Event Registration Rules and Regulations
International FIAT-IFTA 2024 Convention
§ 1
General Provisions
1. Registration to attend the event titled International FIAT-IFTA 2024 Convention shall be done via the www.fiatifta2024.com website, hereinafter referred to as the "Website", owned by private limited company SYNOPE spółka z ograniczoną odpowiedzialnością with its registered office in Łódź at ul. Solec 5, 94-247 Łódź, entered in the Register of Entrepreneurs of the National Court Register (KRS) by the District Court in Łódź, Commercial Division for National Court Register, under KRS number: 0000162077, tax identification (NIP) number: 7270125146, statistical registration (REGON) number 470617558, hereinafter referred to as the "Organiser". The Organiser can be contacted via email at biuro@synope.pl.
2. The website is operated by the Organiser in connection with the organisation of the event titled International FIAT-IFTA 2024 Convention, hereinafter referred to as the "Convention", to attend which participants are required to register and purchase an admission ticket, hereinafter referred to as the "Ticket", which is understood as a right to participate in the Convention against payment of a fee.
3. The Convention will be held at the conference and event complex CKF_13 Fabryczna Conference Centre located at ul. Fabryczna 13 in Krakow, hereinafter referred to as the "Venue", which is managed by: Hotelowa Fabryczna sp. z o. o., hereinafter referred to as the "Manager of the Venue".
4. These Rules and Regulations shall apply only to the sale of tickets purchased by electronic means.
5. By means of the Website, the Organiser provides the following services electronically:
1) registration to attend the Convention,
2) sale of a Ticket entitling the participant to attend the Convention,
3) taking requests for the issue of invoices for the Tickets sold,
4) maintaining an account with the Website,
5) offering the ability to view the content published on the Website.
6. The Organiser provides the aforementioned services electronically to consumers, to individuals representing or otherwise acting on behalf of legal persons or unincorporated organisational units, as well as to natural persons carrying out business, gainful or professional activities, hereinafter referred to as "Users", including visiting professionals.
7. In connection with the provision of the services listed in these Rules and Regulations, Users of the Website may contact the Organiser by email at biuro@synope.pl from Monday to Friday between 8.00 hrs and 16.00 hrs.
8. The exclusive rights to the textual content, graphics, photos related to the Convention, including works within the meaning of the Act on Copyright and Neighbouring Rights, which are posted and distributed within the framework of the Website by the Organiser, are vested in the Organiser or in cooperating Partners.
9. Users of the Website have the right to use the materials referred to in clause 1.8 above in accordance with the applicable provisions of the law, but exclusively within the scope of their own personal use and exclusively for the purposes of correct use of the Website.
10. Any other use of the materials referred to in clause 1.8 above shall only be permissible with a prior consent of the Organiser or by the cooperating Partners, which must be granted in writing on the pain of nullity.
§ 2
Terms and Conditions of Service
1. The Organiser hereby reserves the right to provide services via the Website exclusively in accordance with the terms and conditions set out in these Rules and Regulations.
2. Use of the Website requires acceptance of these Rules and Regulations confirmed by the Website User at the time of Registration on the Website, as referred to hereinbelow.
3. Acceptance of these Rules and Regulations consists in a declaration by the Website User confirming that he/she has read these Rules and Regulations and undertakes to comply with their provisions.
4. The User's device on which the Website is to be accessed should meet the following technical requirements:
1) a web browser with the latest updates,
2) no plug-ins, add-ons or applications which would prevent the Website from functioning properly.
5. In order for the Website to display and function properly, an Internet connection must be activated.
§ 3
User Registration
1. Registration on the Website is mandatory and will enable the User to purchase the Tickets only if the User sets up account on the Website.
2. An account on the Website is set up after selecting the "Registration" tab or button, and then accepting the Rules and Regulations referred to in section 2.2. above, by filling in the relevant fields with data identifying the User as a visiting professional, as well as confirming the User's consent to receive, at the email address and mobile phone number provided in the form, information necessary for communication during the Convention and following its conclusion.
