Terms of service

§ 1. GENERAL PROVISIONS

1. These terms and conditions, hereinafter referred to as the "Terms", define the rules for the provision of services through the MEETING15.com and MEETING15.live platforms, hereinafter referred to as the "Platform" or "MEETING15 System".
2. Whenever the Terms refer to:
   1. Service Provider – this shall mean MEETING15 Spółka Akcyjna, address: ul. Płochocińska 164/7c, 03-044 Warsaw, Tax ID (NIP): 5242889675. The company is registered in the register of entrepreneurs of the National Court Register under KRS number: 0000799802 (District Court for the capital city of Warsaw, XIV Commercial Division of the National Court Register; Share capital: PLN 115,739.00)
   2. User – this shall mean a natural person who uses the services provided by the Service Provider under the terms set out in the Terms;
   3. Purchasing User – this shall mean a User who has purchased a Ticket or Product in their own name;
   4. Event – this shall mean a conference, workshop, or other type of organized event during which Users use the MEETING15 System;
   5. Service – this shall mean providing the User with a tool enabling the creation of Events and additional services constituting components of or supplementing an Event;
   6. Event Participant – this shall mean a User who uses the Service in connection with participation in an Event;
   7. Event Organizer – this shall mean a User who is authorized to manage an Event within the MEETING15 System, to carry out Ticket sales and other services through the MEETING15 System related to the operation of the Event;
   8. Supervisor – this shall mean a representative of the Service Provider providing support to the Event Organizer in the use of the MEETING15 System;
   9. Ticket – this shall mean a document in the form of an electronic confirmation or QR code presented on an electronic device, confirming the conclusion of an agreement between the User and the Event Organizer, or between the User and the Service Provider, or between an organization or company on whose behalf the User purchased the Ticket and the Service Provider or Event Organizer, confirming the right to participate in the Event in accordance with the type and scope of the purchased ticket;
   10. Product – this shall mean an item (tangible good), Ticket, sponsorship package, or service outside the scope of the Service referred to in point e, offered to Users for purchase in the MEETING15 System;
   11. GDPR – this shall mean 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);
   12. Processor – this shall mean the Service Provider;
   13. Controller – this shall mean the Event Organizer or the Purchasing User.

§ 2. TECHNICAL CONDITIONS FOR USING THE PLATFORM

1. Access to the Service is possible from any computer or mobile device with an Internet connection and a web browser. It is recommended to use newer versions of web browsers: Google Chrome, Mozilla Firefox, Microsoft Edge, Apple Safari.
2. A prerequisite for starting work on the Platform is logging in with a username and password received from the Service Provider, or a unique URL generated by the MEETING15 System and provided to the User via e-mail.

§ 3. PERSONAL DATA PROCESSING. COOKIES.

1. The Event Organizer, who is the controller of Event Participants' data, is responsible for the lawfulness of obtaining and making such data available to the Service Provider for the purpose of providing the Service.
2. The detailed rules for processing personal data on the Platform and the use of cookies are set out in the Platform's Privacy Policy.

