Terms and conditions of participation in the European Health Data and Innovation Summit Conference

These Rules and Regulations set out the principles, conditions of participation, rights and obligations of the Participants and the Organiser and Partners of the European Health Data and Innovation Summit conference (hereinafter: the “Conference”). Entering the registration process implies acceptance of these Rules and Regulations.

§ 1. GENERAL PROVISIONS

1. The regulations define the conditions of participation in the Conference entitled European Health Data and Innovation Summit organised by the Supreme Chamber of Physicians and Dentists, based in Warsaw, Poland, NIP: 5220002328 e-mail address: innowacje@nil.org.pl.
2. The conference will take place on 30.01.2025 at the offices of Venture Cafe Warsaw at ul. Chmielna 73, 00-801 Warsaw and via online broadcast of the event.
3. The conference is organised together with external partners: Ministry of Health of the Republic of Poland; Sitra, the Finish Innovation Fund, EIT Health, EOSC4Cancer.
4. The conference is open to media and press representatives only with accreditation.
5. Persons applying for press accreditation are requested to apply via Innowacje@nil.org.pl. The basis for issuing accreditation to the persons indicated in paragraph 4, authorising entry to the event area during the event, is active journalistic work in the field of health care and medicine.
6. The Conference is held in a desktop and remote mode. A link to the conference will be sent to the Participant prior to the scheduled date of the Conference.
7. The provisions of these Rules of Procedure (“Rules”) apply to all participants.
8. By sending the application to the Organiser, the Participant accepts the Regulations.

§ 2 DEFINITIONS

For the purposes of these Regulations, the following definitions are clarified:

1. Regulations – means this document containing the set of terms and conditions of participation in the Conference, available on the website at: https://ehdis.nilin.org.pl
2. Organiser – means the Supreme Chamber of Physicians, based in Warsaw, Poland at 110 Jana III Sobieskiego St. NIP: 5220002328.
3. Conference – means the Conference organised by the Organiser under the name: European Health Data and Innovation Summit – taking place in the premises of Venture Cafe Warsaw at ul. Chmielna 73, 00-801 Warsaw, Poland.
4. Registration – means notifying the Organiser of an individual’s wish to participate in the Conference by completing the Registration Form.
5. Application form – means the form available on the website: https://ehdis.nilin.org.pl through which Registration takes place.
6. Confirmation of Registration – means a message sent by the Organiser to the email address provided by the Participant during the Registration process, confirming that the Organiser has received the Registration form.
7. Confirmation of participation – means a message sent by the Organiser to the email address provided by the Participant after the Participant’s application has been approved by the Organiser.
8. Participant – means the natural person who is indicated in the Application Form.

§ 3. REGISTRATION RULES AND CONDITIONS OF PARTICIPATION

1. In order to participate in the Conference, it is necessary to register via the Registration Form available on the Conference website at:  https://ehdis.nilin.org.pl and obtaining confirmation of participation.
2. Participation in the Conference as well as registration is free of charge.
3. The scope of the Application Form includes the service of storing the User’s data registration in the database, as well as the handling of this registration (consisting of the collection, recording, storage, updating, supplementing and deletion of this data) by the Organiser.
4. By registering for the Event, the Participant agrees to be contacted by email, which is voluntary but necessary for registration and participation in the Event.
5. The Organiser reserves the right to contact the Participant by e-mail on matters related to the Conference, before, during and after the Conference, to which the Participant agrees.
6. The Participant is responsible for the cost of his/her stay and travel.
7. Registration for participation will continue until the pool of places is exhausted or until 16.01.2025. After this date, online registration will not be available unless the Organiser extends the registration deadline.
8. The number of places for participation in the Event is limited. Participants’ participation in the Event is decided by the Organiser together with the Partners.
9. The organiser as well as each Partner sets the conditions of participation based on its own criteria. The organiser selects participants on the basis of, among other things, their professional profile.
10. The Organiser reserves the right to reject a Participant’s application.
11. The Organiser reserves the right to reject the Participant’s participation no later than 16 January 2024.
12. In addition, the Organiser reserves the right to reject the Participant’s participation in the Event due to the possibility of a breach of public safety and order as well as the security of the Event,
13. In connection with the above, the Participant shall not be entitled to compensation or reimbursement for the cost of the trip.
14. The Registrant guarantees that all data entered by him/her in the Registration System are correct.
15. An individual can be a participant in the event if he or she meets all the criteria contained in the Regulations together. These consist of:
    1. registers in the online registration system at:  https://ehdis.nilin.org.pl;
    2. Accepts the provisions of the Rules of Participation;
    3. will receive an e-mail confirmation of participation from the Organiser;
    4. submission of other declarations required during the registration process.
16. The organisers reserve the right to verify applications to ensure that they are in line with the aims and nature of the event
17. The organisers are committed to providing equal access to conference registration, regardless of gender, age, nationality, ethnicity, religion, sexual orientation, degree of disability, political opinion or socio-economic status.
18. Any discriminatory action against participants, either during the registration process or during the event, is unacceptable and will result in appropriate action being taken by the organisers.
19. The organisers are taking active steps to promote diversity and inclusion by providing a space that is welcoming to all participants. People with disabilities can register their needs once they have qualified for the Event so that the organisers can provide appropriate facilities.
20. In the event of doubts about the registration process or to report situations that may violate the principle of equal treatment, the persons concerned may contact the Organiser via e-mail. Complaints and enquiries will be dealt with confidentially, impartially and within a maximum of 14 days of being reported.