3. When registering, the User shall provide the following identification details:
1) his/her forename and surname,
2) the full business name of the entrepreneur/employer,
3) the address of the registered office or place of business (country, post code and town, street),
4) tax identification number of the entrepreneur/employer,
5) mobile phone number,
6) email address,
7) information on membership status with the FIAT-IFTA Federation,
8) information on dietary preferences.
4. All data provided by the User during the Registration process should be accurate and complete, as the same are necessary for the conclusion of the contract, and only accurate and complete data guarantee that the Organiser will duly perform its obligations as a service provider.
5. The Organiser reserves the right to verify data provided by Users during the registration process by checking the accuracy thereof against data disclosed in public registers (KRS, CEIDG).
6. The use of bots or other automated ICT tools which allow registration without human intervention is prohibited.
7. The User is obliged to protect the password to his/her account and to refrain from disclosing it to any third parties. The password will be used by the User to log in to his/her account in the FIAT-IFTA Krakow 2024 mobile application, which will enable the User to take advantage of additional features of the application and to access password-protected materials.
§ 4
Sale of Tickets
1. The contract for the sale of a Ticket is concluded upon receipt by the Organiser of the required payment from the User. No later than upon the User’s expressing his/her will to be bound by the remote contract with the Organiser, the Organiser shall present the Rules and Regulations for the User to read and accept, in particular instruct the User on his/her rights and obligations.
2. A User who, having selected the required type of Ticket, has clicked the "Order" button in order to receive the Ticket shall be obliged to make the required payment to the Organiser by way of a bank transfer or via a payment operator of their choice (e.g. Autopay).
3. When ordering Tickets and making payment for the same, the User shall be obliged to exercise due diligence. Entering of incorrect User data may result in the payment being rejected and in cancellation of the transaction.
4. Tickets may be available in different prices.
5. Once the User has selected the required Ticket, he/she will proceed to select his/her preferred payment method.
a) The online payment service provider is Autopay S.A.
b) Available forms of payment: BLIK, PBL, Payment cards: Visa, Visa Electron, Mastercard, Mastercard Electronic, Maestro.
6. The User has a choice of several payment methods offered by the electronic payment operator engaged by the Organiser.
7. When choosing the payment method, the Website User confirms such selection by clicking the "Order" button, by doing which he/she signifies his/her will to conclude the contract for the sale of the Ticket remotely, and which is at the same time tantamount to booking of the Ticket for the Convention. Upon clicking said button, the User shall be redirected to the website of the electronic payment operator engaged by the Organiser.
8. The Organiser shall send the User, to the email address provided by the User, confirmation of receipt of the payment together with the invoice and the QR code of the Ticket once confirmation of the payment has been received.
9. The User can also access the purchased Ticket on the FIAT-IFTA Krakow 2024 mobile app under "My Ticket".
10. In case of any doubt regarding the correctness of the booking process, the User should contact the Organiser by email at biuro@synope.pl.
11. The use of bots or other automated ICT tools which allow the purchase of Tickets without human intervention is prohibited. The Organiser reserves the right to cancel any Tickets purchased with the use of unauthorised tools.
12. All amounts payable shall be stated and accounted for in the Polish currency (PLN) for Users based in Poland and in Euros (EUR) for Users based in countries other than Poland.
13. Any request for deletion of data submitted to the Organiser at the following address email: biuro@synope.pl before the Organiser has provided the service shall mean that the User has withdrawn from the Ticket sale contract and will result in the Organiser ceasing to provide the service.
§ 5
Convention Tickets
1. The Ticket must be printed and brought by the User to the Convention or presented on a mobile device at the time of entry control.
2. The User is obliged to verify whether the data / information shown on the Ticket (i.e. name, event name) corresponds to the order placed.
3. Each Ticket comes with a unique QR code, which will be used for verification purposes upon entry to the Convention.
4. An illegible, damaged or defaced Ticket may be deemed invalid by the Organiser.
5. The Ticket must not be altered, copied or made available to third parties whose details are not listed on the Ticket. The Organiser reserves the right to declare a Ticket invalid if the holder is not the person named on the Ticket.
