Conference Terms and Conditions

§ 1 · General provisions

1. These terms and conditions (hereinafter: the Conference Terms) set out the rights and obligations of the participants of the scientific conference entitled “Many perspectives - one goal.” (hereinafter: the Conference).
2. The Organizers of the Conference are:
   • University of Silesia in Katowice, ul. Bankowa 12, 40-007 Katowice, VAT ID (NIP) 6340197134;
   • Słoneczna Kraina Dzieciom Foundation, 43-476 Jaworzynka no. 657, KRS 0000643173, VAT ID (NIP) 5482677777
   (hereinafter jointly: the Conference Organizers, and individually: the Conference Organizer). The Conference will take place on 14-16 October 2026 on site in Istebna. As a result of registration, the image and statements of the Participants will be recorded and captured.
3. Participants of the Conference may be adult natural persons with full legal capacity, in particular students and doctoral candidates, as well as members of the academic community (hereinafter: the Conference Participant).
4. Every Participant taking part in the Conference will receive a certificate of participation in the Conference.

§ 2 · Conditions of participation

1. There are two forms of participation in the Conference:
   1. Active participation – as part of on-site and/or online participation, the Conference Participant is entitled to take part in the Conference at the address indicated in § 1 sec. 3 of the Terms.
   2. Passive participation – as part of on-site and/or online participation, the Conference Participant is entitled to take part in the Conference at the address indicated in § 1 sec. 3 of the Terms.
2. In order to take part in the Conference, the participant is obliged to register and to pay the participation fee on time.
3. The conditions of participation in the Conference are:
   1. acceptance of the provisions of these Terms;
   2. correct submission of participation in the Conference by completing the registration form;
   3. payment of the fee in the amount corresponding to the selected package by 10 October 2026 to the account of the Słoneczna Kraina Dzieciom Foundation, mBank 42 1140 2004 0000 3002 8403 3455.
4. In order to correctly submit participation in the Conference through the form referred to in sec. 3 letter b above, the following data must be provided:
   1. professional/academic title;
   2. first name and surname;
   3. institution;
   4. e-mail address;
   5. contact telephone number;
   6. payer's details – company name and address, VAT ID (NIP);
   7. title of the presentation;
   8. abstract;
   9. type of participation – on site/online.
5. The Organizers are not liable for the provision of incorrect or untrue data by the Conference Participant during registration.
6. Sending the registration form published on the Organizer's website constitutes acceptance of the provisions of these Terms.

§ 3 · Conference rules

1. The deadline for registering participation in the Conference is 6 October 2026. After this date, registration will not be possible.
2. The Organizers determine the Conference program and have the right to make changes to it.
3. The Organizers are not responsible for technical or organizational problems of Conference Participants related to participation in the Conference that result from circumstances beyond the Organizers' control.
4. The Conference Participant bears full responsibility for all materials and information presented by them during the Conference. The Conference Participant is obliged to ensure that any statements and presentations made by them during the Conference do not infringe the law or the rights or personal interests of third parties.
5. The Conference Participant undertakes to comply with these Terms, social rules, and the organizational and technical instructions and directions of the Organizers.
6. A Conference Participant taking part in the Conference online must have an electronic device connected to the Internet with a built-in or external microphone and, optionally, a webcam.
7. No later than 24 hours before the start of the Conference, an invitation to participate containing a link to the Conference will be sent to the Participant at the e-mail address indicated by the Participant in the registration form.
8. The Conference Participant undertakes not to pass on the link enabling participation in the Conference, referred to in sec. 7 above, to persons not registered as Conference Participants.
9. The Conference Participant speaks during the Conference within the time allotted to them and has the right to take part in the discussion moderated by the Organizers.

§ 4 · Fees

1. The amount of the fees for participation in the Conference depends on the type of participation and is respectively:
   • Premium package participation – 850 PLN;
   • Comfort package participation – 650 PLN.
2. The participation fee is payable to the bank account of the Słoneczna Kraina Dzieciom Foundation, number 42 1140 2004 0000 3002 8403 3455.
3. Failure to pay the amount due for participation in the Conference entitles the Organizers to cancel the participation submission without incurring any liability for damages in this respect.
4. The Organizer will issue an invoice to confirm the payments made.
5. In the case of on-site participation, the cost of participation in the Conference, as well as any accommodation and travel, is covered by the Conference Participant.

