Terms and conditions

Article 1

Definitions

For the purposes of these Terms and conditions the following terms are defined as:

The Organizer – Wroclaw University of Science and Technology established by the National Council Decree of 24 August 1945, published in the Journal of Law of 1945 of 19 September 1945, having its registered office at 27 Wybrzeże Wyspiańskiego, 50-370 Wroclaw (NIP 8960005851, REGON 000001614) – who uses the Website emceurope2023.org, working by means of organizational units of the Universities organizing conferences.
Contact information: email: info@emceurope2023.org and treasurer@emceurope2023.org or Phone: +48 71 320 29 47 or +48 71 320 28 05.

The Administrator of Personal Data – Wroclaw University of Science and Technology- having its registered office at 27 Wybrzeże Wyspiańskiego, 50-370 Wroclaw.

The Internet Service – the website of conference (emceurope2023.org and www.conftool.org/emceurope2023), through which it is possible to submit Orders and purchase conference services, which is owned or leased by Wroclaw University of Science and Technology (the Organizer).

The Order – Client’s declaration of will expressing wish to purchase participation in the conference and/or rental of technical exhibition space or exhibition booths at the Conference’s Technical Exhibition along with additional complementary services presented on the Internet Service.

The Client – called also Purchaser – the ordering party, domestic or foreign person performing registration and purchase of participation in the Conference and/or rent of the exhibition space or exhibition booth at the conference’s Technical Exhibition with additional complementary services.

The Conference – International Symposium and Exhibition on Electromagnetic Compatibility – EMC Europe 2023 Kraków (emceurope2023.org and www.conftool.org/emceurope2023), is a conference or other form of organized public meetings, including symposia, meetings, seminars, training, etc., organized by Organizer in Kraków from September 4, 2023 to September 8, 2023,  with accompanying other events and the Technical Exhibition (held at Conference Venue from September 5, 2023 9AM to September 7, 2023 4PM) presented on the Internet Service, in which the Client can take part after purchasing participation and/or additional complementary services and/or renting exhibition space or exhibition booths  via the Internet Service, or in the form of traditional bank transfer.

Autopay – Autopay S.A. having its registered office in Sopot, ul. Powstańców Warszawy 6, 81-718 Sopot, entered in the register of entrepreneurs kept by the District Court  Gdańsk-Północ in Gdańsk VIII Commercial Division of the National Court Register under the number 0000320590, having NIP 5851351185, REGON 191781561.

The Payment Service – a tool provided by Autopay or tools provided by banks (in case of traditional bank transfer), allowing payments for purchases made on the Internet Service

Force Majeure Event – a circumstance arising from or attributable to acts, events, incidents or accidents that could not have been foreseen by the Organizer within the bounds of common sense, and which are beyond the Organizer’s control, including but not limited to: weather preventing the holding of the Event, collapse, flood, fire, explosion, earthquake, landslide, structural damage, epidemic or increased incidence and spread of contagious diseases (e.g. COVID-19) or other natural physical catastrophe, lack of or insufficient supply of electricity, satellite connections and other communication links, military actions, riots, strikes, terrorist actions, acts of war, civil unrest, national mourning, decision of investigative bodies, local or governmental administrations, occurring during the Conference, as well as in the period preceding the Conference, when this prevents the organization of the Conference as scheduled.

Article 2

Manner and terms of Orders, conclusion of the agreement and order cancellation

1. The Internet Service allows Clients to place Orders and to make the purchase of participation in conferences.

2. The entity providing direct online payment services is Autopay S.A.

3. The Client placing an order for conference services, offered in the Internet service, is required to fill out an application, select the offered package of services and to choose the form of payment. In case an invoice is required, the Client obligatorily gives all the necessary information which are required to write the invoice.

4. Before the payment, the Client accepts the “Terms and conditions”.

5. The Organizer bears no responsibility if the Client supplies false or misleading information, if the Client cannot use the Internet Service or any part thereof as a result of using  wrong browser, incorrect configuration of software or hardware, and does not warrant that the use of the Service will be possible using the full range of each hardware and software configuration.

6. After placing the Order, the Client receives an e-mail confirming Order placement, together with the selected package and the price and the method of payment. Upon sending the confirmation message, it is considered that the agreement between the Client and the Organizer was concluded.

