Terms and Conditions
1. General
1.1. The organizers of the XIII Otorhinolaryngology International Academic Conference ORLIAC are: the Institute of Physiology and Pathology of Hearing (Instytut Fizjologii i Patologii Słuchu) with its registered office at Mochnackiego 10, 02-042 Warsaw, Poland, and the Institute of Sensory Organs (Instytut Narządów Zmysłów) with its registered office at Mokra 1, Kajetany, 05-830 Nadarzyn.
1.2. The following persons can participate in the Conference:
- persons who registered under provisions of point 2, and
- persons who have received invitations from the organizers.
1.3. The official Internet website of the Conference can be found at the following address orliac2025.com. The administrator of the website is the Institute of Sensory Organs.
1.4. The organizers have the right to use the personal data provided by the participant at registration and abstract submission for the purposes of organizing the Conference, including the Conference website and printed materials.
1.5. Audio or video recording during the conference is prohibited except for the reporters and photographers approved by the organizers. Reports, videos, and photos taken during the event may be shared on the conference website and/or other social media outlets.
1.6. All participants should conduct themselves in a fashion that is in keeping with the academic nature of the event. Persons whose behavior disturbs public order or is contrary to these Terms and Conditions may be removed from the Conference venue.
1.7. The organizers reserve the right to use the email address provided during registration of a participant in the Conference to notify participants about any changes in the event program, the Rules, and should the Participant give such consent, also for promotional purposes.
1.8. The Conference program can be found on the official website. The organizers reserve the right to make changes to the Conference program at any time.
2. Registration and abstracts
2.1. The registration to the Conference and submission of abstracts are only possible through the official Conference website.
2.2. The registration of a participant for the Conference is limited by the number of available places. The registration applications will be accepted in the order of registration as long as there are available places.
2.3. The organizers reserve the right to review and accept or reject the abstracts submitted for presentation. The participant will be notified of the decision by email no later than one month before the conference.
2.4. Registration fees for Conference participation are specified on its official website. Prices include VAT. The payer will bear all bank payment charges. The registration fee does not include accommodation, travel, or any other costs other than those explicitly included in the Terms and Conditions or official information on the Conference published by the Organizers, particularly accommodation in a hotel chosen by the participant.
2.6. The registration fee must be paid within 7 days from the registration. The payer will bear all bank transfer charges. A person or business entity making the payment (the payer) will receive an invoice by email at the address given in the registration form after completing payment, confirming the participation in the Conference. The invoice will be issued automatically to the payer. A VAT invoice will be issued if the request and required information are provided at registration. A pro-forma invoice before payment is provided only if the requested by email.
2.7. By registering a third party, the payer confirms that that person authorizes them to make all necessary statements confirming the fulfillment of these Terms and Conditions.
2.8. Cancellation policy: the fee is not refundable. A participant may transfer registration to another person by email to organizers sent not later than 14 days before the start of the Conference.
2.9. Under Art. 27 of the Act on Consumer Rights of 30 May 2014. (Polish Official Journal of Laws 2014, Item 827, as amended, from now on “the Act”), a consumer* who concludes a distance or off-premises contract may withdraw from the contract within 14 days without giving any reason and without incurring the costs referred to in Art. 33, Art. 34 Sec. 2 and Art. 35 of the Act. The consumer is any natural person who performs acts in law that are not directly connected to their economic or professional activity (Art. 22(1) of the Polish Civil Code).
3. Liability
3.1. If the conference has to be canceled by the organizers due to unforeseen circumstances, including COVID-19 restrictions, the registration will be transferred to the next conference. The organizers will not accept any responsibility for other costs and damages incurred by the participant (e.g., travel arrangements, loss of business, etc.).
3.2. The organizers shall not be liable to the participant for any loss or damage suffered by the participant arising in any way connected with the Conference.
3.3. The organizers do not accept any responsibility for the theft of personal property. Any belongings left in the lecture room unattended during the breaks are at the participant’s own risk.