§4. RESPONSIBILITY

1. The Organiser shall not be liable for any damage caused to Participants or third parties in connection with or as a result of the use by Participants of information, knowledge or skills acquired during the Conference.
2. The organiser is not responsible in particular for:
   1. incorrect data entered by the Participant during registration for the Conference;
   2. incurred losses and lost profits by the Participant or third parties that are caused by false data provided by the registrant;
   3. suffered damages and lost profits by the Participant or third parties which were caused by acts or omissions of third parties which were beyond the Organiser’s control;
   4. suffered damages and lost benefits by the Participant or third parties that are caused by the cancellation of the Conference, rejection of the Participant’s application or participation by the Organiser in accordance with the Regulations and due to force majeure, including the tightening of regulations or the worsening of the epidemic situation – as a result of an epidemic condition (fortuitous events beyond the Organiser’s control).
3. In the event that the Conference does not take place for reasons solely dependent on the Organiser, the Organiser will immediately inform the Participant of this fact.
4. The Organiser reserves the right to make changes to the programme of the Conference, change the speakers, as well as cancel the Conference in the event of random events beyond the Organiser’s control. In the case of cancellation of the Conference, information about this fact will be communicated to the registered Participants.

§ 5. PRINCIPLES OF USE OF IMAGE, VOICE AND EXPRESSION

1. The organiser declares that the course of the Conference will be recorded in the form of an audiovisual recording and photographs, and that the works created in this way will be used for the purposes of broadcasting in the mass media (television, radio, Internet, press, etc.) or for the purposes of documentation, promotion, advertising: Organiser and other persons designated by the Organiser, as well as the Conference itself (commercial use). 
2. By joining the Conference, at the stage of registration for the Event, the Participant agrees to the free recording and dissemination of his/her image by the Organiser to the extent recorded in photographs and recordings made during the event.
3. Consent for the use of the image is voluntary but necessary for registration and participation in the Event.
4. The Participant authorises the Organiser to use his/her image and/or voice and expressions and disseminate them as elements of the works for the purposes specified in item 1 above, 
   and hereby grants non-exclusive and gratuitous consent, without time or territorial restrictions, for their use by the Organiser and any entities authorised by the Organiser in various fields of exploitation of the works, in particular:
   1. fixation on any audiovisual medium (video, photosensitive tape, magnetic tape and computer disk,
      on a multimedia network including the Internet);
   2. reproduction by any technique;
   3. public display, reproduction, broadcasting and re-broadcasting;
   4. lending, hiring, lending of media on which an image, voice, utterance has been fixed;
   5. introduction to computer memory and multimedia networks;
   6. use on various websites (including the Organiser’s website).
5. The organiser undertakes to use materials containing the image of the participants only in accordance with current legislation, including copyright and personal data protection.
6. The image of participants will not be used in a way that violates their dignity or for purposes contrary to the nature of the event. The organiser will endeavour to use the materials in a way that respects the image of the participants.
7. If participants have any questions or concerns regarding the use of their image, they can contact the conference organiser at the email address innowacje@nil.org.pl.

§6. PROTECTION OF PERSONAL DATA

1. The administrator of the personal data of the participants of the pan-European Conference is:
   1. Supreme Chamber of Physicians (NIL) in Warsaw, 110 Jana III Sobieskiego St., 00-764 Warsaw, telephone number: +48 22 559 13 00, address-email: innowacje@nil.org.pl, represented by the President of the Supreme Medical Council.
   2. Sitra, the Finnish Innovation Fund  Address: Itämerenkatu 11-13, PO Box 160, FI-00181 Helsinki  Tel: +358 294 618 991  Email: kirjaamo@sitra.fi
   3. EIT Health InnoStars e.V., an association having its registered seat at Mies-van-der-Rohe-Strasse 1C, 80807 München, Germany, with tax registration number DE308252541, represented by: Balázs Fürjes, acting as Managing Director.
   4. EOSC4Cancer, empirica Gesellschaft für Kommunikations- und Technologieforschung mbH, Oxfordstr. 2, 53111 Bonn, Germany; phone: +49-228-98530-0

who act as joint controllers of personal data.