§ 4. ENTRUSTMENT OF PERSONAL DATA PROCESSING

1. In the event that the Service Provider and the Event Organizer do not regulate personal data processing in connection with the provision of the Service in another manner, the provisions of this section shall apply.
2. The Controller entrusts the Processor with the processing of personal data of Event Participants for whose Event they are the Organizer. The scope of entrustment includes in particular: first name, last name, e-mail address, phone number, position, represented entity, professional license number or other identifier confirming professional qualifications.
3. The Processor is authorized to perform on this data only those operations that are necessary for the provision of the Service, i.e. collection, viewing, organizing, storing, deletion, as well as other activities if instructed by the Controller. The entrustment covers the duration of the Service provision.
4. The Processor declares that it has the resources, experience, knowledge and qualified personnel to properly perform the Service in accordance with the GDPR. In particular, the Processor declares that it is aware of the rules for processing and securing personal data arising from the GDPR.
5. The Processor declares that prior to commencing the processing of personal data, it has implemented appropriate technical and organizational measures aimed at meeting the requirements set out in the GDPR and protecting the rights of natural persons, in particular implementing appropriate measures to ensure a level of security appropriate to the risk of violation of the rights or freedoms of those natural persons whose personal data will be processed in connection with the provision of the Service.
6. The Processor is obliged to:
   1. process personal data solely on documented instructions of the Controller, unless such an obligation is imposed on it by applicable national or EU law, in which case the Processor shall inform the Controller of that legal obligation prior to processing, unless that law prohibits such information on grounds of important public interest;
   2. a documented instruction from the Controller shall be understood to mean in particular these Terms and instructions regarding the processing of personal data provided to the Processor during the provision of the Service;
   3. grant access to personal data only to persons who, due to the scope of their tasks, have been authorized by the Processor to process such data, and solely for the purpose of fulfilling obligations arising from the provision of the Service;
   4. ensure that persons authorized to process personal data are bound to maintain confidentiality of such data indefinitely, unless they are persons subject to a statutory obligation of confidentiality;
   5. support the Controller, in particular by applying appropriate technical and organizational measures, in fulfilling its obligation to respond to requests from data subjects in the exercise of their rights set out in Chapter III of the GDPR;
   6. assist the Controller in fulfilling obligations set out in the GDPR, including in particular Articles 32–36 of the GDPR, including by providing information on the processing of entrusted personal data and presenting the necessary documentation;
   7. enable the Controller or an auditor authorized by the Controller to conduct audits of the correctness of processing of entrusted personal data, while maintaining the Processor's trade secrets; the Controller shall notify the Processor of the audit date at least 14 days before the planned audit date;
   8. implement and apply procedures for detecting personal data breaches and implementing appropriate remedial measures;
   9. inform the Controller about proceedings and inspections regarding the processing of personal data entrusted under these Terms;
   10. store personal data for the duration of the Service provision and until their deletion is requested by the Controller;
   11. inform the Controller without undue delay, but no later than 48 hours from the moment a personal data breach is identified, of any security breaches leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure or unauthorized access to personal data;
   12. document all personal data breaches, including the circumstances of the breach, its effects, and the remedial actions taken.
7. The Controller consents to further entrustment by the Processor of personal data processing to entities providing the following services to the Processor: hosting (cyber_Folks S.A., ul. Franklina Roosevelta 22, 60-829 Poznań), automated SMS messaging (LINK Mobility Poland Sp. z o. o., ul. Toszeckiej 101), cloud services, group collaboration software (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland), real-time communication (PubNub Inc. Corporate Headquarters 50 Francisco, Ste 100 San Francisco), and issuance of accounting documents (Fakturownia Sp. z o. o., ul. Smulikowskiego 6/8, 00-389 Warsaw). In the event of a change of any of these entities, the Processor shall notify the Controller by amending the Terms.
8. The Processor shall take all necessary measures to ensure that entities participating in the processing of entrusted personal data provide sufficient guarantees of implementing appropriate technical and organizational measures so that the processing complies with the principles of personal data protection under the GDPR and these Terms.

§ 5. LIABILITY

1. The Service Provider is obliged to provide the Service with due diligence.
2. The Service Provider shall not be liable for:
   1. permanent or temporary inability to provide the Service or improper functioning of the Service;
   2. consequences of improper use of the Service by the User;
   3. consequences of the User's breach of the Terms;
   4. consequences of the use of Service access credentials (username and password, URL) by third parties, if those parties obtained such data as a result of their disclosure by the User or insufficient protection against unauthorized access.
3. The Processor shall be liable for damages resulting from improper processing of entrusted personal data, including damages resulting from the actions or omissions of entities participating in such processing on its behalf.

§ 6. RULES FOR ORDERING THE MEETING15 SERVICE BY THE ORGANIZER

(section applies only to event organizers)

The Event Organizer orders the MEETING15 Service in order to make it available to all Event Participants. The Event Organizer purchases the Service.