4. The organizers’ right to record and publish materials connected with the course of the Conference
Because of the scientific character of the Conference and the need for factual reporting of its course, the organizers reserve the right to record and publish materials connected with the course of the Conference, share such materials with third parties, and use the image of persons recorded in such materials. By accepting these Terms and Conditions, participants consent, without any additional reward (which was calculated in the registration fee), for recording and publication of their image.
5. Processing of personal data
Acting pursuant to Article 13 (1) and (2) of 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/ECEC (OJ L 119, 4.5.2016, hereinafter “GDPR”), we hereby inform:
5.1. The organizers are the controllers of personal data processed in connection with the registration and participation in the Conference. The provider of electronic payment services is the controller of personal data needed for the purposes of the registration fee payment.
5.2. Personal data subject to processing comprise of data provided within the registration procedure (including name, surname, address, phone number, biographical information, photograph, and the email address of the participant and the payer).
5.3. Personal data shall be processed for the purposes of concluding, performing or terminating the agreement for participating in the Conference between the organizers and the participant as part of the already executed agreement or as part of activities performed prior to the execution of the agreement [Article 6 (1) (b) of GDPR].
When required, the organizers shall process personal data in order to guarantee the implementation of legitimate interests of the organizers or of third parties, what in particular regards exercise of legal claims or defense in court disputes [Article 6 (1) (f) of GDPR].
In respect of data processing, organizers’ obligations include also the fulfillment of statutory obligations related to tax payment as well as reporting and documentation duties in relation to government authorities [Article 6 (1) (c) of GDPR].
The participant’s personal data (such as the use of the image) may be also processed based on their consent. Such consent may be withdrawn at any time. Withdrawing consent shall have no impact on the legality of processing that occurred prior to such consent having been withdrawn and shall only be effective from the moment the consent has been withdrawn [Article 6 (1) (a) of GDPR].
5.4. Personal data of the participant or the payer will not be shared with other entities, with the exception of those authorized to obtain such data by law and entities that are providers of electronic payment services, as well as those involved in the organization of the Conference, for example representatives of the hotel and security company.
5.5. Providing personal data is voluntary; however, it is necessary to complete the registration process and participate in the Conference.
5.6. Personal data provided in the registration application, which was afterward rejected in accordance with these Terms and Conditions will be immediately removed.
5.7 The organizers shall not transfer personal data to persons or organizations from outside the European Union or the European Economic Area.
5.8. The organizers shall process and store personal data for the period necessary to fulfill its contractual and statutory obligations. If personal data are no longer required to fulfill contractual and statutory obligations, such data shall be removed at regular intervals unless (temporary) further processing thereof is necessary in order to comply with statutory obligations concerning the retention of documentation, as specified in the law.
Evidence for the purposes of exercising legal claims or defense of legal claims shall be stored for the period necessary for exercising such claims. Essentially, the period of limitations for civil law claims is, according to the Polish Civil Code, up to 10 years.
If data are processed in the legitimate interest of the organizers or in the legitimate interest of third parties, personal data shall be erased when such legitimate interest ceases to exist. However, there are certain exceptions to this, as specified in provisions of law.
Data processed pursuant to consent shall be erased with ex nunc effect following the revocation of such consent unless one of the exceptions provided for in the law is applicable.
5.9. In line with Article 22 of GDPR, the organizers do not use any automated decision-making processes in the course of concluding, performing or terminating the agreement for participation in the Conference. Should we use such processes in individual cases, you will be separately notified of this fact and of your rights related to such processing if required by law.
5.10. Under the circumstances specified by the law, each data subject has the following rights:
- to access data pursuant to Article 15 of GDPR,
- to rectify data pursuant to Article 16 of GDPR,
- to the erasure of data pursuant to Article 17 of GDPR,
- to restriction of processing pursuant to Article 18 of GDPR,
- to object pursuant to Article 21 of GDPR,
- to data portability pursuant to Article 20 of GDPR.
As regards the right to access and right to erasure, the limitations referred to in Article 15 (4) of GDPR and Article 17 (3) of GDPR, as well as other limitations specified in applicable provisions of domestic law, shall apply. The participant shall also have the right to lodge a complaint with a competent supervisory authority (Article 77 of GDPR).
In order to exercise your rights to data protection or should you have any questions, please contact daneosobowe@inz.waw.pl