Terms and Conditions – PTMEIAA EN
Beginning Of The Congress |

Terms and Conditions
of the XXIV International Congress of Aesthetic Medicine and Anti-Aging
2–4 October 2026, Warsaw

§1 General provisions

  1. These regulations (Regulations) set out the rules for participation in the XXIV International Congress of Aesthetic Medicine and Anti-Aging (Congress), including the procedure for concluding and performing the Congress participation agreement.
  2. The Congress takes place on 2-4 October 2026 in Warsaw, at the Crowne Plaza Warsaw The HUB hotel at Rondo Ignacego Daszyńskiego 2, 00-843 Warszawa.
  3. The organiser of the Congress is Polskie Towarzystwo Medycyny Estetycznej i Anti-Aging – Polskie Towarzystwo Lekarskie Oddział w Warszawie with its registered office in Warsaw, entered in the register of entrepreneurs and the register of associations, other social and professional organisations, foundations and independent public healthcare institutions of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, 12th Commercial Division of the National Court Register under KRS number: 0000357150, with NIP 7010236972 and REGON 142421711 (Organiser).
  4. The registered office address of the Organiser is: ul. Ludna 2 lok. 103, 00-406 Warszawa.
  5. The Organiser’s e-mail address is: sekretariat@ptmeiaa.pl.
  6. The administrative support for the Congress is provided, on behalf of the Organiser, by Brilliant Group spółka z ograniczoną odpowiedzialnością with its registered office in Kraków, at Plac Bohaterów Getta 3/L1, 30-547 Kraków, entered in the register of entrepreneurs of the National Court Register kept by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register under KRS number: 0000520837, with NIP: 6762478890 and REGON: 123193446, with share capital of PLN 37,400.00 (Organisational Office). With regard to the processing of Participants’ personal data, the Organisational Office acts as a data processor within the meaning of Article 28 of the GDPR, on the basis of a data processing agreement concluded with the Organiser.
  7. The content of these Regulations shall be made available to the Participant before concluding the Congress participation agreement in a manner enabling its acquisition, reproduction and recording, and shall be permanently available on the Congress website at https://kongres.ptmeiaa.pl (Congress Website).

§2 Definitions

The terms used in these Regulations shall have the following meanings:

