Terms and Conditions

Privacy Symposium Terms & Conditions

The following text presents the Terms and Conditions that apply to all registrations to, booking, participation in, and use of information from the Privacy Symposium conference and related activities.

BACKGROUND

The Privacy Symposium conference (hereafter referred to as the “Conference”) aims at supporting international dialogue, cooperation and knowledge sharing on data protection, compliance and innovative technologies. The Conference intends to support dialogue and cooperation among experts and stakeholders engaged in data protection through regular conferences and meetings that may be organised in different countries.

The Conference is organised by an Organising Committee that gathers several organisations, including the foundation Mandat International (hereafter referred to as the “Organiser”). The Organiser is a foundation aiming at promoting international cooperation that is in charge of managing the budget and registration to the Conference on behalf of the Organising Committee.

DEFINITIONS

  • Conference refers to the Privacy Symposium conference and related activities, such as social events, communication and registration process.
  • Organiser refers to the entity in charge of organising the conference.
  • Participant refers to any legal or natural person that registers to and/or attends the Conference and/or its related activities such as social events.
  • Party and Parties refers to the Organiser and the Participants.

PRINCIPLES

The Conference is committed to respecting a set of principles that are published on its website. The Participants commit to respect those principles, including by ensuring open and respectful debates and interactions with the speakers and other Participants based on mutual respect, and by supporting international dialogue and cooperation.

BOOKING AND REGISTRATION

Registrations and bookings to the Conference constitute a form of contractual agreement framed by the present Terms and Conditions. Registrations and bookings to the Conference are accepted only after full completion of the online registration form and after payment is received in full. 

When using a voucher/special code to register, the Participant ensures that they are entitled to use this voucher/special code and provide correct information on which organisation has provided the voucher/special code to them.

 

Registrations and bookings to the Conference are definitive and are neither refundable nor transmissible, including in case of non-participation, whatever the reason.

Payments can be made online without additional charges for the Participants. Participants who request to pay by bank transfer must cover the related bank transfer fees.

Visa applications are the responsibility of the Participants. 

MINORS OF AGE

The Conference and related activities have been designed for adult Participants. Minors of age who would like to attend the Conference must: (1) get prior written parental consent, including with these Terms and Conditions; and (2) must be accompanied at all times by an adult who has authority over them (such as their parents, a person with parental authority, or their teacher) and accepts full responsibility for them; and (3) inform the Organiser in advance. The Organiser expressly declines responsibility for such Participants.

LIMITATION OF LIABILITY

The Organiser supports and organises the conference on a best-effort basis and shall not be liable to the Participants for any consequential, incidental, indirect or punitive damages regardless of whether such liability results from breach of contract, tort, strict liability or otherwise.

The Organisers will not be held liable for any loss or damage of personal items of Participants, or injury caused, at any venue used in connection with the Conference.

FORCE MAJEURE

Neither Party shall be liable to the other for the temporary or definitive failure to perform all or part of its contractual obligations when such Party’s (the “Affected Party”) performance is prevented or delayed inter alia, by flood, drought, fire, war, riot, strike, act of terrorism, epidemic, pandemic, lock-down, act of God or act of government or any other cause beyond the Affected Party’s reasonable control (hereafter referred to as the “Force Majeure”).

The Organiser will inform the Participants of the existence of a Force Majeure and where applicable shall propose means to remedy or mitigate the impact of the Force Majeure. Such notice may be given by e-mail or by a statement published on the Conference website https://privacysymposium.org.

In case of Force Majeure, the contractual obligations shall be suspended for the duration of the Force Majeure event. For the avoidance of doubt, the application of the Force Majeure event shall not be subject to any additional conditions other than those expressly set out herein.

CONFERENCE ADAPTATIONS

All Parties agree and accept that the Organiser may adapt the format of the Conference to take into account external factors such as COVID-19-related restrictions. While the plan is to hold a fully onsite conference, the Organiser may opt for a hybrid conference or a fully online conference, and/or decide to move the dates of the Conference to ensure a higher level of participation. The Organiser is deemed to have fulfilled all its obligations through the organising and deliverance of the Conference, regardless of its format. The Organisers are not responsible for resulting costs or inconvenience to Participants due to such changes and adaptations.

Should the Conference be postponed and/or moved, all registration fees will be transferred to cover attendance on the new Conference dates and venue. Should the Participant not wish to accept attendance on the new date, they may cancel their registration, in such cases the Participants can request a refund of their registration.

CONFERENCE CANCELLATION BY THE ORGANISER

Should the Organisers decide to cancel the conference in full, with no content or sessions being available online, registrations will be refunded in full. Under these circumstances, the Organisers are not liable for any other expenses incurred; this includes travel, visa and accommodation costs. Delegates are encouraged to have sufficient travel insurance in place to cover such costs.