6. Ticket sales will close no later than 2 weeks before the start of the Convention.
7. Ticket prices may be subject to change during the course of the sale. Therefore, in the event that the booking of a Ticket is cancelled by the Organiser due to the User making payment for the Ticket past the respective deadline or the electronic payment operator's failure to confirm payment for the Ticket on time, the Organiser shall not be held liable to the User for the User's inability to purchase the Ticket at the price originally selected (in particular, if the price of the Ticket increases in the meantime).
8. The Organiser does not allow any resale of purchased Tickets by Users. The Organiser reserves the right to cancel any resold Tickets and to refuse admission to the Convention on the basis of a resold Ticket.
§ 6
Invoices
1. The invoice for the purchase of a Ticket shall be sent together with the Ticket to the email address provided by the User.
2. When ordering a Ticket, the User shall provide data identifying the entity to which the invoice is to be made out, and these details will only be used by the Organiser for the purposes of issuing the requested invoice.
3. If the User wishes to request an invoice after the Ticket purchase process has been completed or to make a correction to the invoice for the Ticket, the User should send the data required to issue an invoice or make a correction to such invoice together with his/her request via email to: biuro@synope.pl.
§ 7
Terms and Conditions of Participation in the Convention
1. The Organiser and the Manager of the Venue where the Convention is held are entitled to refuse entry if Convention participants are in breach of any of the terms and conditions of participation in the Convention as set by the Organiser. The Organiser or the Manager of the Venue where the Convention is held shall be entitled to carry out Ticket checks and occasional security checks in accordance with the provisions of generally applicable laws.
2. The Manager of the Venue where the Convention is held has set out the Rules and Regulations for the use of the Venue, available at https://ckf13.pl/regulamin, which shall apply to all Convention participants present at the Venue.
3. The Organiser hereby advises the User that during some of the events accompanying the Convention, special effects such as sound, audio-visual and/or light effects may be used, which may present health contraindications for some individuals (e.g. in case of epilepsy), and that prolonged exposure to noise may cause hearing impairment.
4. While attending the Convention, a Ticket holder shall be required to:
1) comply with organisational instructions of the Organiser's staff and the Manager of the Venue,
2) comply with instructions of the security personnel securing the Convention,
3) comply with the provisions of the Rules and Regulations for the use of the Venue.
4) comply with the fire regulations in force on the premises where the Convention is held,
5) comply with the prohibition on bringing alcohol beverages to the Convention,
6) smoke tobacco and electronic cigarettes in designated areas only,
7) comply with the prohibition on participating in the Convention while under the influence of intoxicants or narcotic drugs,
8) conduct himself/herself in a manner respecting the rules of social conduct, so as not to impede others’ participation in the Convention and/or use of their accommodation,
9) respect the copyright of the speakers at the conference held in the framework of the Convention,
10) have the identification badge on him/her and display the same in a conspicuous manner at all times during the Convention, including the accompanying events.
5. The Organiser reserves the right to remove from the Convention any Ticket holders who are in breach of the rules of conduct set out in clause 7.4 above. Any Ticket holder so removed shall forfeit any and all right to compensation.
6. Convention participants shall be fully liable for any damage caused by them to both the Convention venue and their accommodation.
7. Convention participants will be charged in full for the use of the hotel car park and parking spaces.
8. The Organiser shall not be liable for the Convention participants' belongings which are lost, damaged, left behind or stolen during the Convention.
9. It is the responsibility of each Convention participant to immediately notify the Organiser's staff of any situations which may pose a risk to the life or health of other participants.
§ 8
Liability
1. The User assumes full responsibility for the accuracy and correctness of the data he/she provides, including liability for any consequences resulting from providing incomplete or incorrect data.
2. The Organiser shall not be liable for any consequences of the User's negligence or disclosure of the account password and their data to unauthorised parties.
3. The Organiser shall not be liable for any problems affecting the use of the Website caused by Internet disruptions beyond the Organiser's control.
4. The Organiser reserves the right to temporarily suspend the operation of the Website for technical reasons (breakdowns, maintenance work, etc.). The User shall not be entitled to any compensation on this account.