1. Using the Service requires selecting one of two ordering modes:
   1. ordering Services via the "Order MEETING15 Service" form at http://meeting15.com;
   2. ordering the Service via e-mail.
2. After the Service Provider receives the order and any e-mail or phone discussion of its details with the ordering party, a pro-forma invoice is issued, the payment of which entitles the ordering party to receive the status of Event Organizer.
3. In the case of ordering the Service via e-mail, the Service fee is determined individually.
4. Event Participants do not bear the costs of using the MEETING15 System. Participants only bear the costs of purchasing Tickets for Events, if such Tickets have been provided for a given Event by the Event Organizer.
5. After receiving the order and payment, the Service Provider creates a new Event in the MEETING15 System and makes it available to the Event Organizer.
6. The Event Organizer defines in the MEETING15 System all service parameters, Tickets, Participant groups, dependencies and methods for managing conversations or meetings between Participants, publication of live streams from the Event, and all other components of the Event. The Organizer bears full responsibility for incorrectly entered data and the consequences of incorrectly entered data in the MEETING15 System. The Organizer undertakes not to enter data that may violate the law, the rights of third parties or institutions, including copyrights, or data and information that may be considered offensive, inciting hatred, or other information that may put the Service Provider in an unfavorable light in the eyes of the public. The Service Provider reserves the right to block an Event containing the aforementioned data or information until they are removed.
7. After the Event, the Service Provider settles with the Organizer all possible additional costs related to the Event, such as sent SMS messages and others that could not be precisely determined before the Event began. By placing an order for the Service, the Organizer accepts the prices and terms of settlement of additional Event costs and undertakes to pay the VAT invoice issued after the Event by the Service Provider in its full amount and within the deadline specified on that invoice.
8. Cost of SMS messages sent within Poland: PLN 0.17 gross / SMS, sent to European Union countries outside Poland: PLN 0.30 gross / SMS, outside the European Union: PLN 0.40 gross / SMS.

§ 7. TICKETS – PARTICIPATION PACKAGES – BUSINESS PACKAGES

(section applies only to those events for which the organizer has enabled the sale of tickets and/or packages)

The MEETING15 System enables the sale of Tickets and Packages for Events, during Events or related to Events. The Service Provider provides software enabling the execution of these processes.

1. A User purchasing a Ticket in their own name (Purchasing User) or representing a legal entity, organization, institution or other organizational unit, enters into an agreement with the Event Organizer.
2. The Ticket purchase process includes the following steps:
   1. After deciding to purchase a Ticket, the User is directed by the Event Organizer from their website to a dedicated Ticket sales page for the given Event operated by the Service Provider under the domain https://meeting15.com, or https://meeting15.live. For example, the dedicated Ticket sales page for the Event: conference-xyz, takes the form: https://meeting15.com/pl/buy/tickets/conference-xyz.
   2. The User selects the type of Ticket, the payment method (pro-forma invoice, Blik, PayByLink, credit card, payment links – service provided by iMoje, ING Bank Śląski S.A.), accepts these Terms and confirms other clauses required by the Service Provider and Event Organizer, fills in all required fields of the purchase form and completes the purchase or places an order for the Ticket if the Event Organizer has established an additional order confirmation mechanism in the purchase process.
   3. The MEETING15 System sends the User a confirmation of the purchased Ticket or confirmation of the Ticket order, and after the Organizer's acceptance – a confirmation of the purchased Ticket.
3. By purchasing a Ticket, the User enters into an agreement in their own name or on behalf of the organizational unit on whose behalf the Ticket was purchased, with the Event Organizer, or with the Service Provider if the Service Provider acts as the Organizer's agent or Ticket seller for the given Event.
4. The Purchasing User does not have the right to withdraw from the concluded Ticket sales agreement in accordance with Article 38(1)(12) of the Act of 30 May 2014 on consumer rights.
5. Tickets and/or Packages sold through the MEETING15 System are delivered exclusively in electronic form to the e-mail address provided by the User during the order, or made available within the User's account in the MEETING15 System. Delivery of Tickets and/or Packages in electronic form does not involve any additional delivery costs.
6. The User provides their personal data voluntarily, with the reservation that providing data marked as required is necessary to complete the Ticket and/or Package purchase process, conclude the sales agreement, issue accounting documents, and deliver the purchased Ticket and/or Package. Failure to provide the required data may prevent the completion of the purchase.
7. In the event of a complaint regarding the execution of an Event for which a Ticket was purchased, the complaint rules described in § 9 shall apply. The Service Provider will make every effort to assist the User in effectively enforcing their rights arising from the purchased Ticket against the Event Organizer.
8. A complaint regarding the execution of an Event for which a Ticket was purchased shall be understood as a situation in which, in the User's opinion, they did not receive the service for which they paid by purchasing the Ticket. In such a situation, the User is entitled to file a complaint in accordance with the rules described in § 9 of these Terms.
9. The Service Provider shall not be liable for the quality of the Event's execution by the Event Organizer. The Service Provider shall not be liable for the cancellation of an Event by the Organizer due to reasons beyond the control of the Service Provider or the Organizer, such as Force Majeure, defined as an external, extraordinary and unforeseeable event that could not have been prevented despite the exercise of due diligence. The effects of such an event prevent the fulfillment of obligations, and the person or company invoking it cannot be held at fault. Users purchasing tickets and/or packages are aware of the risk arising from the occurrence of Force Majeure or other circumstances that may necessitate the cancellation of the event, and consequently the lack of refund of amounts paid for the ticket/package by the Service Provider and the Organizer to the purchasing user or the entity they represented at the time of purchase. The Organizer and the Service Provider will make every effort to prevent such a situation; however, in the context of armed conflicts, recent pandemics and financial crises, they wish to inform the user purchasing a ticket and/or package that such events may occur that result in the loss of funds paid for the purchase of tickets and/or packages without the possibility of recovery, and therefore by making the purchase, the purchasing user acknowledges and agrees to bear such risk.

