Terms and Conditions

These are the terms and conditions (the “Agreement”) governing your participation in any Medevents owned and operated event, meeting, seminar or conference.

By registering for an Onsite, Online and/or Mixed Event, you agree to these terms, which form a binding legal contract between the Event owner and host, DESIGN YOUR TRAVEL S.R.L. | 3/3 Victor Babeş street, Cluj-Napoca, România | RO 33853977, J12/3366/2014, phone: +40 364 146 68, fax: +40 364 108 990, e-mail: contact@medevents.ro (“Medevents” or “Owner and Organizer”) and the registered attendee or participant (“You” or “Participant”).

If you are registering on behalf of another individual, it is your responsibility to ensure the person participating is aware of these terms and accepts them. By completing the registration on behalf of another individual you are warranting that you have made the Participant aware of these terms and that they have accepted these terms.

1 Participant Requirements

1.1 Access. Your registration entitles you to access the Online or Mixed Event distributed on the portal https://online.medevents.ro or the Onsite or Mixed Event for which you have registered on the platform https://register.medevents.ro under user and password. Any and all other costs associated with your attendance shall be borne solely by you, and Medevents shall have no liability for such costs. You receive access to the Event and, in line with the particular options of the professional organizing society, you receive access to its recording for a limited period of time, under one of the following capacities:

1. a) Participants in public – doctors and staff working in the medical field, of different specialties and didactic and professional degrees / specialists belonging to other professional categories, subject to registration and payment of the participation fee in order to gain access to scientific presentations (but without presentations on event);
2. b) Lecturer participants – medical specialists / specialists belonging to other professional categories, who send scientific presentations, and who, following an evaluation by a Scientific Committee, may receive the right to present the abstracts on the basis of a participation fee or gratuity;
3. c) Invited lecturers – well-known specialists in the medical field / well-known specialists belonging to other professional categories, who are to give presentations, and for which access is often free;
4. d) Exhibitors – rulled by Medevents Symposium & Exhibition / Medevents Digital – Exhibition Terms and Conditions – link.

1.2 Use of Likeness. By participating in the Event, you acknowledge and agree to grant Medevents the right to record, film, live stream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media, without any further approval from you or any payment to you. This grant to Medevents includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information and the right to allow others to use or disseminate the media.

1.3 Event Content. You acknowledge and agree that Medevents, in its sole discretion, reserves the right to change any and all aspects of the Event, including but not limited to: the Event name, themes, content, program, speakers, performers, hosts, moderators, venue and time. The Event content shall be recorded by Medevents and will be accessible to paid registrants.

2 Prohibited Conduct

2.1 Limitations on Use. By registering for a Medevents Event, you agree not to sell, trade, transfer, or share your complimentary access link and / or code, unless such transfer is granted by the Organizer. By registering for a paid Event, you agree not to share, sell or trade your access. If Medevents determines that you have violated this policy, Medevents may cancel your access, retain any payments made by you, report you to law enforcement authorities and ban you from future Events.

2.2 Disruptive Conduct. You acknowledge and agree that Medevents reserves the right to remove you from the Online or Mixed Event, if Medevents, in its sole discretion, determines that your participation or behavior creates a disruption or hinders the Event or the enjoyment of the Event content by other Participants.

2.3 Recording, Live Streaming. Participants of any kind may not record or broadcast audio or video of sessions at Medevents Online, Onsite or Mixed Events.

2.4 Unethical / Non-Compliant Business Practices. Medevents reserves the right to deny participation to anyone who engages in or is reputed to engage in unethical or non-compliant business practices.

2.5 In addition to the requirements and prohibitions set forth in this section 2, Medevents may also exclude any prospective participant from registering for or participating in any Online or Mixed Event, in Medevents’ s sole discretion.

3 Fees and Registration

3.1 Payment. The payment of the applicable fee for the Event is due upon registration. If such payment is insufficient or declined for any reason, Medevents may refuse to allow you the access to the Event.

3.2 Taxes. The fees may be subject to value added tax, which, if applicable, will be charged to you in addition to the fees.

3.3 MEDEVENTS collects charges through a third-party online payment processor and does not store card data, but retains unique and anonymous payment identifiers.

4 Quality Assurance

Medevents strives to provide you with the most productive and effective educational experience possible. If, after attending the Event, you feel there is some way we can improve our activity, please provide us in writing with your comments.

As speakers are confirmed months before the Event, some speaker changes or topic changes may occur in the program. Medevents is not responsible for speaker changes, but will work to ensure a comparable speaker is located to participate in the program.