§ 5 · Withdrawal from participation

1. The Conference Participant may withdraw from participation in the Conference by 10 October 2026 by sending appropriate information to the e-mail address: eciconference@gmail.com. After this date, withdrawal will not be possible.
2. In the event of a Conference Participant's withdrawal from participation in the Conference, the Organizers will, without undue delay, but no later than within 14 days of the date the withdrawal is submitted, refund all fees paid by the Participant to the bank account indicated by them.
3. In the event of notification of withdrawal after the deadline referred to in sec. 1 above, the Conference Participant will not be entitled to a refund of the fees they have paid.

§ 6 · Consent to the use and dissemination of image

1. The Conference Participant consents to the free-of-charge dissemination of their image and voice by the Organizers during the live broadcast on the Microsoft Teams platform.
2. The Conference Participant consents to the processing by the University of Silesia, with its registered office in Katowice at ul. Bankowa 12, 40-007 Katowice, and the Słoneczna Kraina Dzieciom Foundation, 43-476 Jaworzynka no. 657, of their personal data, consisting in the recording and free-of-charge publication of the image and statements recorded during the Conference, including labelling the statements with their first name and surname and posting recordings of the statements on the websites and social media profiles of the University of Silesia and the Słoneczna Kraina Dzieciom Foundation for promotional, educational and science-popularizing purposes.
3. The Conference Participant grants the University of Silesia and the Słoneczna Kraina Dzieciom Foundation a non-exclusive and royalty-free licence to use their statements recorded during the Conference, including labelling the statements with their first name and surname, in the following fields of exploitation:
   1. in the field of recording and reproduction – producing and recording by any technique, including in particular: magnetic recording, photosensitive, audiovisual, digital, optical and computer techniques, regardless of the format and medium, size, form and technique;
   2. in the field of dissemination – public display, playback, as well as public sharing in such a way that anyone can access it at a place and time of their own choosing, including on the Internet and other ICT, multimedia and computer networks, in particular on the websites of the University of Silesia and the Słoneczna Kraina Dzieciom Foundation.
4. In connection with granting the licence, the Conference Participant warrants that the use of their statements to the extent presented above will not infringe anyone's rights, in particular intellectual property rights, and does not require obtaining any permission from third parties.

§ 7 · Personal data protection

1. The information clause of the University of Silesia in Katowice concerning the processing of personal data in connection with the registration process constitutes Appendix 1 to the Terms.
2. The information clause of the Joint Controllers concerning the processing of personal data in connection with the organization of the Conference constitutes Appendix 2 to the Terms.

§ 8 · Final provisions

1. If the Conference does not take place for reasons attributable solely to the Organizer, the Organizer will promptly refund the amounts paid by the Conference Participants to the bank accounts they have indicated.
2. Any disputes that may arise from participation in the Conference will be settled by the court having jurisdiction over the claimant's registered office, unless the law provides otherwise.
3. The Conference is a closed event and does not constitute a mass event within the meaning of the Act of 23 March 2009 on the Safety of Mass Events (Journal of Laws of 2023, item 616).
4. In matters not regulated by these Terms, the provisions of generally applicable law shall apply.
5. The Organizer is not liable for the belongings of Participants that may be lost, damaged or stolen during the Conference.
6. The Organizer has the right to amend the Terms. Amendments take effect within 7 days of the date on which the Conference Participants are informed of the change to the Terms by e-mail, provided that, with respect to services in progress, the version of the Terms in force at the time the Participant made the reservation shall apply.

Appendix 1

Information clause of the Conference Organizer concerning the processing of personal data in connection with the registration process

Data controller

The controller of your personal data is the University of Silesia in Katowice. You can contact it as follows:

• by post to: ul. Bankowa 12, 40-007 Katowice;
• by e-mail: administrator.danych@us.edu.pl.

Data Protection Officer

You may contact the Data Protection Officer on all matters relating to the processing of personal data and the exercise of rights related to data processing, as follows:

• by post to: ul. Bankowa 12, 40-007 Katowice;
• by e-mail: iod@us.edu.pl.

Purposes of processing and legal basis for processing

The legal basis for the processing of your personal data is, pursuant to Article 6(1)(a) 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), your consent to the processing of personal data for the purpose of correctly conducting the registration of participants during the event to which this registration relates.