§ 7a. RIGHT OF WITHDRAWAL FOR ENTREPRENEURS WITH CONSUMER RIGHTS

1. This section governs the rights of Users who are Entrepreneurs with Consumer Rights, i.e. natural persons entering into an agreement directly related to their business activity, when the content of the agreement indicates that it does not have a professional nature for that person.
2. An Entrepreneur with Consumer Rights has the right to withdraw from a distance contract without giving reasons within 14 days from the date of conclusion of the agreement (in the case of services) or from the date of receipt of the Product (in the case of sale of goods).
3. In order to exercise the right of withdrawal, a User who is an Entrepreneur with Consumer Rights should inform the Service Provider of their decision by means of an unambiguous statement sent:
   1. by e-mail to: office@meeting15.com;
   2. by registered mail to the Service Provider's registered address: MEETING15 S.A., ul. Płochocińska 164/7c, 03-044 Warsaw.
4. To meet the withdrawal deadline, it is sufficient to send the statement before the expiry of the 14-day period.
5. The right of withdrawal does not apply to agreements:
   1. for the provision of services, if the Service Provider has fully performed the service with the express consent of the User, who was informed before the commencement of performance that they would lose their right of withdrawal upon full performance by the Service Provider;
   2. for the supply of digital content not supplied on a tangible medium, if performance has begun with the User's express consent;
   3. relating to Tickets for events, in accordance with Article 38(1)(12) of the Consumer Rights Act.
6. In the event of an effective withdrawal from the agreement, the Service Provider shall refund the User all payments received, no later than 14 days from the day of receipt of the withdrawal statement, using the same payment methods as those used by the User.
7. An Entrepreneur with Consumer Rights, when returning a physical Product, shall return it without undue delay, no later than 14 days from the date of withdrawal, to the Service Provider's registered address. The Product must not show signs of use beyond ordinary inspection of its properties.

§ 8. SALE OF PRODUCTS DURING THE EVENT

(section applies only to those events for which the organizer has enabled the sale of products, e.g. books, merchandise and other items related to the event topic)

The MEETING15 System enables the sale of Products during Events or related to Events. The Service Provider provides software enabling the execution of these processes.

