Science: Polish Perspectives (SPP) Conference 2021 Zurich
Terms and Conditions (T&C)
1. Application and Registration T&C
These terms and conditions apply to the Science: Polish Perspectives Conference in Zurich, Switzerland on the 7th and 8th of May 2021 (“Conference”).
1.1 The Conference is organised by the Polonium Foundation with its legal address in Warsaw (plac Bankowy 2, 00-095 Warszawa, Poland, NIP 701-058-44-08, KRS 0000621890) and a team of volunteers, herein referred to as the “Organisers".
1.2 The provisions of these Terms and Conditions are an integral part of the application process in order to participate in the Conference, referred to in Section 2 below, and so they apply to all people who have registered for participation in the Conference (“Participants").
1.3 The official website of the Conference can be found at: https://poloniumfoundation.org
1.4 To participate in a Conference one needs to register by filling in the appropriate application form available on the website http://www.poloniumfoundation.org before the deadline (“Application").
1.5 The number of tickets for the Conference is limited.
1.6 The Participants cover their own costs of accommodation and travel in order to participate in the Conference.
2. Eligibility
The Conference is targeted at researchers, PhD students, and undergraduates of Polish origin or connected to Poland, having experience in conducting their research or affiliated with universities and institutes outside of Poland. That includes Participants who at the time of registration are: enrolled students, PhD candidates, R&D researchers in academic institutions and in the private sector, science innovators, other individuals involved with research activities. Organisers reserve the right to give priority at registration to the Participants who fall into this category.
3. Participation age
All Participants must be at least 18 years old to take part in the Conference and associated events unless agreed otherwise with organisers on an individual basis.
4. Registration and fees
The Conference is free of charge.
4.1 All Participants are expected to register for the Conference in the specified time frame announced on the Conference website. More details and deadlines regarding application and registration are provided on www.poloniumfoundation.org.
4.2 Organisers reserve the right to cancel any registration if abstracts are not received on time. In such cases, the Participant will be notified via email.
4.3 Organisers reserve the right to ask for an explanation/validation of any information given by the applicant in the registration form. In such case, the applicant will be notified via email and is expected to produce an explanation/ confirmation document within 5 business days. In case of not receiving a satisfying answer, organisers reserve the right to cancel the registration.
4.4 In exceptional circumstances, organisers reserve the right to cancel the registration if the Participant provided misleading information.
4.5 Organisers reserve the right to change the dates of the registration. In such case, information will appear on www.poloniunfoundation.org and the Facebook fan page.
4.6 Organisers reserve the right to refuse attendance at the Conference to anyone for reasonable and valid reasons. In such a case, the Participant will be notified by email and can ask for an individual explanation of such a decision.
4.7 A decision as to whether the application is successful or not will be provided at the shortest possible time after the closing of the registration via email.
5. Cancellation policy
The event is free of change, therefore no cancellation or refund policies are provided.
6. Conference entry resale
Each admission to the Conference is based on a successful registration process and only valid for the registered individual. Organisers reserve the right to check the ID of every Participant to identify and match the individual with the registered information. It is therefore not possible to give your Conference or associated events entry to another individual. Each interested individual will have to register separately.
7. Amendments and event cancellation
7.1 Organisers reserve the right to amend, postpone or cancel the Conference. In such unlikely circumstances, the due notice will be given to the Participants. Participants are expected to check any communication from the Organisers at the provided contact email address, including their SPAM inbox.
7.2 In case of the cancellation or postponement of the Conference due to events beyond the control of the Organisers, Organisers cannot be held liable for any costs incurred by the Participants such as those for travel, reservations, non-refundable tickets, etc.
7.3 The Organisers reserve the right to amend the programme due to reasons beyond their control, such as speaker transport delays or cancellations. The Organisers will endeavour to reschedule or substitute talks wherever possible.
7.4 The Organiser declares that in a justified case - i.e. due to the sanitary and epidemiological situation, the conference can be held in an online form.
7.5 The Organiser reserves the right - in the event of circumstances beyond their control - to change the date and form of the Conference.
8. Complaints
8.1 All complaints about the Conference must be submitted by the Participants by writing a signed for registered letter to the address of the Organisers, or by email: contact@poloniumfoundation.org.