TRAVEL AND MEDICAL INSURANCE

The Conference fee does not include individual health or travel insurance. Participants are requested to make their own arrangements for health and travel insurance if they consider it appropriate. 

HEALTH AND SAFETY CONDITIONS

In adherence to the Italian governmental guidelines for economic and social activities and to minimise the risks for the Participants, all Participants will be requested to comply with the applicable rules and regulations applicable to the venues of the Conference.  

ATTENDANCE OF THE CONFERENCE

Participants are invited to arrive in the meeting room before the start of the sessions. While the organiser does its best to dimension adequately the room capacity, some sessions may have more success than initially planned and will be accessible on a first come first served basis. 

The Organising Committee and the Organiser reserve the right, without any liability, to refuse access or eject Participants from the Conference where: (1) The Participant refuses or fails to comply with these Terms and Conditions; or (2) The Organising Committee and the Organiser considers that the participant represents a security risk, a nuisance, or an annoyance for the Conference and/or for the other Participants.

PICTURE AND VIDEO RECORDING

Participants are permitted to make reasonable video or audio recordings and to take photographs at the event, in each case for their own personal use. Publication of recording of the event requires prior written authorisation by the Organiser. 

Participants and speakers acknowledge and accept that the Conference and related activities may be filmed and/or recorded, including potential images of Participants. Participants and speakers authorise the Organiser and any third party licensed by the Organiser to use and communicate such images and recordings through diverse media (including social media) for the purpose of sharing information and communicating at the Conference, as well as for educational purposes.

Photographs and cameramen are expected to be easily identifiable. Participants who do not wish to appear in images can move and/or inform the photograph and cameramen.

SPECIFIC SESSION RULES

The Chairs and Moderators are given authority to make proportionate decisions aiming at maintaining order and ensuring respectful and constructive debates in the session(s) they chair.

They can decide to apply the Chatham House Rule to enable more open exchanges of views. In such a case, they shall inform the participants at the opening of the session. As a consequence, the participants, including the speakers, will be free to use the information received, but:

  1. Neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed ;
  2. The participants are not authorised to record or take pictures of the session, even for personal use.

 

INTELLECTUAL PROPERTY RIGHTS

The Privacy Symposium aims at promoting international dialogue, cooperation and knowledge sharing. Speakers presenting at the conference shall:

  1. ensure and guarantee that their presentations do not breach any third party intellectual property right;
  2. authorise the Organiser without any cost or fee:
  • to film, record and take pictures of them, their sessions and presentations;
  • to use and disseminate textual, audio, video, graphic material, and content related to their presentations, for information, promotion and/or education purposes, without any time restriction.

The second point does not apply to sessions subject to Chatham House Rule. 

In case Speakers or Moderators have any objection, reservation, or intellectual property right restriction regarding the recording, use or dissemination of their presentation, they shall inform in writing the Organiser, at least 15 days before the start of the conference, by email at contact@privacysymposium.org.

PRIVACY POLICY

By registering for and/or attending the Conference, the Participant agrees with the Privacy Policy displayed on the Conference website: https://privacysymposium.org/privacy. The conference organisers are committed to offering a conference that is fully compliant with the applicable data protection regulations. If you identify any issue related to privacy, data protection, or regulatory compliance, please inform us by mail at contact@privacysymposium.org.

NOTICES

Any notice or other communication given under or in connection with these Terms and Conditions shall be communicated in writing and:

  1. Notifications communicated to the Organiser shall be delivered by post mail at its registered office or by email to the email address mentioned on the first page;
  2. Notifications communicated to the Participants shall be delivered through the website, and/or through a newsletter, and/or by email, and/or by post mail.

 

DISAGREEMENT

In case of a dispute, the Parties will commit to employing any possible means to reach an amicable resolution to disputes that may arise during these Terms and Conditions.

All disputes under these Terms and Conditions shall be referred to a Mediation Committee which shall be integrated by two representatives of each Party. If an agreement is not reached, a neutral mediator will be chosen by both Parties as the competent institution in case of arbitration.

SEVERANCE

If any provision, or part-provision of these Terms and Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or sub-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of these Terms and Conditions.

GOVERNING LAW AND JURISDICTION

These Terms and Conditions and any dispute or claim arising out of or in connection with them or their subject matter or formation shall be governed by and construed in accordance with the law of Switzerland and the Court of Geneva.

MISCELLANEOUS

These Terms and Conditions will supersede any or all prior oral or written forms of understanding between the Participants and the Organiser.

No variation of these Terms and Conditions shall be effective unless published on the Conference website or made in writing and signed by both Parties.

If you have any questions about these Terms & Conditions, please contact contact@privacysymposium.org

PREVAILING LANGUAGE

These Terms and Conditions are made available in English and Italian. In case of discrepancies between the two versions, the English version shall prevail. 

 

Last updated: 11 January 2024