7. The Client can change or cancel the placed Order only until its approval. Changing or canceling Orders which were already sent, requires notifying the Organizer in the manner specified by the Organizer in Internet Service of the Conference or by an emails to following addresses: info@emceurope2023.org and treasurer@emceurope2023.org (available on the Conference website – emceurope2023.org). In the email, please specify the order number (received in the confirmation message) and the name of the person placing the Order.

8. If the Organizer, as a result of a Force Majeure Event, is unable, in whole or in part, to perform any of its obligations under the Order, the Organizer shall be relieved of the fulfillment of said obligation.

Article 3

Prices and Payments

1. Upon receipt of the confirmation referred to Article 2 Paragraph 6, the Client is obligated to make payments in the chosen form, as indicated in the Order’s confirmation.

2. The only accepted payment method for purchasing exhibition space and/or accompanying services is the bank transfer.

3. All bank transfer costs (costs of intermediary banks, exchange differences ) must be covered by the Client.

4. The Client can make a payment for conference participation in the form of a traditional transfer directly to the one of Organizer’s account in Santander Bank Polska S.A., 33 Oddział Wrocław, SWIFT: WBKPPLPPXXX, addres: Wybrzeże Wyspiańskiego 27, 50-370 Wroclaw, with transfer description: EMC Europe 2023 and additional details of payment (participant’s name, Exhibitor name, ect.).: 

Wroclaw University of Science and Technology for payment in €:
PL91 1090 2402 0000 0006 1000 0626 – IBAN for payments made in EURO

Politechnika Wrocławska for payments in PLN:
PL37 1090 2402 0000 0006 1000 0434 – IBAN for payments made in PLN

or in one of the forms of direct on-line payment indicated below:

• by a bank transfer via the Payment service for indicated on the conference website banks – if the Client has an account in one of the following banks available in the service operating in the country;

• credit card via the Payment service – if the Client is a foreign Client or a national one deciding to make the payment by a credit card. Available payment methods:
  • Visa
  • Visa Electron
  • Mastercard
  • Mastercard Electronic
  • Maestro
  • Visa
  • Visa Electron
  • Mastercard
  • Mastercard Electronic
  • Maestro
  • Visa
  • Visa Electron
  • Mastercard
  • Mastercard Electronic
  • Maestro
  • Visa
  • Visa Electron
  • Mastercard
  • Mastercard Electronic
  • Maestro
  • Visa
  • Visa Electron
  • Mastercard
  • Mastercard Electronic
  • Maestro

5. The date of crediting the Organiser’s bank account will be recognized as the date of payment.

6. Upon receipt of the payment, the Organizer issues an invoice on the request of the Client. The condition of receiving it is to provide the Organizer with all the necessary data.

Article 4

Complaints and refunds

1. The principles of charging, the amounts, and payment deadlines, as well as the principles for refunds are provided by the Organizer in the Internet Service of the conference.

2. A participant may withdraw from the conference in terms and on the principles defined by the Organizer in the Internet Service of the conference.

3. Statements of resignation from the participation in the conference are reported to the Organizer by e-mail or by post to the address given in the Internet Service of the conference.

4. The Client who has concluded a distance or off-premises contract has the right to withdraw from it without giving any reason within 14 days. Refund of payment in case of registration   cancellation (after 14 days mentioned above) is provided in following cases:

• cancellation done before May 30, 2023: 80% of payment,
• cancellation before July 31, 2023: 50% of payment,
• cancellation after August 1, 2023: refunding will not be proceeded.

5. In case of the Client’s resignation from the participation in the conference, the Organizer shall refund the received payment in the amount, time and on the principles referred to Article 4 in Paragraph 1.

6. The Organizer refunds the payment using the same method of payment as used by the Client, unless the Client has expressly agreed to a different method of return, which does not involve any additional costs for him.

7. The refunded amount may be reduced by the costs incurred by the Organizer in connection with the accepted Order, as well as bank charges related to the return of the received payments and the fees collected by the Autopay Service, in accordance with the agreement between the Wrocław University of Science and Technology and Autopay, the payment service provider. 

8. Requests and complaints are dealt with within 14 working days from the date of receipt by the Organizer.

9. The Organizer shall make a refund within 30 working days from the date of receipt of the Client’s resignation from the participation in the conference, subject to the rules referred to Article 4 in Paragraph 1.

10. In the event when the conference is canceled by the Organizer, the return of received payments shall take place within 14 working days from the date when the relevant information was submitted to the Client by the Organizer.