8.2 Complaints must be made in writing within three (3) days of the end of the Conference.
8.3 After three (3) days since the end of the Conference, all complaints shall no longer be considered.
9. Data validity
All Participants are obliged to provide true and accurate data about themselves in the registration form. Anybody found to deliberately breach this condition may be refused registration and participation in the Conference.
10. Data and information provided to us
10.1 The speakers and poster presenters declare that:
a. They have intellectual property rights, including the right to share content presented during the online Conference (hereinafter referred to as the materials);
b. The Materials do not infringe any rights or are not against the law in good manners;
c. They allow the Organiser to record and further distribute the Materials by recognition of the Organiser - in particular by free transfer of audio, video and photo files, biographies for conference participants;
d. They undertake not to disclose information about Participants, as long as the Organiser will not allow it.
10.2 Any different findings as to the scope of the above paragraph must be agreed with the Organiser in writing.
10.3 The above provisions also apply to recording and dissemination of images.
11. Images and recordings
11.1 The Participant agrees to live streaming, recording and sharing of materials with their participation with other Participants of the Conference.
11.2 The Participant grants the Organiser a non-exclusive, royalty-free licence to use the following fields of exploitation without time and territory limitations:
a. recording by any technique (in any system, format and on any medium), including but not limited to digital;
b. multiplication by any technique (in any system, format and on any medium), including digitally;
c. introduction into computer memory, computer and/or multimedia network, into databases;
d. making the works and objects of related rights available to the public in such a way that everyone can have access to the works and objects of related rights in a place and at the time of their choice (including by making them available on the Internet, e.g. as part of any websites and any paid or unpaid services.)
The Participant consents to the creation of derivative works by the Organiser as well as to the disposal and use of derivative works. The Participant also permits the Organiser to exercise the dependent copyright.
11.3 The Participant declares that they consent to the Organiser using and disseminating his/her image for advertising, promotional and marketing purposes related to the activity of the Organiser and entities cooperating with it.
11.4 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, advertising in newspapers and magazines and on the Internet etc.
11.5 The Participant hereby waives any (existing and future) claims, including those for remuneration, due to the use of his/her image within the scope specified in 11.4.
12. Obligations of the Participants
12.1 The Participants are obliged to respect the rules and regulations of the facilities and places they are in during the Conference (eg. safety rules, health regulations, fire regulations, road regulations etc.). The Participants are obliged to adhere to the requests and instructions of the Conference Organisers.
12.2 The Participants should behave in a disciplined and cultural manner, and treat the other Participants, the Organisers, others’ property and Conference facilities with due respect. Abusive language and inappropriate behaviour are prohibited. In case you witness or experience abusive or inappropriate language or behaviour, please report to the Conference Organisers as soon as possible either in person or through a private message using social media or email.
12.3 Participation of those underage in the Conference is only possible with the consent of the Organisers. If underage Participants of the Conference are coming with their guardians, the underage Participants are obliged to strictly adhere to the instructions of their guardians. Otherwise they must adhere to the instructions given by the Organisers of the Conference. Arrival at the Conference without a guardian requires a prior consultation with the Organisers.
12.4 The underage Participants are prohibited from smoking, using drugs, and drinking alcoholic beverages, including beer and wine, even though they might be present at parts of the Conference where alcoholic beverages might be served.
12.5 The Participants take part in the Conference and the accompanying events at their own risk and the Organisers do not take responsibility for the safety of Participants. The Participants should consider purchasing adequate personal and travel insurance.
12.6 All Participants are obliged to respect their own and others' safety.
12.7 The Participants are obliged to take care of their belongings, money and their accommodation. The Participants also have an obligation to care for the property and equipment of the place in which they reside. The Organisers are not responsible for the Participants’ belongings during the Conference.
12.8 The Participants (and in the case of the underage Participants - their parents or legal guardians) bear full liability for any potential damage caused both on the premises in which the Conference and accompanying events are held and in their accommodation.
12.9 The Participants who violate the rules in these Terms and Conditions may be expelled from the Conference at their own expense or in the case of the underage Participant, at the expense of their parents (or guardians). Parents or guardians of the underage Participant might also be obliged to refund the money spent by the Organisers on escorting the Participant.
12.10 Participants are obliged to inform the Organisers of any circumstances (health, medical, dietary etc.) that may affect their participation in the Conference and may require additional accommodations. The Organisers reserve the right to refuse acceptance of the Participants if they are not capable to provide the necessary accommodations. In such case, the Participant will be informed about the refusal by email.