1. A User purchasing a Product in their own name or representing a legal entity, organization, institution or other organizational unit, enters into an agreement with the Event Organizer.
2. The Product purchase process includes the following steps:
   1. After deciding to purchase a Product, the User selects the Product, the payment method (pro-forma invoice, Blik, PayByLink, credit card, payment links – service provided by iMoje, ING Bank Śląski S.A.), accepts these Terms and confirms other clauses required by the Service Provider and Event Organizer, fills in all required fields of the purchase form and completes the purchase.
   2. By purchasing a Product, the User enters into an agreement in their own name or on behalf of the organizational unit on whose behalf the Product was purchased, with the Event Organizer, or with the Service Provider if the Service Provider acts as the Organizer's agent or Product seller for the given Event.
3. Depending on the settings of a specific Event, receipt and delivery of the purchased product may be carried out via courier service or in-person pickup at designated collection points.
4. Products carry a manufacturer's warranty. The warranty terms are specified in the warranty documentation enclosed with the selected product on a case-by-case basis.
5. In the event of a complaint, the complaint rules described in § 9 of these Terms shall apply. The Service Provider will make every effort to assist the User in effectively enforcing their rights arising from the purchased Product against the Event Organizer.
6. A Purchasing User exercising their statutory right of withdrawal within 14 days from the date of receipt of the Product should send the Product to the Service Provider's registered address, and the withdrawal statement by e-mail to office@meeting15.com. The Product must not have been used, but only inspected/tested in terms of its functional characteristics. In the event of returning a damaged product, the Purchasing User will receive a refund of the amount paid reduced by the cost of restoring the product to its original value.

§ 9. COMPLAINT PROCEDURE

1. Users may submit all complaints in writing, via registered mail addressed to the Service Provider's registered address or by e-mail to: office@meeting15.com.
2. A User may file a complaint within 14 days from the date of the occurrence of the event giving rise to the complaint.
3. A complaint should contain at least:
   1. the User's first and last name and contact details;
   2. a description of the event giving rise to the complaint;
   3. specification of the claim (refund, repair, replacement, price reduction);
   4. order number or other data enabling identification of the transaction.
4. Users may submit all complaints in writing, via registered mail addressed to the Service Provider's registered address or by e-mail to: office@meeting15.com.
5. A User may file a complaint within 14 days from the date of the occurrence of the event giving rise to the complaint.
6. A complaint will be processed within 14 days from the date of its receipt by the Service Provider.

§ 9a. Rights of Entrepreneurs with Consumer Rights in Complaint Proceedings

1. Entrepreneurs with Consumer Rights, i.e. persons conducting business activity for whom the concluded agreement does not have a professional nature, are entitled to the following rights in the event of non-conformity of goods or services with the agreement:
   1. demand for repair of the goods or re-performance of the service – the Service Provider is obliged to fulfill the demand within a reasonable time, without excessive inconvenience to the User;
   2. demand for replacement of the goods with new ones – if repair is impossible or would generate excessive costs;
   3. demand for a price reduction – proportional to the degree of non-conformity;
   4. withdrawal from the agreement – if the non-conformity is material and cannot be remedied within a reasonable time.
2. An Entrepreneur with Consumer Rights uses the warranty for defects under the rules set out in the Civil Code, taking into account the provisions of the Consumer Rights Act applied accordingly.
3. A response to a complaint from an Entrepreneur with Consumer Rights is provided in writing or via e-mail, with a detailed justification of the Service Provider's position.
4. An Entrepreneur with Consumer Rights, in the event that a complaint is not upheld, has the right to use out-of-court dispute resolution methods, including referring the matter to the Permanent Consumer Arbitration Court operating at the competent Trade Inspection Inspectorate.

§ 10. FINAL PROVISIONS

1. The ability for a User to log into the MEETING15 System requires prior acceptance of the Terms.
2. The Service Provider reserves the right to amend the Terms for important reasons, in particular in the event of changes to applicable law, the introduction of new functionalities of the MEETING15 System, the commencement of new services, or changes to the technical conditions of Service provision. Such changes shall take effect from the moment the new version of the Terms is made available on the Platform's website.
3. All disputes related to the provision of the Service and the provisions of the Terms shall be subject to the jurisdiction of the court having local jurisdiction for the Service Provider's registered address.