Article 5

The functioning of the Internet Service

1. The Organizer makes every effort to ensure that the Internet Service works without any problems. However, due to essential maintenance and modernization there may be short disruptions in operation. The Organizer shall inform on the website of the Internet Service about the planned time and duration of such activities.

2. The Organizer reserves the right to block access to the Internet Service for users suspected of manipulating or trying to manipulate its content by actions threatening the used software or aimed at its destabilization, or those who violate the provisions of these Terms and conditions in any way.

Article 6

The technical requirements concerning the conference participant (Purchaser)

1. Possession of an active email account.

2. Using the current version of the browser Microsoft Internet Explorer (Edge), Mozilla Firefox, Google Chrome or Safari, with JavaScript and cookies.

Article 7

Personal data protection

1. In case of any doubts, it is assumed that the person whom the data concerns (specified while placing the Order) by entering their personal data necessary to complete the payment by means of the Payment Service and implementing the service referred to these Terms and conditions, gives consent to the processing of their personal data for the purposes and within the limits referred to these Terms and conditions. The Client giving personal data of a conference participant (if the data concern other person than the Client) is responsible for fulfilling the legal obligation to inform the person in question. 

2. The Administrator of Personal Data assures processing of personal data obtained in connection with the services specified in the Regulations pursuant to the provisions of the Act of August 29, 1997 Personal Data Protection (Journal of Law of 2016 Item 922). The legal basis for data processing in this field are the art. 17 and 18 of the Act of 18 July 2002 on electronic services (Journal of Law of 2016 Item 1030).

3. The personal data that relate to the user of the Payment Service, given in the course of the transaction, shall be processed by the Organizer having its registered office on 27 Wybrzeże Wyspiańskiego in Wrocław. The address of data administrator – the Organizer, is also its contact address.

4. The personal data is collected and processed in order to support the process of settlement of receivables from the person taking part in the conference.

5. In order to provide the service, the Organizer can process the data, including:

• a surname and the names of the recipient;
• personal identification number PESEL or (when this number was not given) the number of passport, identity card or other data adequately identifying the holder of an appropriate document confirming their identity;
• the address of permanent residence;
• mailing address, if it is different from the permanent residence address;
• the data used to verify the qualified electronic signature of the recipient;
• electronic addresses of the recipient;

6. In order to provide electronic services the Organizer may also process:

• information that uniquely identify a subject of rights or a legal entity making the payment by means of the Payment Service;
• other data necessary due to the properties of the service or a method of its settlement.
• other data, which:
  • are necessary to issue an invoice;
  • are admitted for processing on the basis of separate laws or on the basis of an agreement concluded with the Client or a participant in the conference;
  • aim at providing the Client with the service including solving technical problems and providing access to functions;
  • are necessary to contact the Client, including the purposes related to the provision of services and the Client’s service;
  • are enforcing compliance with these Terms and conditions, including counteracting fraud and abuse.

7. A person, to whom the data relate to, expressing a voluntary consent for using the services provided by electronic means, simultaneously agrees that the Organizer and the entities acting on its behalf in connection with claiming due payments for the service which this Terms and conditions concern, could process the data – including also those which are not necessary for the provision of electronic services provided that they:

• are necessary for the settlement of services and claiming due payments for the use of the service or to explain the circumstances of unauthorized use of the service;
• aim to conduct analyses in order to improve the quality of Organizer’s services, adapting the Organizer’s offer to the Client’s needs or are necessary for the implementation of permitted marketing activities, market research, and research on consumer market behavior and preferences that aim at improving the quality of Organizer’s services, with the consent of the Client and by means of communication channels available to the Organizer;
• necessary for the implementation of the agreements concluded in the framework of the activities carried out by the Organizer only in the range of the data obtained in connection with the Order.

8. The person to whom the data relate, provides them to the Personal Data Administrator for the period necessary to use the Organizer’s service that these Terms and conditions relate to and to settle the dues.

9. A person to whom the personal data refer is entitled, in particular, to access their data, as well as correct and change them.;

10. Providing personal data by a person to whom the personal data refers to, is voluntary and at the same time necessary for the transaction, and the lack of consent for processing shall result in the inability to use the services to which these Terms and conditions apply.

11. The Privacy Policy is available at: https://pwr.edu.pl/en/privacy-policy.