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Terms and Conditions.
International Gynaecology and Obstetrics Conference
25–26 September 2026
Hotel AirPort Okęcie, Warsaw
Organiser: Sonrisa Clinic Sp. z o.o.
§ 1. General Provisions
  1. These Terms and Conditions govern the organisation of and participation in the International Gynaecology and Obstetrics Conference (hereinafter: the “Conference”), organised by Sonrisa Clinic Sp. z o.o.
  2. The Conference will take place on 25–26 September 2026 at the Hotel AirPort Okęcie, ul. 17 Stycznia 24, 02-148 Warsaw.
  3. The organiser of the Conference is Sonrisa Clinic Sp. z o.o., with its registered office in Łódź, ul. Złotno 24A, 94-221 Łódź, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court for Łódź-Śródmieście in Łódź, 20th Commercial Division of the KRS, under KRS number: 0001201869 (hereinafter: the “Organiser”).
  4. Participation in the Conference constitutes acceptance of these Terms and Conditions.
§ 2. Registration and Conditions of Participation
  1. The Conference is intended for medical doctors.
  2. Participation in the Conference is conditional upon fulfilling all of the following requirements simultaneously:
    a) registering via the registration form, as described in paragraph 7 below;
    b) paying the registration fee;
    c) confirming attendance at the Conference during the event.
  3. Registration of participants takes place exclusively via the registration form available on the official Conference website (www.prenatalni.pl).
  4. Registration is open until 23 September 2026, or until available places are filled.
  5. The Organiser reserves the right to refuse registration without giving a reason.
  6. Participants are required to provide accurate and complete information during registration.
  7. The Organiser shall not be liable for any damage caused by the provision of incorrect or false information by a Participant. In particular, a Participant may not claim that they were not duly notified of changes to the Conference if the data provided in the registration form made it impossible to contact them.

§ 3. Fees and Payment Terms

  1. The registration fee is set out in the current price list available on the Conference website.
  2. Payment must be made by bank transfer to the Organiser’s bank account indicated in the registration confirmation, within 7 days of the date of registration.
  3. The Organiser will issue a VAT invoice upon request. To receive an invoice, billing details must be provided during registration.

§ 4. Cancellation and Withdrawal from Participation

  1. In the event of withdrawal from participation in the Conference, the Organiser shall not refund the registration fee paid.
  2. A Participant may transfer their place to another person with the prior written consent of the Organiser.
  3. The Organiser reserves the right to cancel or reschedule the Conference due to circumstances beyond its control. In such a case, the Participant shall be entitled to a full refund of the registration fee paid.
§ 5. Programme and Conduct of the Conference
  1. The detailed Conference programme will be published on the Organiser’s official website no later than 14 days before the Conference date.
  2. The Organiser reserves the right to modify the Conference programme, including the order of presentations, speakers, or session topics, without giving a reason and without entitling the Participant to any compensation.
  3. Each Participant is required to collect their name badge upon registration. The badge must be worn visibly throughout the duration of the Conference.
§ 6. Participants’ Obligations and Rights
  1. Participants are required to conduct themselves in a respectful manner and to show consideration towards other participants, speakers, and the Organiser’s staff.
  2. Disruption of lectures and workshops is prohibited.
  3. Participants are required to comply with the internal regulations of the Hotel AirPort Okęcie and applicable law.
  4. Recording of sessions (audio or video) is permitted only with the prior written consent of the Organiser.
  5.  Participants bear full responsibility for any damage caused on the premises of the conference venue.
  6. The Organiser reserves the right to remove from the event any Participants who breach the rules of conduct set out in this section.
  7. A Participant removed from the Conference in accordance with paragraph 29 forfeits the right to continue participating in the Conference without compensation, and the registration fee paid shall not be refunded.
  8. Participants are entitled to receive a certificate of participation in the Conference, which will be issued by the Organiser in electronic or paper form.
§ 7. Personal Data Protection (GDPR)
  1. The controller of the personal data of Conference participants is Sonrisa Clinic Sp. z o.o., with its registered office in Łódź, ul. Złotno 24A, 94-221 Łódź, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court for Łódź-Śródmieście in Łódź, 20th Commercial Division of the KRS, under KRS number: 0001201869, email: kontakt@prenatalni.pl.
  2. Participants’ personal data will be processed on the basis of Art. 6(1)(b) and (f) of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) – for the purpose of performing the contract of participation in the Conference and for the purposes of the Organiser’s legitimate interests.
  3. Participants’ personal data may be disclosed only to entities authorised to receive it under applicable law, including those entitled to obtain public information, persons who demonstrate a legitimate legal interest, as well as data recipients within the meaning of data protection regulations, including IT service providers, hosting providers, and legal service providers.
  4. Participants’ personal data will be processed for the period necessary to perform the contract of participation in the Conference, and after its performance for the period necessary for the establishment, pursuit, or defence of any potential claims.
  5. Participants have the right to access their data, rectify it, have it erased, restrict its processing, transfer it, and object to its processing, subject to whether the conditions imposing such an obligation on the Organiser are met.
  6. Some tool providers (e.g., Google, Meta/Facebook) may process data outside the EEA. In such cases, the transfer takes place on the basis of standard contractual clauses approved by the European Commission (Art. 46(2)(c) GDPR) or other mechanisms ensuring an adequate level of data protection. Details are available in the privacy policies of the respective providers.
  7. Participants have the right to lodge a complaint with the supervisory authority, i.e., the President of the Personal Data Protection Office, if the Participant’s personal data is processed in breach of legal requirements.
§ 8. Promotions
  1. The Organiser reserves the right to run time-limited promotional campaigns relating to participation in the Conference.
  2. Promotional campaigns may include, in particular, discounts, participation in additional events, or payment for limited access to the Conference.
  3. Participants who registered and paid the participation fee prior to a promotional campaign shall have no right to claim a full or partial refund of participation fees paid on account of the Organiser’s promotional campaign.
  4. Where participation in a promotion is limited by order of registration and payment of the participation fee, the decisive factor shall be the date on which the payment is received in the Organiser’s bank account.
§ 9. Organiser’s Liability
  1. The Organiser shall not be liable for participants’ personal belongings left on the premises of the conference venue.
  2. The Organiser shall not be liable for any damage suffered by participants in connection with their participation in the Conference, unless such damage results from the Organiser’s sole fault.
  3. The Organiser makes every effort to ensure a high substantive standard for the Conference, but shall not be liable for the content of presentations delivered by external speakers.
§ 10. Complaints
  1. All complaints by Conference Participants against the Organiser must be submitted in writing, by registered letter with acknowledgement of receipt, to the Organiser’s registered address, no later than 7 days after the end of the Conference. Complaints submitted after this deadline will not be considered.
  2. A complaint will be processed within 30 days of its receipt.
  3. The Participant will be notified in writing, at the address indicated in the complaint, of whether the complaint has been accepted or rejected.
§ 11. Final Provisions
  1. Matters not governed by these Terms and Conditions shall be subject to the relevant provisions of generally applicable law, in particular the Civil Code.
  2. Any disputes arising from or related to these Terms and Conditions shall be resolved by the court of general jurisdiction having territorial competence over the Organiser’s registered office.
  3. The Organiser reserves the right to amend these Terms and Conditions. Participants will be informed of any changes by email or by announcement on the Conference website.
  4. These Terms and Conditions enter into force on the date of their publication on the Organiser’s website.
  5. For any questions regarding the Conference or these Terms and Conditions, please contact the Organiser using the contact details published on the official Conference website.