  1. Organisational Office – the entity referred to in section 1.6. of these Regulations;
  2. Certificate of Participation – the certificate referred to in section 15. of these Regulations;
  3. Badge – a personal document issued to the Participant by the Organiser, indicating the Participant’s category and serving for access control to individual zones of the Congress, as referred to in section 7. of these Regulations;
  4. Congress – the XXIV International Congress of Aesthetic Medicine and Anti-Aging, described in section 1.2. of these Regulations;
  5. Consumer – a Participant who is a natural person entering into a legal transaction with the Organiser that is not directly related to their business or professional activity; a natural person conducting business activity who concludes an agreement directly related to their business activity shall also be considered a Consumer where the content of that agreement indicates that it is not of a professional nature to that person;
  6. Cosmetologist – a person holding a bachelor’s or master’s degree in cosmetology, obtained by completing higher education studies conducted in the Republic of Poland, or equivalent qualifications obtained abroad;
  7. Physician – a person holding a valid medical licence (PWZ) to practise as a physician or dentist, issued under the Act of 5 December 1996 on the professions of physician and dentist (ustawa o zawodach lekarza i lekarza dentysty);
  8. Organiser – the entity referred to in section 1.3. of these Regulations;
  9. Industry Representative – a representative of the medical-business sector, including a medical facility manager or a person representing a supplier of goods or services for the healthcare sector;
  10. PWZ – the Medical Licence (PWZ), as referred to in section 2. sub-section 7) of these Regulations;
  11. Regulations – this document;
  12. GDPR – 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;
  13. Business Session – a part of the Congress programme devoted to organisational, management, legal, marketing, financial, tax, communications or other aspects of conducting or operating a business in the healthcare, aesthetic medicine, cosmetology or related sectors, which does not include Restricted Access Content and constitutes an Open Session;
  14. Scientific Session – a lecture, session, panel discussion, workshop or other part of the Congress programme of a scientific, educational or training nature, designated in the Congress programme – depending on its content – as an Open Session or a Restricted Session;
  15. Open Session – a Session not containing Restricted Access Content, available to all Participant categories entitled to entry on a given day in accordance with the Entitlements Table;
  16. Sponsored Session – a part of the Congress programme organised with the participation of a Sponsor or another external entity, comprising in particular the presentation, discussion or promotion of medicinal products, medical devices, technologies, services or solutions used in healthcare or aesthetic medicine – designated, depending on its content, as an Open Session or a Restricted Session;
  17. Restricted Session – a Session designated by the Organiser as available exclusively to Physicians and other persons entitled to receive the content covered by it in accordance with the law, constituting Restricted Access Content, whereby such designation is mandatory where the Session includes advertising of a prescription medicinal product or a medical device intended for use by users other than lay persons;
  18. Sponsor – an external entity conducting commercial activity that has concluded a sponsorship agreement with the Organiser covering presence in the Exhibition Zone or the organisation of a Sponsored Session;
  19. Congress Website – the website referred to in section 1.7. of these Regulations;
  20. HCP Only Booth – a booth in the Exhibition Zone marked as available exclusively to Physicians and other persons entitled to receive advertising of prescription medicinal products and medical devices intended for use by users other than lay persons in accordance with the law;
  21. Open Access Booth – a booth in the Exhibition Zone marked as available to all Participant categories;
  22. Exhibition Zone – a designated zone within the Congress venue comprising exhibitor and Sponsor booths;
  23. Medical Student – a person holding a valid student card from a public or private university in the 2025/2026 or 2026/2027 academic year who is enrolled in medical or dental studies;
  24. Entitlements Table – the table specifying the scope of entitlements for each Participant category, set out in section 3.2. of these Regulations;
  25. Restricted Access Content – Restricted Sessions, HCP Only Booths and other materials, presentations or parts of the programme comprising advertising of a prescription medicinal product or a medical device intended for use by users other than lay persons, intended exclusively for persons entitled to receive such advertising in accordance with the law;
  26. Participant – a natural person who has successfully completed, or on whose behalf has been successfully completed, the registration process for the Congress in accordance with these Regulations;
  27. Medical Professional – a person practising a medical profession other than physician or dentist, listed in the Act of 17 August 2023 on certain medical professions (ustawa o niektórych zawodach medycznych), the Act of 15 July 2011 on the professions of nurse and midwife (ustawa o zawodach pielęgniarki i położnej), the Act of 1 December 2022 on the profession of paramedic and the paramedic self-government (ustawa o zawodzie ratownika medycznego oraz samorządzie ratowników medycznych), the Act of 25 September 2015 on the profession of physiotherapist (ustawa o zawodzie fizjoterapeuty), the Act of 15 September 2022 on laboratory medicine (ustawa o medycynie laboratoryjnej), the Act of 10 December 2020 on the profession of pharmacist (ustawa o zawodzie farmaceuty) or the Act of 20 July 1950 on the profession of feldsher (ustawa o zawodzie felczera).