5 Policy on cancellation of registration and refund of participation fee

5.1 If the registered participant exercises the right of unilateral termination of this accession contract by notifying the cancellation of the registration, sent to the official address of the event, if such notification is made no later than 90 days before the start date of the event, 50% of the participation fee will be refunded, as the difference represents the value estimated by mutual agreement of the efforts, both in kind and financial, that the organizer have already been made or must continue to make and are unable to avoid or recover.

5.2 If the notification regarding the cancellation of registration is sent less than 90 days before the start date of the event, the participation fee paid will not be refunded, as the nature of the event-specific organizational costs means that they have already been incurred or that there is an obligation to allocate them without the possibility of cancellation or recovery.

5.3 Notwithstanding points 5.1 and 5.2, the replacement of a participant by a person not yet registered as a participant, notified at the official address of the event by the waiver participant and who registers and pays the fee, entitles the waiver participant to a full refund if the replacement is made no later than 30 days before the start date of the event, and to 75% of the participation fee, if the replacement is made after this date, but not more than 20 days before the start date of the event.

5.4 From the amount determined as refundable according to point 5.3, when the substitute participant falls into a category for which a lower fee level is provided, the difference between the two fee levels and the bank fees due by the organizer for the collection of the fee shall be deducted, so that in the end, the organizer does not receive a lower participation fee than if there had been no replacement.

5.5 In case of cancellation or postponement of the event for reasons not attributable to the organizing company and neither to the participant nor to a third party, but for reasons that fall into the category “fortuitous event” or “force majeure” as defined by the Civil Code, as well as in case that a participant can no longer arrive or participate in the event for reasons falling into the category “fortuitous event” or “force majeure”, the participant has the right to choose to defer the fee for the new period of the event, the next edition or a similar event offered by the organizer, in the form of maintaining the registration for the postponed event, the registration for the next edition or a similar event by modifying the object of the participation contract or granting a voucher that allows a subsequent registration for such an event, without paying a new fee, or paying only the difference.

5.6 If the participant cannot or does not wish to opt for the deferral of the fee in accordance with point 5.5, in the cases provided for in that point, the participation fee may be refunded up to 50%, depending on the value of the organizational financial efforts and in kind, that the organizers have already done or must continue to do and cannot be avoided or recovered.

5.7 The total or partial refund of the participation fee according to the above provisions is made within 30 days from the end of the event or, in case of cancellation, from the date when it was supposed to take place, and in case of postponement, within 30 days from its conclusion, but not more than 90 days from the initial date for which the participant requesting the return has registered.

5.8 The equivalent value of the bank fees due by the organizer for the return of the participation fee according to point 5.7 shall be borne by the beneficiary of the refund and shall be deducted from the amount to be refunded when the banking procedures do not allow establishing their collection exclusively from the beneficiary.

6 Event registration confirmation

6.1 Once you have completed your registration, you will receive your registration confirmation by email. Please ensure that your valid email is entered correctly on the registration form. Be sure to check your junk email box too, in case any of your Event email(s) are caught by spam filters.

6.2 You will receive essential information for registered attendees electronically at the email address provided on your registration form.

6.3 In addition, you will also be added to the Event participant list for notifications of future Events.

6.4 If you would like to opt-out of any of these options, a link is provided in each email to give you the possibility to opt-out.

7 Your privacy is important to us

Introduction. This GDPR Notice explains how DESIGN YOUR TRAVEL S.R.L. (“Medevents”) collects and processes your Personal Data. Each time you use our site, the current version of this Notice will apply. Accordingly, whenever you use our site, you should check the date of this Notice (which appears at the top) and review any changes since the last version. This Notice is applicable to all site visitors, registered users and all other users of our site.

“Personal Data” is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more factors specific to your physical, physiological, genetic, mental, economic, cultural or social identity.

By visiting associated domains to medevents.ro/ (the “Site”), you acknowledge that you have read and understood the processes and policies referred to in this Notice.

Our website uses so-called “cookies”. Cookies are small text files that are stored by our website on your computer. They allow us to analyze how our website is used and also allow us to see when you visit our site again. We monitor access and time spent viewing scientific sessions and presentations, after the event. We do this both for statistics and for the issuance of diplomas with EMC (continuing medical education) credits. You can configure your browser so that medevents.ro can no longer store cookies on your computer (if you do, you will also need to delete existing ones). Disabling all cookies could adversely affect your user experience.