5. The Organiser shall be liable for non-performance or improper performance of the service, excursively to the extent of the damage actually sustained by the User (excluding lost profits), unless such non-performance or improper performance was caused by force majeure or the fault of the User, or the User's failure to comply with these Rules and Regulations.
§ 9
Ticket Refunds
1. In the event that a Ticket cannot be used for reasons attributable to the User or a Convention participant, the Organiser will not make a refund for such unused Ticket, even if return of such Ticket was requested prior to the start of the Ticket's validity term.
2. User concluding a contract via the Website, i.e. off-premises or remotely within the meaning of the Act of 30 May 2014 on Consumer Rights (i.e. in Polish Official Journal Dz.U. of 2020, item 287, as amended), pursuant to Section 38(12) of said Act, shall not have the right to withdraw from the Ticket purchase contract.
3. In the event that the Convention is cancelled or its date is changed, the Organiser will immediately communicate this fact to the Users by sending information to this effect to the respective email address, by telephone or by SMS, and by posting such information on the Convention website at www.fiatifta2024.com.
4. The Organiser will refund the fees paid for the purchase of the Ticket to the User within 30 days of the decision to cancel the Convention.
5. In order to return a Ticket due to cancellation of the Convention, the Website User should notify the Organiser accordingly by sending an email to the following address: biuro@synope.pl, expressing his/her wish to return the Ticket and providing his/her identifying data, e.g. name and surname. The price for the returned Ticket can only be refunded after the Organiser has received information about the desire to return the Ticket. The price of such returned Tickets will be refunded to the bank account from which the payment for the Ticket was originally made, unless the User specifically indicates a different account number to which the price should be refunded.
6. It shall not be possible to return a Ticket in any cases other than those referred to in clause 9.5 above.
§ 10
Protection of Personal Data of Website Users
1. The Organiser shall be the Controller of the Users’ personal data. The Organiser shall take appropriate (technical and organisational) measures to protect the Website and the set of data created as a result of registration of Users, by safeguarding them against hacking, theft, destruction or other unauthorised use by third parties.
2. The Users' Data shall be processed at the request of the Organiser by private limited company Mobile Madness Sp. z o.o. with its registered office in Rzeszów, ul. Powstańców Listopadowych 11b office 1, 35-606 Rzeszów, entered in the Register of Entrepreneurs of the National Court Register (KRS) maintained by the District Court in Rzeszów, Commercial Division XII of the National Court Register under KRS number 0000709763, tax identification (NIP) number 8133765846, hereinafter referred to as the "Data Processor", in accordance with the Personal Data Processing Agreement and pursuant to the applicable laws governing personal data protection.
3. The Organiser undertakes to maintain the confidentiality of the Users' data.
4. The scope of data entrusted by the Organiser to the Data Processor includes the Users' data provided on the Website for the purposes of registering and of purchasing a Convention Ticket: forename, surname, email address, mobile phone number, links to social media profiles, profile pictures, payment information, preferences specified during the Convention registration process.
5. User data shall be processed for the following purposes: account maintenance on the Website, handling of the sale of Convention Tickets, to the extent necessary to conclude and perform the contract with the User pursuant to Article 6(1)(b) of the General Data Protection Regulation, hereinafter referred to as the "GDPR".
6. The Organiser may also process Users' personal data for the purposes of establishing, defending or asserting potential claims, conducting marketing activities, conducting analyses and statistical records, responding to submissions and requests of the Users, as well as responding to pending complaint proceedings, carrying out activities connected with ensuring security, all of which constitute the legitimate interests of the Organiser as a Controller of personal data within the meaning of Article 6(1)(f) of the GDPR.
7. The Organiser may also process Users' personal data to the extent necessary to comply with the Organiser's legal obligations pursuant to Article 6(1)(c) GDPR, e.g. in the scope of accounting and taxation.
8. In the event that marketing consents are given by the User, the Organiser shall process the User's personal data for the purposes indicated each time in the respective consent pursuant to Article 6(1)(a) and Article 7 of the GDPR. Users have the right to withdraw their consent at any time. Withdrawal of consent shall not affect the lawfulness of data processing carried out on the basis of that consent before its withdrawal.