§3 Participant categories and scope of entitlements

  1. Participation in the Congress takes place in one of the following categories:
    • Physician;
    • Medical Student;
    • Cosmetologist;
    • Industry Representative;
    • Medical Professional.
  2. The scope of entitlements for each category is specified in the Entitlements Table set out below. In the event of a conflict between the Entitlements Table and other provisions of these Regulations, the Entitlements Table shall prevail, with the exception of section 3.3. of these Regulations.
    Category Access days Open Sessions Restricted Sessions Sponsored Sessions Open Access Booths HCP Only Booths
    Physician 02-04.10.2026 YES YES YES YES YES
    Medical Student 02-04.10.2026 YES YES NO YES NO
    Cosmetologist only 4.10.2026 (Sunday) YES NO NO YES NO
    Industry Representative per programme YES (Business Sessions only) NO NO YES NO
    Medical Professional only 4.10.2026 (Sunday) YES NO NO YES NO
  3. Open Sessions include Business Sessions and those Scientific Sessions and Sponsored Sessions that do not constitute Restricted Access Content. Restricted Sessions and HCP Only Booths constitute Restricted Access Content and are available exclusively to Physicians and other persons entitled to receive advertising of prescription medicinal products and medical devices intended for use by users other than lay persons. A Medical Professional may be admitted to a given Restricted Session only to the extent that, by virtue of the profession practised, they are a person entitled to receive the content covered by that Session in accordance with the law.
  4. The pool of Congress participation packages for Medical Students has been limited to 20 (in words: twenty). Registration for the Congress as a Medical Student is determined by the order of payments – the right to participate in the Congress as a Medical Student is allocated in order of payments until the pool is exhausted. The Organiser may increase the pool of Congress participation packages for the Medical Student category.
  5. The Organiser may introduce other Participant categories (e.g. online participant, VIP participant, speaker) by means of a notice published on the Congress website. The introduction of new Participant categories shall not affect the rights acquired by virtue of concluding a Congress participation agreement under previously existing participation categories.