7.1 For what purposes do we process personal data?

MEDEVENTS processes your personal data for the following purposes:

1. For the purpose of conclusion and performance of the contract on the basis of which we provide the services related to participation in events (co-)organized by us (by virtue of article 6 paragraph 1 letter b) of Regulation – conclusion and performance of contract);
2. For the purpose of observing the legal obligations (by virtue of article 6 paragraph 1 letter c) of Regulation – fulfilment of legal obligations);
3. For the purpose of informing you about other similar events we organize and for the permanent improvement of the quality of services offered (article 6 paragraph 1 letter f) – legitimate interest of Regulation).

In principle, MEDEVENTS does not process personal data such as those that involve the obtaining of consent of Data subjects.

7.2 What personal data do we process?

1. your surname and first names, residence, personal identification number, position, rank and professional specialization, bank account, so that we can provide you with the services you contracted with us and for the fulfilment of legal obligations related to the records of customers and payments;
2. your surname and first names, telephone number and email address, for an efficient communication regarding the organization of the event in which you chose to participate. We can send you information about the location, program, accommodation facilities, related social events etc., but also related to the recording of abstracts, about the guests who confirmed their attendance and about the deadlines specific of such events;
3. your surname and first names and food preferences, if you communicate us such specific needs; these data are processed only temporarily and have the unique purpose of adequate offer of contracted services;
4. the data mentioned in your identity document and temporarily, for processing or checking of accuracy, its copy, if you request the provision of adjacent services, such as the acquisition of plane tickets;
5. photo and video images of the events we organize for the fulfilment of our contractual obligations towards the participants and the professional companies with which we collaborate in organization of events.

7.3 Duration and method by which we process personal data

The personal data will be stored as long as it is objectively necessary for the purposes mentioned above. For example, for observing the legal provisions, the invoice, banker’s draft, and other such documents must be kept for 5 years, and the contract documents and proofs for fulfilment of obligations undertaken must be kept for the period of contract fulfilment and for the prescription period that is, in principle, 3 years.

These data will be stored according to the legislation in force and we apply technical and organizational measures for the protection of all operations regarding personal data directly or indirectly, which prevent unauthorized or illegal processing, and the accidental or illegal losses or destructions.

We mention that the personal data collected and processed by our company can be considered as the object of a transfer to a third country because we use the storage service ”cloud ” offered by Microsoft company, that provides high security and confidentiality guarantees recognized by the European Union as adequate, based on the system known as ”US-EU privacy shield”.

Our company does NOT process your personal data by an automated decision-making process and does NOT create profiles.

7.4 Recipients of personal data

For the purposes mentioned above and to allow us to focus on what we know how to do best – organization of high-quality events – the personal data are processed not only by our staff, but can be transmitted to the following categories of recipients, as applicable, according to the particularity of the event organized:

• professional and non-governmental organizations such as the Romanian College of Physicians;
• the legal persons who are the initiator or beneficiary of the event, such as branch scientific societies or medical, educational or research units;
• our providers of services such as those related to Information Technology (IT), marketing, photo/ video, prints, services of tour-operators with whom we collaborate, accommodation units, security and protection, insurance units etc.

Of course, in our capacity of personal data controller, we always make sure that we give adequate guarantees for the protection of your personal data, including when they were transmitted to third parties, whether they have, in relation with us, the capacity of processor or associated controller, or another capacity set out by the law.

We want to assure you that the personal data collected and processed by our company are NOT transmitted to third parties for marketing purposes or any purposes, other than those for which they were collected.

7.5 What are your rights regarding your personal data?

(1) The right of access to personal data – you can request information about the activities of processing your personal data.

(2) The right to rectification – you can correct the inaccurate personal data or you can complete them.

(3) The right to data erasure – you can request the deletion of your personal data if their processing was not or is no longer legitimate or in other cases provided by the law.

(4) The right to withdraw your consent – in the cases when the processing is based on your consent, you can withdraw your consent anytime. The withdrawal of your consent will have effects only for the future, the processing performed before the withdrawal will continue to be legitimate.

(5) The right to restriction of processing – you can request and obtain the restriction of processing of your personal data, if you contest the accuracy of data, the legitimacy of their holding or in other cases set out by the law.

(6) The right to data portability – you can receive under the legal conditions, the personal data you provided to us, in a format which can be automatically read and you can request that those data are transferred to another controller.

(7) The right of opposition – you can oppose especially to the processing of data which is founded on our legitimate interest.

(8) The right to lodge a complaint to our company or to the competent supervisory authority for data protection (ANSPDCP – www.dataprotection.ro).

(9) The right to go to court.

7.6 How you can exercise concretely the rights mentioned above

For the exercise of your rights mentioned above and for any further questions regarding this Notice or in connection with the use by our company of your personal data, please contact our data protection officer. The contact details of the data protection officer from our company are: gdpr@medevents.ro; telephone +40 364 146 681.

