloniumfoundation.org.
9.2 Complaints must be submitted in writing within three (3) days of the end of the Conference.
9.3 After three (3) days from the end of the Conference, no complaints will be considered anymore.
10. VALIDITY OF DATA / DATA VALIDITY
All Participants are required to provide true and accurate information about themselves in the registration form. Anyone who intentionally breaches this condition may be refused registration and participation in the Conference.
11. DATA AND INFORMATION PROVIDED TO US
11.1 The Speakers and poster presenters declare that:
a. Have intellectual property rights, including the right to share the content presented during the Conference (hereinafter referred to as materials);
b. The Materials do not infringe any laws and are not contrary to the law and decency;
c. They enable the Organiser to record and further distribute the Materials by recognising the Organiser - in particular through the free transfer of audio, video, photos, and biographies of conference participants;
d. They undertake not to disclose personal data of conference participants unless it is publicly available information (eg promotional materials) or they have received permission from the Organiser.
11.2 Different arrangements as to the scope of the above paragraph require a written agreement with the Organiser.
11.3 The above provisions also apply to the recording and dissemination of images.
12. IMAGES AND RECORDINGS
12.1 The Participant agrees to live transmission, recording, and sharing of materials with her/his participation to other Participants of the Conference.
12.2 The Participant grants the Organiser an exclusive, free license to use the following fields of use without the time and territorial restrictions:
a. recording in any technique (in any system, format, and on medium), including but not limited to digital form;
b. reproduction by any technique (in any system, format, and medium), including digitally;
c. introducing into computer memory, computer and/or multimedia networks, databases;
d. Publicly sharing works and objects of related rights in such a way that everyone can have access to works and objects of related rights at a place and time of their choice (including by making them available on the Internet, e.g. as part of any websites and any paid websites). or free services).
The Participant agrees for the Organiser to create derivative works (adaptations, arrangements, and other changes to their works) and to arrange and use derivative works. The Participant also allows the Organiser to exercise derivative copyright (i.e. a permit allowing a given work or presentation to be adapted to the Organiser's needs).
12.3 The Participant declares that he agrees to the use and dissemination of her/his image by the Organiser for advertising, promotional, and marketing purposes related to the activities of the Organiser and entities cooperating with it.
12.4 This consent is not limited in time or territory and covers all forms of publication, in particular advertising posters, leaflets, printed promotional materials, TV spots, advertisements in newspapers and magazines, and on the Internet, including the website and profile on the Organiser's social networks.
12.5 The Participant waives all (existing and future) claims, including for remuneration, for the use of her/his image to the extent specified in 12.4.
13. OBLIGATIONS OF THE PARTICIPANTS
13.1 Participants are required to comply with the regulations in force in the facilities and places where they stay during the Conference (eg safety, health, fire, road regulations, etc.). Participants are required to follow the requests and instructions of the Conference Organisers.
13.2 Participants should behave in a disciplined and polite manner and treat with due respect other Participants, Organisers, other people's property, and conference facilities. Offensive language and inappropriate behaviour are prohibited. If the Participant witnesses or experiences offensive or inappropriate language or behaviour, the Organiser asks to report this fact as soon as possible in person, via private message or e-mail.
13.3 Participation of minors in the Conference is possible only with the consent of the Organisers. The underage participants come with their guardians, the underage participants are obliged to strictly follow the instructions of their guardians. Otherwise, they must follow the instructions given by the Conference Organisers. It is not possible to come to the Conference without a guardian.
13.4 Underage participants are prohibited from smoking, using drugs, and drinking alcoholic beverages, including beer and wine, even though they may be present at the parts of the Conference where alcoholic beverages may be served.
13.5 Participants take part in the Conference and accompanying events at their own risk, and the Organisers are not responsible for the safety of the Participants. Participants should consider purchasing appropriate personal and travel insurance.
13.6 All Participants are required to respect their safety and that of others.
13.7 Participants are required to take care of their belongings, money, and accommodation. Participants are also obliged to take care of the property and equipment of the place where they are staying. The Organisers are not responsible for the belongings of the Participants during the Conference.
13.8 Participants (and in the case of underage Participants - their parents or legal guardians) are fully responsible for any potential damage caused both in the area where the Conference and accompanying events are held, as well as in their place of accommodation.
13.9 Participants who violate the rules contained in these Regulations may be expelled from the Conference at their own expense or, in the case of a minor, at the expense of their parents (or guardians). Parents or guardians of a minor Participant may also be required to return the money spent by the Organiser for escorting the Participant.
14. DISABILITY – HELP / DISABILITY AND ASSISTANCE
All Participants are required to inform the Organisers of any restrictions, eg medical, dietary, or physical, which will require additional assistance during the Conference. The Organisers reserve the right not to accept special requests if they are unable to meet them. In such a case, the Participant will be notified by e-mail.
15. INTELLECTUAL PROPERTY
The names, images, and logos identifying Science: Polish Perspectives as well as the materials and services contained therein are subject to copyright and copyrights of the Polonium Foundation.
16. PERSONAL DATA / PROTECTION OF PERSONAL DATA
In connection with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals about the processing of personal data and the free movement of such data, and repealing Directive 95/46 / EC (general regulation on data protection, "GDPR"), the Organiser informs that:
16.1 Upon registration, the Participant agrees to the processing of her/his data by the Organiser as the Data Controller, on the terms and for the purposes set out in these Regulations.