§4 Registration and verification of Participant status

  1. Registration for the Congress takes place via an electronic form available on the Congress Website.
  2. The registration process includes:
    • selecting one of the participation categories under section 3. of these Regulations;
    • completing the form with personal data and – where applicable – data necessary for issuing an invoice;
    • reading these Regulations;
    • in the case of registration by a Consumer later than 15 days before the start of the Congress – the Consumer’s express request for the provision of services within the Congress to begin before the expiry of the withdrawal period referred to in section 10.5. of these Regulations, together with confirmation that they have been informed that, upon full performance of the service by the Organiser, they will lose the right to withdraw from the Congress participation agreement;
    • payment of the registration fee in accordance with section 9.3. of these Regulations.
  3. The conclusion of the Congress participation agreement, resulting in the acquisition of the status of Participant and the right to participate in the Congress on the terms set out in these Regulations in return for the registration fee paid, occurs at the moment the Organiser sends a registration confirmation to the e-mail address provided in the form. Receipt of the registration confirmation at the e-mail address is equivalent to the successful completion of the registration process.
  4. The successful completion of the registration process culminating in the Organiser sending a registration confirmation, pursuant to section 4.3. of these Regulations, is conditional upon:
    • payment in full of the registration fee applicable to the given participation category;
    • positive verification by the Organiser that the criteria for the given participation category have been met.
  5. In view of the provisions governing the advertising of medicinal products and medical devices, arising in particular from the Act of 6 September 2001 – Pharmaceutical Law (Prawo farmaceutyczne) and the Act of 7 April 2022 on medical devices (ustawa o wyrobach medycznych), commencing the registration process is deemed equivalent to the submission by the person applying for Participant status in the category of:
    • Physician – a declaration that they hold a valid medical licence (PWZ) to practise as a physician or dentist and are a person entitled to receive advertising of prescription medicinal products and medical devices intended for use by users other than lay persons, or other products or materials whose advertising may not be directed to the general public but may only be directed to persons authorised under generally applicable legislation;
    • Medical Student – a declaration that they hold, in the 2025/2026 or 2026/2027 academic year, the status of a student of medical or dental studies, confirmed by a valid student card or a certificate from the university;
    • Cosmetologist – a declaration that they hold cosmetology qualifications documented by a diploma of completion of studies or another document confirming the professional title of bachelor or master in cosmetology and that they do not practise a medical profession;
    • Industry Representative – a declaration that they are a representative of the medical-business sector, in particular a medical facility manager or a person representing a supplier of goods or services for the healthcare sector;
    • Medical Professional – a declaration that they practise a medical profession other than physician or dentist, listed in the Act of 17 August 2023 on certain medical professions (ustawa o niektórych zawodach medycznych), the Act of 15 July 2011 on the professions of nurse and midwife (ustawa o zawodach pielęgniarki i położnej), the Act of 1 December 2022 on the profession of paramedic and the paramedic self-government (ustawa o zawodzie ratownika medycznego oraz samorządzie ratowników medycznych), the Act of 25 September 2015 on the profession of physiotherapist (ustawa o zawodzie fizjoterapeuty), the Act of 15 September 2022 on laboratory medicine (ustawa o medycynie laboratoryjnej), the Act of 10 December 2020 on the profession of pharmacist (ustawa o zawodzie farmaceuty) or the Act of 20 July 1950 on the profession of feldsher (ustawa o zawodzie felczera).
  6. Regardless of the declarations referred to above, commencing the registration process is equivalent to the submission by the person applying for Participant status of a declaration that they acknowledge and accept the scope of participation applicable to the given participation category, as set out in the Entitlements Table, and to the assumption of an obligation to comply with the Organiser’s designations and communications aimed at ensuring entitlements are exercised in accordance with the scope set out in the Entitlements Table.
  7. The Organiser may make confirmation of registration conditional upon verification of the status of the person to acquire the status of Participant. Verification consists of presenting a document, whereby in the case of:
    • a Physician – a document confirming the Medical Licence (PWZ);
    • a Medical Student – a valid student card or a certificate from the university confirming the status of a student of medical or dental studies in the 2025/2026 or 2026/2027 academic year;
    • a Cosmetologist – a diploma of completion of studies or another document confirming the professional title of bachelor or master in cosmetology;
    • an Industry Representative – a document confirming employment by or representation of an entity in the medical-business sector;
    • a Medical Professional – a document evidencing the practice of a medical profession other than physician or dentist, as referred to in section 2. sub-section 27) of these Regulations.
  8. The documents referred to in section 4.7. of these Regulations are processed solely for the purpose of verifying compliance with the criteria for acquiring the status of Participant in a given category. The person applying for Participant status may redact in the submitted documents any data that is not necessary to confirm the status, unless its visibility is essential for proper verification. The Organiser shall delete copies of verification data no later than 30 days after the end of the Congress, unless longer retention of the data is necessary for the pursuit or defence against potential claims.
  9. In the case of registration carried out on behalf of a third party (e.g. by an employer, secretariat, business partner), commencing the registration process is equivalent to the submission by that person of an assurance that they are authorised to provide the personal data of the person to acquire the status of Participant and to carry out the registration on their behalf. Participation in the Congress on the basis of a Badge shall be deemed to constitute the Participant’s acceptance of the provisions of these Regulations and the assumption of an obligation to comply with the obligations imposed on the Participant thereunder.
  10. Failure to positively verify compliance with the participation criteria constitutes grounds for refusal of registration altogether or within a given participation category and may – where the criteria for another category are met – constitute grounds for a change of participation category in consultation with the person applying for Participant status or a person acting on their behalf. The person applying for Participant status or the person acting on their behalf shall then be entitled, as appropriate, to a full refund of the fee or to a refund of the difference between the fees. However, in the event of a change of participation category to a category associated with a higher registration fee, the successful completion of the registration process requires an additional payment.

§5 Congress Programme

  1. The Congress takes place in accordance with the Congress programme adopted by the Organiser, providing for a division into Scientific Sessions, Sponsored Sessions and Business Sessions. A Scientific Session and a Sponsored Session is designated in the Congress programme as an Open Session or a Restricted Session depending on whether it includes Restricted Access Content. Business Sessions constitute Open Sessions. Restricted Sessions are available exclusively to Physicians and other persons entitled to receive the given advertising in accordance with the law and the Entitlements Table.
  2. The detailed and up-to-date Congress programme shall be made available on the Congress Website.
  3. The Organiser reserves the right to update the Congress programme on an ongoing basis, including changes to speakers, the order of sessions and other programme elements, with due regard to the principle of proportionality, without prejudice to the essence of the service.
  4. Access to individual parts of the programme for a given participation category is specified in the Entitlements Table referred to in section 3.2. of these Regulations.
  5. Access control to the venues of individual parts of the Congress programme is carried out on the basis of the Badge referred to in section 7. of these Regulations.