2. The Data Controller shall process personal data in accordance with the provisions of the RODO and other applicable data protection regulations. The Organiser shall ensure that appropriate technical and organisational measures are in place to protect personal data from unauthorised access, loss or destruction, in accordance with applicable data protection standards in the European Union.
3. The controller processes personal data in accordance with the provisions 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/EC (General Data Protection Regulation RODO) and other applicable data protection regulations.
4. If the Participant gives voluntary, optional consent when registering for the Conference, personal data may also be processed for other purposes explicitly stated in the consent.
5. The legal basis for the processing of the data is the participant’s consent, given during registration, the necessity of processing the data in order to comply with the legal obligations incumbent on the Data Controller and the necessity of processing for purposes arising from the legitimate interests pursued by the Controller (Article 6(1)(a,c,f) RODO).
6. Participants’ data may be transferred to entities cooperating with the organiser within the European Union to the extent necessary for the organisation of the event, with appropriate protection measures and in accordance with the requirements of the RODO.
7. Participants have the right to access their data, rectification, erasure, restriction of processing, data portability, to object to processing, and to withdraw consent at any time, without affecting the lawfulness of processing that took place before withdrawal.
8. Participants may address any questions regarding the processing of their personal data to the Organiser’s Data Protection Officer or the Partner:
   1. at the Supreme Medical Council is Agnieszka Witoszek, who can be contacted by e-mail: agnieszka.witoszek@nil.org.pl
   2. Sitra, the Finnish Innovation Fund Data Protection Officer:  Janika Skaffari,  Specialist, Administration, kirjaamo@sitra.fi
   3. EIT Health e.V.  Mies-van-der -Rohe-Str. 1C 80807 Munich E-Mail: DataPrivacy@eithealth.eu IT Health InnoStars e.V.,
   4. EOSC4Cancer, empirica Gesellschaft für Kommunikations- und Technologieforschung mbH, Oxfordstr. 2, 53111 Bonn, Germany; phone: +49-228-98530-0
9. Detailed information on the scope and manner of processing of personal data, the rights of participants and the retention period can be found in the Information Clause on the Processing of Personal Data of Conference Participants, available:
   1. on the conference website, ehdis.nilin.org.pl
   2. during the registration process, on the application form in the form of a link.
10. The rules for the processing of personal data on the website, including how cookies work and how they can be managed by those registering for the Event and visiting the Conference website, can be found in the Privacy and Cookies Policy under the link ehdis.nilin.org.pl

§7. FINAL PROVISIONS

1. The Organiser reserves the right to amend the Rules in the event of changes to the law or other significant events affecting the organisation and running of the Competition.
2. The Organiser may change the content of the Rules at any time.
3. Amendments to the Rules shall be deemed to have been made when they are published on https://nilin.org.pl/.
4. Competition entries made by Participants before the Rules were changed, the Rules as they stood on the day the entry was made, will apply. The Organiser will inform the Entrants of any important matters related to the Competition using the contact details provided in the application and by posting relevant information on the Competition website.
5. The Participant is responsible for the truthfulness and validity of the information provided in the application form. If untruthful statements are made, the Participant will be excluded from the Conference.
6. If you have difficulties completing the application or have questions about the competition, please contact: innowacje@nil.org.pl.
7. The Organiser reserves the right to exclude from participation in the Conference Participants who violate any of the provisions of these Regulations, in particular:
   1. take any action contrary to the law, morality or the legitimate interests of third parties;
   2. take any action intended to circumvent, or which indicates an attempt to circumvent, the Rules of Procedure or the rules of the Conference;
   3. take actions which damage the legitimate interests of the Organiser or harm its image.
8. In matters not covered by these Regulations, the provisions of the Civil Code shall apply accordingly.
9. Should any provision of the Rules of Procedure be modified or invalidated by a final court decision, the remaining provisions shall remain in force.
10. Any disputes between the Organiser shall first be settled amicably and then by a court with jurisdiction over the Organiser’s registered office.
11. The organisers are not responsible for Participants’ belongings that may be lost, damaged or stolen during the Conference.
12. The Information Clause on the processing of personal data of Conference Participants is an integral part of the Regulations. Provisions concerning changes to the content of the Clause shall apply respectively to changes in the Regulations. The clause constitutes Appendix 1 to the Regulations.