IPIC2023 Registration Terms & Conditions

By registering for the Conference, you agree to these terms. If you are registering on behalf of another individual, it is your responsibility to ensure the person participating is aware of these terms and accepts them. By completing the registration on behalf of another individual you are warranting that you have made the participant aware of these terms and that they have accepted these terms.

 

Payment for Registration

Full payment of the applicable fee for the Conference is due when submitting your registration.

 

Currency and GST

All prices are quoted in EUROS and include VAT 0%.  

 

Confirmation and Tax Invoice

As soon as you have completed your registration, you will be sent a confirmation email. Within 30 days after your payment has been received, you will receive via email a PDF Invoice. Please ensure that your valid email is entered correctly on the registration form and check your junk mail folder in case your confirmation email(s) are caught by spam filters.

 

Conference Updates

Information for attendees will be sent electronically to the email address that is provided at the time of registration.

 

Credit Card Payments

Credit card charges appear as “WWW.PIXTRICKS.GR PALAIO FALIRO” on your card statement.

 

Registration Inclusions

Refer to the conference registration web page for inclusions relevant to your registration category.   All other costs associated with your attendance shall be borne solely by you, and the Conference shall have no liability for such costs.

 

Program changes

The organizers reserve the right to change any and all aspects of the Conference, including but not limited to, the Event name, themes, content, program, speakers, format, performers, hosts, moderators, venues, and times.

 

Intellectual Property

All intellectual property rights to the Conference content, and all materials distributed at or in connection with the Event are owned by ALICE.

 

Disruptive Conduct

You acknowledge and agree that the Host reserves the right to exclude any person from registering for, or participating in, any Event.  In addition, the Host may remove any person from and their access to the Event if, in their sole discretion, determine that your participation or behaviour creates a disruption or hinders the Event or the enjoyment of the Event content by other attendees.

 

Insurance

The registration fees do not include insurance of any kind. Participants are advised to take out appropriate insurance. The does not cover individuals against the cancellations of bookings for any reason including cancellation or postponement of the Event or for theft or damage to belongings.

 

Registration Cancellation

Any individual registration cancellation requests are subject to the cancellation policy listed below and as agreed to when registering for the Event.

All cancellation requests must be sent to IPIC local organizing team ipic_finance@iccs.gr

Cancellations requested on or before April 30th, 2023 will be eligible for a half refund.

No-shows or cancellations requested on or after April 30^th, 2023 are not eligible for a refund.

 

Registration Transfers: If a registered attendee is unable to attend the Conference, their registration may be transferred to another person who is not already registered for the Conference at the same institution or organization at no additional charge. Transfers can be made by emailing ipic_finance@iccs.gr

 

Cancellation or Postponement

The Host does not accept any liability for losses incurred if the in person Event is cancelled or postponed due to an unforeseen occurrence or any other occurrence that renders performance of the Event inadvisable, illegal, impracticable or impossible. An unforeseen occurrence shall include but shall not be limited to: an Act of God; infectious disease outbreak, industrial disruptions, service provider failures, governmental restrictions and/or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension, and/or restriction on transportation; or any other emergency.

 

COVID-19

The event will take place in accordance with government, and venue COVID-19 safety guidelines and protocols, and the Host will take all reasonable steps to provide a safe environment for all event attendees, staff, and suppliers.

In registering to attend the event in person, you acknowledge that whilst all precautions are being taken to make the event COVID safe, there is a risk of contracting COVID-19 at the event, and you do not hold the Host responsible for any transmission at the event.

In person attendees are required to abide by all COVID-19 guidelines and protocols in place at the venue at the time of the event which may include but not be limited to social distancing, mask wearing and vaccination mandates. Any delegates, feeling unwell or displaying COVID-19 like symptoms must not attend the venue.

 

Technical Disruption

The Host does not take responsibility for technical issues outside of our control, i.e. internet and power outages. Where possible we will supply backup solutions to avoid any prolonged interruptions, but this cannot be guaranteed if the cause of the interruption falls outside our jurisdiction.

 

Event conduct and safety

The Host is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, and has no tolerance for discrimination, harassment, or bullying in any form. Participants are expected to adhere to these principles and respect the rights of others.  

 

Liability waiver & release

In consideration of being allowed to register for, and participate in the event, you hereby warrant and represent that you are age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue IEEE or its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury.

 

Service as an invited speaker

If you agree to speak at IPIC2023, we may share your contact and biographical information with event attendees. Sometimes we may also request a photograph. In other cases, we post on the respective event website information such as your name, employer, physical work address, work email address, as well as a link to your company website and/or professional LinkedIn page available to the public. This is so that visitors to the event website, including event attendees and speakers, can contact you with questions and requests for more information, and to provide feedback if needed. Additionally, speakers may be asked to complete a release agreement or copyright form prior to their presentation. 