13. Disability and assistance
All Participants are obliged to inform the organisers about any conditions of whatever nature (e.g. medical, dietary, physical) that will cause them to require additional assistance during the Conference. Organisers reserve the right not to be able to accommodate any special requests in a safe manner. In such case, the Participant will be notified via email.
14. Intellectual property
The names, images and logos identifying Science: Polish Perspectives and its materials and services are subject to copyright and design rights of Polonium Foundation.
15. Protection of personal data
In relation to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation, "GDPR"), the Organiser informs that:
15.1 Upon registration, the Participant consents to the processing of their personal data by the Organiser as the Administrator of that data, in accordance with the terms and for the purposes set out in these Regulations.
15.2 The Administrator of personal data is Polonium Foundation, Pl. Bankowy 2, 00-095 Warsaw, Poland.
15.3 The controller has appointed a data protection officer, whom you can contact at e-mail address: iod@poloniumfoundation.org.
15.4 The Participant consents to the Administrator processing the following personal data for the purpose specified in the content of point 15.5 below the following personal data: name and surname, telephone number, e-mail address.
15.5 Personal data specified in point 15.4 will be processed by the Administrator in order to register for the event Science: Polish Perspectives, including the transmission of information and communications concerning the activities of the Administrator, in particular information and materials concerning the subject matter and organisation of the Conference, including marketing and advertising information related to the Conference. After the Participant gives separate consent, the Organizer may send commercial information to the electronic address indicated by the Participant in the course of registration, which identifies them.
15.6 Providing data by the Participant is voluntary, however, failure to provide such data makes it impossible to participate in the Conference. The Participant has the right to access his/her data and correct it. The Participant is obliged to update the data provided during registration immediately after the change of these data.
15.7 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 for the protection of possible claims, or until the withdrawal of granted consent.
15.8 The recipients of personal data will furthermore be:
a. entities providing and supporting the Administrator's IT systems in order to operate the Website and the Mobile Application, and entities providing services related to the day-to-day operations of the Administrator;
b. entity providing server infrastructure of Typeform under relevant personal data processing entrustment agreements,
15.9 Each person, to the extent provided by law, shall have the right to access their data and to rectify, delete or restrict processing thereof, the right to object to processing, the right to data portability, as well as the right to withdraw granted consent at any time. The withdrawal of consent shall not affect the legality of the processing that was performed on the basis of consent before its withdrawal.
15.10 In case of doubts related to the processing of personal data, any person may request information from the Administrator. Notwithstanding the above, each person has the right to lodge a complaint to the supervisory authority - the President of the Personal Data Protection Office.
16. Final Provisions
16.1. Any disputes that may arise from participation in the Conference will be settled by the court appropriate for the official address of the Organiser.
16.2 Completing the registration form constitutes acceptance of these Terms and Conditions, as well as respecting the instructions and any other arrangements made between the Participants and Organisers.
16.3 The Organiser reserves the right to make changes to the Regulations. In matters not covered by these Regulations, the provisions of the Civil Code of the Republic of Poland shall apply.
16.4 Any disputes that may arise from participation in the Conference will be settled by a court having jurisdiction over the registered office of the Organiser, unless the provisions of generally applicable law provide otherwise.
16.5 The name Science: Polish Perspectives, the Conference logos and all the material and graphics associated with the Conference are the property of the Polonium Foundation and are protected by copyright.
16.6 The Conference is closed for the general public and is not a mass event within the meaning of the Act of 23 March 2009 on safety of mass events (Dz. U. 2009 No. 62, item. 504).
16.7 Sending an application for participation in the Conference is equivalent to consent for the use of the Participant's image on the Organiser's website in accordance with Article 81, paragraph 1 of the Act of 4 February 1994 on Copyright and Related Rights (Journal of Laws of 2006, No. 90, item 631, as amended). Granting consent is equivalent to the fact that photographs, films or recordings made during meetings, celebrations, tours and other collective gatherings can be placed on the Conference website and used in promotional materials and publications in the media
16.8 These Terms and Conditions shall take effect immediately from the day of its publication on the website http://www.poloniumfoundation.org
16.9 The Organisers reserve the right to change the provisions of these Terms and Conditions. Amendments shall take effect after seven days from the day they are published on the website http://www.poloniumfoundation.org