If you want to exercise the right to make a complaint to the competent state authority, this is the National Authority for Supervision of Personal Data Processing (ANSPDCP – www.dataprotection.ro) which has the right to investigate by administrative means the situation reported and to dispose measures for the adequate resolution of your dissatisfactions including filling a legal action in court in your name, if the legal action is required and you do not do it directly (according to the provisions of Law no. 129/2018).

7.7 Amendments to this notice

The personal data protection legislation is in full dynamics and Romania will adopt by law and by decisions of ANSPDCP, regulations regarding the application in Romania of EU provisions (GDPR). Also, the European Data Protection Board is elaborating or revising various guidelines for the application of GDPR and, codes of conduct, certification schemes and such other instruments will appear in time. Therefore, although MEDEVENTS has properly implemented GDPR, it is very likely that regular adjustments of the privacy policy and personal data protection policy are required to keep up with legislation and good practices under evolution and also with the development of our company and technologies and practices on the market, so that this Notice will suffer changes that we will display on our website www.medevents.ro.

8 Intellectual Property

8.1 All intellectual property rights related to the Event, the Event content and all materials distributed at or in connection with the Event are owned by Medevents or by the Event exhibitors or speakers presenting at the Event. You may not use or reproduce or allow anyone to use or reproduce any trademarks or other trade names appearing at the Event, in any Event content or in any materials distributed at or in connection with the Event for any reason, without the prior written permission of Medevents.

8.2 For the avoidance of doubt, nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by Medevents or any of its affiliates; nor does this Agreement grant to you any right or license to any other intellectual property rights of Medevents or its affiliates, all of which shall at all times remain the exclusive property of Medevents and its affiliates.

8.3 This website is protected by copyright and other proprietary rights, and the unauthorized use of personal data or information of any kind on this website is a violation of copyright, personal data protection legislation or other read. The company DESIGN YOUR TRAVEL S.R.L. and the logos MEDEVENTS BE DIFFERENT, BE IRREPLACEABLE and MEDTRAVEL SEE THE WORLD, BE THERE are registered trademarks and their use requires express permission. Unauthorized use of them and any other trademarks in the portfolio of DESIGN YOUR TRAVEL S.R.L. is punishable by law.

9 Disclaimer of Warranties, Limitation of Liability

9.1 Medevents gives no warranties in respect of any aspect of the Event or any materials related thereto or offered at the Event and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including, but not limited to warranties of fitness for a particular purpose, accuracy, timeliness and merchantability. The Event is provided on an “as-is” basis. The views, opinions and positions expressed by the speakers, attendees or exhibitors at the Event are theirs alone and do not necessarily reflect the views, opinions or positions of Medevents or any employee thereof. Medevents makes no guarantees as to accuracy, completeness, timeliness, suitability or validity of any information presented by speakers, attendees or exhibitors at an Event and will not be liable for any errors, omissions or delays in this information or any losses, injuries or damages arising from its display or use. Medevents does not endorse and expressly disclaims all liability in connection with any of the products or services provided by speakers, attendees, or exhibitors.

9.2 Except as required by law, neither Medevents, nor its affiliates shall be liable for any direct, indirect, special, incidental or consequential costs, damages or losses arising directly or indirectly from the Event or other aspect related thereto or in connection with this Agreement.

9.3 The maximum aggregate liability of Medevents for any claim in any way connected with or arising from Event or this Agreement, whether in contract, tort or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to Medevents under this Agreement.

10 Miscellaneous

Medevents’ failure to exercise any right provided for herein shall not be deemed a waiver. Medevents shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond Medevents’ s reasonable control. If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement is not assignable, transferable or sub-licensable by you, except with Medevents’ s prior written consent. This Agreement shall be governed by the laws of Romania and the parties shall submit to the exclusive jurisdiction of the Romanian courts. Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to the subject matter of this Agreement and that all modifications must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture or employment is created as a result of this Agreement and you acknowledge that you do not have any authority of any kind to bind Medevents in any respect whatsoever.

11 In addition to this Agreement,

if you are an Exhibitor for an Online, Onsite or Mixed Event, the appropiate Medevents Symposium & Exhibition / Medevents Digital – Exhibition Terms and Conditions, will apply to you, unless there are expressly negotiated and agreed contractual clauses by the Booking Agreement.

12 Integration

These Terms and Conditions contain the entire agreement between the Organizer and the Participant.

13 Governing Law and Jurisdiction

These Terms and Conditions shall be constructed in accordance with Romanian law and hereby submits to the exclusive jurisdiction of the Romanian courts from Cluj County.