Providing personal data is voluntary but necessary in order to carry out the registration process. If the data is not provided, it will not be possible to achieve the above purpose.

Retention period of personal data

The data will be deleted immediately after the end of the event to which the registration related.

Recipients of the data

We may transfer your personal data to public authorities or bodies entitled to obtain the data on the basis of applicable law.

Rights related to the processing of personal data and automated decision-making

You have the following rights related to the processing of personal data:

• the right to withdraw consent to the processing of personal data at any time, without affecting the lawfulness of processing carried out on the basis of consent before its withdrawal. Withdrawing consent to the processing of personal data is equivalent to withdrawing from the registration procedure;
• the right to access personal data;
• the right to request rectification of personal data;
• the right to request erasure of personal data;
• the right to request restriction of the processing of personal data;
• the right to object to the processing of data;
• the right to data portability;
• the right not to be subject to automated decision-making, including profiling;
• the right to lodge a complaint with the supervisory authority responsible for personal data protection, i.e. the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

Appendix 2

Information clause of the Joint Controllers concerning the processing of personal data in connection with the organization of the Conference

Data controllers

The controllers of personal data are:

• University of Silesia in Katowice, ul. Bankowa 12, 40-007 Katowice, VAT ID (NIP) 6340197134;
• Słoneczna Kraina Dzieciom Foundation, 43-476 Jaworzynka no. 657, KRS 0000643173, VAT ID (NIP) 5482677777 (hereinafter: we).

Joint arrangements between the joint controllers

Under the joint controllership agreement, we have agreed on the scope of our respective responsibilities for fulfilling the obligations arising from the GDPR; in particular, we have agreed that:

• we, as Joint Controllers, are responsible for fulfilling the information obligation towards you;
• as Joint Controllers, we are responsible towards you for enabling the exercise of the rights to which you are entitled. Irrespective of this arrangement, you may also exercise your rights in relation to each of us. In such a case, we will forward your request to the Joint Controller who is obliged to fulfil it;
• the purpose and manner of the processing of personal data by the Joint Controllers result from the concluded Joint Controllership Agreement. In particular, the Parties have agreed that the common purpose of processing is the organization of the Conference.

Purposes and legal bases of processing

Together with the Joint Controllers, we have determined the purposes of processing your data. We will process personal data for the purpose of registration and holding the Conference on the basis of the consent given to the processing of personal data, i.e. in connection with Article 6(1)(a) of the GDPR.

At any time you have the right to withdraw consent to the processing of personal data, but the withdrawal of consent does not affect the lawfulness of processing carried out on its basis before its withdrawal.

Right to object

At any time you have the right to object to the processing of the data described above. We will stop processing the data for these purposes unless we are able to demonstrate that there are, in relation to your data, compelling legitimate grounds for us that override your interests, rights and freedoms, or that the data is necessary for us to establish, assert or defend claims.

At any time you have the right to object to the processing of data for the purpose of direct marketing. If you exercise this right, we will stop processing the data for that purpose.

Recipients of the data

Your personal data may be transferred, where this proves necessary, to the following categories of recipients: persons authorized by the Joint Controller, including its employees and associates who will have access to your personal data in connection with the performance of their assigned duties; processors to whom the processing of personal data will be entrusted; and other recipients of the data (e.g. postal operators, couriers, law firms).

Your personal data will not be transferred to third countries, i.e. countries located outside the European Economic Area.

The data will be stored for the time necessary to achieve the purposes for which it was collected, however:

• until you withdraw your consent to its processing, if the processing is based on your consent, or
• until the completion of activities related to the organization of the Conference.

The personal data you provide will not be used for automated decision-making, including profiling, as referred to in Article 22 of the GDPR.

Rights of data subjects

In accordance with the GDPR, you have:

• the right to access your data and to obtain a copy of it;
• the right to rectify (correct) your data;
• the right to erasure of data and restriction of data processing;
• the right to object to the processing of data;
• the right to data portability;
• the right to lodge a complaint with the supervisory authority.

Information on the voluntary nature of providing data

Providing your personal data is voluntary but necessary in order to take part in the Conference. The consequence of not providing personal data is the inability to take part in the Conference.