9. The Organiser may disclose Users' personal data to entities providing legal, IT, maintenance, courier, postal, marketing and promotional services to the Organiser, entities authorised by law, control and supervisory entities, enforcement authorities, in the event that this is necessary for participation in the Convention (e.g. identifiers, personal certificates of participation).
10. The Organiser shall store the personal data of Users for as long as it is necessary for the purposes for which such data are processed based on the following criteria: in the case of the performance of a contract concluded with Website Users, for as long as the contract is in force, and following its termination or expiry – for the period resulting from legal regulations obliging the Organiser to process the personal data of Users for the period indicated therein (e.g. invoice data for 5 years from the end of the respective accounting year). In the event of processing of the Users' personal data for the purposes of pursuing the Organiser's legitimate interest or on the basis of the User's consent, the Organiser shall store the Users' personal data, respectively, for the period of implementation of such purposes, or the period for which the consent was given, or until, respectively, the acceptance of an objection to the processing of the User’s personal data or the withdrawal of the User's consent to further processing of his/her personal data.
11. Website Users have the right to request access to their personal data, to rectify their personal data, to request supplementation of incomplete personal data, including by submitting an additional statement, to request erasure of their data or to restrict the processing thereof, and the right to data portability. In the event of processing of personal data for the purposes of pursuing the Organiser's legitimate interest, Users may object to further processing of their personal data.
12. Website Users may lodge a complaint with the supervisory authority, which in Poland is the President of the Office for the Protection of Personal Data (Prezes Urzędu Ochrony Danych Osobowych), if in their opinion the Organiser is processing their personal data in contradiction of the GDPR.
13. The Organiser uses information obtained by means of so-called cookies. Users may withdraw their consent to the use of their personal data obtained in this way at any time by changing the settings of their browser accordingly.
14. Detailed information relating to the processing of personal data is also contained in the Privacy Policy.
§ 11
Complaint Procedure
1. Each User shall have the right to lodge a complaint regarding matters related to the functioning of the Website and the Organiser’s performance of the services ordered via the Website.
2. Complaints should be made in writing and sent by email to biuro@synope.pl or by post to SYNOPE spółka z ograniczoną odpowiedzialnością with its registered office in Łódź, ul. Solec 5, 94-247 Łódź, no later than 7 days after the end of the Convention. Any complaints filed past this deadline shall be rejected without being considered.
3. A complaint will be considered within 14 days of its receipt by the Organiser.
4. The Organiser reserves the right to extend on a pro-rate basis the deadline set out in clause 11.3 above in the event that proper consideration of the complaint requires additional explanations from the User or if the Organiser encounters technical obstacles beyond its control (failure of the ICT network, equipment, etc.).
5. Reply to a complaint filed will be sent electronically or by post to the relevant address provided by the User during the complaint process.
6. In the event that the Organiser does not recognise the complaint, the User may pursue out-of-court means of dealing with complaints and claims. The User may seek assistance from consumer organisations and municipal or district consumer ombudsmen. Detailed information on the options available to a User who has the status of a consumer with regard to using out-of-court means of dealing with complaints and pursuing claims, as well as the rules of access to these procedures, are available at: www.uokik.gov.pl.
§ 12
Final Provisions
1. These Rules and Regulations take effect on 1 September 2023.
2. The Organiser undertakes to notify all changes to these Rules and Regulations and to publish their uniform text on the www.fiatifta2024.pl website.
3. In matters not addressed by these Rules and Regulations, generally applicable provisions of Polish law shall apply.
4. Any and all disputes which may arise between the User and the Organiser, insofar as the same cannot be resolved amicably, shall be settled by the competent court of law.
5. For the purposes settlement of disputes with foreign counterparties, the Polish wording of these Rules and Regulations shall prevail. The governing law for the purposes of interpretation of the provisions of these Rules and Regulations shall be the law in force in the Republic of Poland.
Krakow, on 8 September 2023