 

Usage of photographic and video material

To comply with Hellenic data privacy laws, IPIC imposes certain restrictions on the use of multimedia at its events (e.g. photography, video, audio, online streaming, and all future mediums).  An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever.

IPIC may hire professional service providers (photo/video/streaming/audio) to document and display the event experience.  IPIC may also use social media (e.g. Twitter) to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue.  Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party. 

By attending the event, you acknowledge and agree as follows: (a) IPIC may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) due to the prevalence of mobile recording devices in today’s world, IPIC disclaims all liability for the capture of your image in any multimedia format by other attendees at the event.

 

 

GDPR consent statement

 

General Data Protection Regulation (GDPR) information clause for the participants of the IPIC Conference

According to Article 13(1) and (2) or Article 14(1) and (2) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27th 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), hereinafter referred to as “GDPR”, we inform you about the manner and purpose for which we process your personal data, as well as your data protection rights, as follows:

 

1. Personal data controller

The controller of your personal data is the Institute of Communication and Computer Systems. You can contact the controller of your personal data in the following way:

• by post, to the address: 9, Iroon Polytechniou Str.., 15773 Zografou
• by email: dpo@iccs.gr

 

2. Data protection officer

A data protection officer may be contacted by you on all matters concerning the processing of your personal data and the exercise of rights related to the processing of the data by email dpo@iccs.gr

 

3. The purposes of data processing and the legal basis for the processing

The administrator processes your personal data for the purpose of:

• registration for the Conference and contact with participants as part of the organizational activities preceding the event and for providing selected materials after the event - the legal basis for the processing of personal data is the consent of the data subject (Article 6 (1) (a) of the GDPR);
  The data subject has the right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of the processing which was carried out on the basis of consent before its withdrawal.
• maintaining security requirements during the Conference related to the list of participants - the legal basis for data processing is the necessity of processing to implement the legitimate interest of the Administrator. In this case, the Controller's legitimate interest is to ensure security during the Conference (Article 6 (1) (f) of the GDPR),
• making contact with the participants of the Conference - the legal basis for data processing is the necessity of processing for purposes arising from legitimate interests pursued by the Administrator. In this case, the Controller's legitimate interest is contact with Conference participants (Article 6 (1) (f) of the GDPR),
• keeping statistics and reports as well as archiving for the Administrator's internal needs related to the number of event participants - the legal basis for data processing is the necessity of processing for purposes resulting from legitimate interests pursued by the Administrator. The Controller's legitimate interest is to keep statistics and reports (Article 6 (1) (f) of the GDPR),
• possible agreement, investigation or defense against claims related to the organization of the Conference - the legal basis for data processing is the necessity of processing to implement the legitimate interest of the Administrator. The legitimate interest of the Administrator in this case is the possibility of establishing, investigating or defending against claims (Article 6 (1) (f) of the GDPR).

 

4. Period of personal data storage

Personal data will be stored for 24 months from the end of the Conference or until you submit your request:

• for their removal, withdrawal of consent to the processing of personal data, processing restrictions, objection to their processing or their transfer,

• in order to establish an investigation or defense against claims - until the claims are time-barred in accordance with generally applicable provisions of Greek law;
• until the legally justified interest of the Administrator is realized,
• until the obligation to store personal data resulting from the generally applicable provisions of Greek law expires.

 

5. Data Recipients

We may share your data with entities rendering postal or courier services, public authorities or entities that are entitled to obtain personal data on the basis of applicable law as well as other entities cooperating with us, to the extent necessary and for the purpose compliant with the performance of the contract.

 

6. Rights related to processing of personal data

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

• the right to access your personal data;
• the right to demand rectification of inaccurate personal data and supplementation of incomplete personal data;
• the right to demand deletion of your personal data. data; This right does not apply, in particular, if the processing of the data is necessary to fulfill a legal obligation requiring such processing under the applicable law or to perform a public task;
• the right to request limitation of your personal data processing;
• the right to object to the processing of your personal data, due to your specific situation, in cases when we process your data due to our legitimate interest, including direct marketing or performance of a public task. NOTE: as regards processing for direct marketing purposes, you may object at any time regardless of your specific situation;
• the right to transfer your personal data, i.e. the right to receive personal data from us, in a structured, commonly used, machine-readable format. You may transfer this data to another data controller or request that we transfer your data to another data controller. However, we will only do so if such transfer is technically possible. You have the right to transfer your personal data only in respect to the data which we process automatically, i.e. in electronic form, on the basis of an agreement with you or on the basis of your consent;
• the right to lodge a complaint to the supervisory authority dealing with personal data protection

 

7. Transfer of personal data outside the European Economic Area (EEA)

Your personal data will not be processed outside the EEA.

 

8. Profiling and automatic processing

Your data will not be profiled.