16.2 The Controller of personal data is the Polonium Foundation, Pl. Bankowy 2, 00-095 Warsaw, Poland.
16.3 The Controller has appointed a Data Protection Officer who can be contacted at the following e-mail address: iod@poloniumfoundation.org.
16.4 The Participant agrees to the processing of the following personal data by the Controller for the purpose indicated in point 16.5 below the following personal data: name and surname, telephone number, e-mail address, academic affiliation, academic degree, and possibly dietary requirements.
16.5 Personal data referred to in point. 16.4, will be processed by the Controller to register for the Science: Polish Perspectives event, including the provision of information and communication regarding the Controller's activities, in particular information and materials regarding the subject and organisation. Conferences, including marketing and advertising information related to the Conference. After the Participant has given a separate consent, the Organiser may send an e-mail to the e-mail address provided by the Participant during registration for identification, as well as:
a. based on art. 6 sec. 1 lit. b of the general regulation on the protection of personal data of 27 April 2016 will be processed to conclude and implement the contract concluded with the Participant,
b. based on art. 6 sec. 1 lit. c of the general regulation on the protection of personal data of 27 April 2016, personal data will be processed to fulfill the legal obligation related to issuing and storing documents and invoices for services provided or commissioned by the Controller, the implementation of post-sale rights due to the Participant or the Controller, including for defence against and in connection with the pursuit of claims and the performance of other legal obligations before state offices.
c. under art. 6 sec. 1 lit. f of the general regulation on the protection of personal data of 27 April 2016, they will be processed for direct marketing,
d. under art. 6 sec. 1 lit. and the general regulation based on a separate consent granted by you - if it is granted - will be processed to send commercial information.
16.6 Providing data by the Participant is voluntary, however, failure to do so makes it impossible to participate in the Conference. The Participant has the right to access their data and correct them. The participant is obliged to update the data provided during registration immediately after the change of this data.
16.7 Personal data will be processed for the duration of the project, promotional activities, and related administrative reports, and after this period for the purposes and to the extent required by law or to protect any claims or until the consent is withdrawn.
16.8 The recipients of personal data will also be:
a. entities providing and supporting the Controller's IT systems to operate the Website and entities providing services related to the Controller's current operations;
b. the entity providing the Typeform server infrastructure based on appropriate contracts for entrusting the processing of personal data, more information on the Typeform website: People-Friendly Forms and Surveys
16.9 Each person, to the extent provided for by law, has the right to access their data and rectify, delete or limit processing, the right to object to the processing, the right to transfer data, and the right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of the processing which was carried out based on consent before its withdrawal.
16.10 In case of doubts related to the processing of personal data, each person may request information from the Controller. Notwithstanding the foregoing, each person has the right to complain to the supervisory body - the President of the Personal Data Protection Office.
16.11. The Personal Data Controller uses Google Workspace and Google Drive, which may result in the transfer of your data to a third country (referred to in Article 46, Article 47, or Article 49 (1), second subparagraph, of the GDPR). The terms of use of Online Services in the field of Google Workspace and Google Drive and obligations about the processing and protection of user data and personal data by online services are set out in Google's documentation, including in particular the privacy statement - Privacy Policy - Privacy and terms - Google;
As part of Google services, the data entered into Google Workspace and Google Drive will be processed and stored in a specific geographic location. According to the functionality of Google services in the available administration panel in the "Company Profile", it was indicated that the data is processed within the European Union.
Google, despite having its headquarters outside the EU, is obliged to comply with the GDPR due to the provision regarding companies from outside the European Union, directing their services to entities in the European Union.
Within the European Union, Google processes information about the applications used, browser data, locations, and devices to provide a better and smarter service to Google.
An important element is also profiling that Google uses to clarify the user's needs based on her/his data.
Cataloging the information described above requires Google to adapt its services to the implementation of the GDPR and other data processing security rules in the EU.
17. FINAL PROVISIONS
17.1. Any disputes that may arise from participation in the Conference will be settled by the court having jurisdiction over the Organiser's seat unless the provisions of generally applicable law provide otherwise.
17.2 By completing the registration form, you accept these Regulations, as well as respect the instructions and any other arrangements made between the Participants and the Organisers.
17.3 The Organiser reserves the right to amend the Regulations. In matters not covered by these Regulations, the provisions of the Civil Code of the Republic of Poland shall apply.
17.4 The conference is closed and it is not a mass event within the meaning of the Act of March 23, 2009, on the safety of mass events (Journal of Laws 2009 No. 62, item 504).
17.5 Sending an application for participation in the Conference is tantamount to consenting to the use of the Participant's image on the Organiser's website by art. 81 sec. 1 of the Act of February 4, 1994, on Copyright and Related Rights (Journal of Laws No. 90, item 631, as amended). Expressing consent is tantamount to the fact that photos, films, or recordings made during meetings, celebrations, tours, and other collective gatherings may be posted on the Conference website and used in promotional materials and publications in the media.
17.6 These Regulations shall enter into force immediately from the date of their publication on the website http://www.poloniumfoundation.org.
17.7 The Organisers reserve the right to amend the provisions of these Regulations. The changes come into force seven days after they are published on the website http://www.poloniumfoundation.org.