§6 Exhibition Zone

  1. The Exhibition Zone comprises:
    • Open Access Booths – available to all Participant categories listed in section 3.1. of these Regulations;
    • HCP Only Booths – available exclusively to Physicians and other persons entitled to receive advertising of medicinal products and medical devices in accordance with the law.
  2. The Sponsor or exhibitor operating a given booth is responsible for its correct, clear and visible designation as Open Access or HCP Only, on the basis of the agreement concluded with the Organiser.
  3. The Sponsor (exhibitor) is responsible for the compliance of the content, materials and activities conducted at its own booth with the law, in particular with the provisions governing the advertising of medicinal products and medical devices, competition protection, personal data protection and copyright and industrial property rights. The Organiser is not responsible for the content and manner of conducting activities by Sponsors and exhibitors in respect of their own booths, subject to obligations arising from the sponsorship agreement and the law.
  4. In order to monitor compliance with the access rules for HCP Only Booths, the Organiser reserves the right to verify badges by the Congress staff and to deny access to this zone to a Participant who is not authorised.

§7 Badges

  1. The Organiser issues a Badge to the Participant.
  2. The Participant is required to wear the Badge in a visible place at all times while on the Congress premises.
  3. The Badge indicates the Participant’s category and serves as the basis for access control to individual zones of the Congress, in particular to HCP Only Booths.
  4. The following are prohibited:
    • making the Badge available to another person;
    • using another person’s Badge;
    • tampering with the form or content of the Badge.
  5. A breach of the Participant’s obligations arising from the prohibitions referred to in section 7.4. of these Regulations, as well as any other breach of these Regulations by the Participant, entitles the Organiser to apply the following measures:
    • issuing a warning to the Participant by the Congress staff or the Organiser;
    • denying entry to a specific zone of the Congress (e.g. the Exhibition Zone or a specific booth);
    • invalidating or requesting the return of the Badge;
    • exclusion from participation in the Congress, without the right to a refund of the registration fee, if the breach is of a serious or repeated nature and the Organiser was ready to provide the Participant with the services under the Congress participation agreement.
  6. The selection of measures referred to in section 7.5. of these Regulations shall take into account the nature and severity of the breach and the Participant’s attitude and conduct following its identification. The measure referred to in section 7.5. sub-section 4) of these Regulations shall be applied by the Organiser in cases of serious breaches, with due regard to the principle of proportionality and individual assessment of each case.
  7. If the Organiser or a person acting on their behalf has justified doubts as to the holder’s right to use a Badge, the Organiser may require the holder to present a photo identification document. Refusal to present an identification document constitutes grounds for applying the measures referred to in section 7.5. sub-sections 3) and 4) of these Regulations.

§8 Rules of conduct

  1. The Participant is required to comply with:
    • the provisions of these Regulations;
    • signage at the Congress venue;
    • communications of the Organiser and the Organisational Office;
    • instructions of the Congress staff and security services;
    • the rules of the venue in which the Congress is held.
  2. The Participant may take and share personal and commemorative photo, audio and video materials documenting the Participant’s presence at the Congress, in particular general (panoramic) shots of the Congress venue, photographs with other Participants and speakers who have given their consent, self-portraits (so-called selfies) and short recordings, provided that such materials:
    • do not capture in a manner enabling identification the content of presentations, exhibition materials, signage or the contents of Sponsor booths, or Restricted Access Content;
    • are used for personal purposes and do not serve commercial, advertising or promotional activities;
    • do not result in a breach of the prohibitions referred to in section 8.3. of these Regulations;
    • are lawful and do not infringe the rights of third parties.
  3. The Participant undertakes to refrain from:
    • photographing, video or audio recording of booths, exhibition materials, presentations and Restricted Access Content;
    • sharing the materials referred to in sub-section 1) with third parties, on social media, in messaging applications, on blogs, in the press or in any other public or private communication channels.
  4. The prohibitions arising from section 8.3. of these Regulations apply to all Participant categories and are intended to ensure that the Congress is conducted in compliance with generally applicable legislation and with respect for intellectual and industrial property rights.
  5. In the event of a breach of the prohibitions arising from section 8. of these Regulations, the Organiser or a person authorised by the Organiser may:
    • request the Participant to cease the breach;
    • request the Participant to independently remove materials recorded or shared in breach of these Regulations;
    • apply the measures referred to in section 7.5. of these Regulations;
    • pursue claims under generally applicable legislation.
  6. Section 7.6. of these Regulations shall apply accordingly.

§9 Fees and promotions

  1. Participation in the Congress is subject to a fee.
  2. Current registration fee rates are published on the Congress Website.
  3. Payment of the registration fee is made by traditional bank transfer or online via the payment operator indicated on the Congress Website.
  4. Failure to pay within the specified time limit entitles the Organiser to cancel the registration process. The Organiser shall inform the person applying for Participant status of the cancellation of the registration process by electronic means.
  5. The Organiser shall issue an invoice for the registration fee on the basis of the data provided in the registration form, within the time limits and to the extent required by the provisions on value added tax. In the case of a Participant who is a natural person not conducting business activity, an invoice shall be issued at the Participant’s request made within the time limit specified in those provisions. Correction of an invoice after its issue, including a change of buyer data, may only take place in accordance with the applicable tax regulations.
  6. The Organiser may conduct time-limited promotional campaigns, including competitions, under which a person applying for Participant status or a Participant who fulfils the promotional conditions will receive a specified additional benefit (e.g. a guaranteed prize, a discount, additional training materials). The terms of the promotion are specified in a promotional notice published on the Congress Website.
  7. The Organiser may terminate or change the terms of a promotion by means of a notice published on the Congress Website, with respect for the rights acquired by Participants who have fulfilled the promotional conditions.

§10 Resignation, right of withdrawal and refunds

  1. Resignation from participation in the Congress requires the submission or dispatch of a statement in written form (to the Organiser’s registered office address) or in documentary form (sent to the Organiser’s e-mail address). The date of resignation shall be deemed to be the date of dispatch of the statement to the Organiser.
  2. In the event of resignation from participation in the Congress, the Participant may be entitled to a refund of the registration fee paid, according to the following rules:
    • in the event of resignation submitted by 10 July 2026 inclusive – the Participant is entitled to a refund of 100% of the registration fee;
    • in the event of resignation submitted from 11 July 2026 to 10 August 2026 inclusive – the Participant is entitled to a refund of 50% of the registration fee;
    • in the event of resignation submitted after 10 August 2026 – no refund of the registration fee is available.
  3. The refund policy may be shaped differently in the case of cancellation of a conference package acquired under a promotional campaign, in accordance with the Organiser’s promotional notice.
  4. Failure to attend the Congress or failure to use the services under the Congress participation agreement does not entitle the Participant to a refund of the registration fee, either in whole or in part. The above is without prejudice to the Participant’s rights arising from section 10.2. of these Regulations.
  5. A Consumer who has concluded a Congress participation agreement outside the Organiser’s premises or at a distance may withdraw from that agreement within 14 days from the date of its conclusion, without giving a reason and without incurring costs other than those specified in the Act of 30 May 2014 on consumer rights (ustawa o prawach konsumenta). To meet the deadline, it is sufficient to send the withdrawal statement before its expiry. The withdrawal statement may be submitted in the manner provided for resignation referred to in section 10.1. of these Regulations. In the event of exercising the right of withdrawal, the Congress participation agreement shall be deemed not to have been concluded, and the Organiser shall refund the Consumer the registration fee within 14 days from the date of receipt of the statement, using the same method of payment as used by the Consumer, unless the Consumer has expressly agreed to a different method of refund. The template withdrawal statement constitutes Annex 1 to these Regulations.
  6. If the Consumer has requested the commencement of services, including participation in the Congress, before the expiry of the withdrawal period, in the event of exercising the right of withdrawal they are obliged to pay for the services provided up to the moment of withdrawal. The amount payable shall be calculated proportionally to the scope of the service provided, taking into account the applicable registration fee.
  7. The right of withdrawal from the agreement shall not be available to the Consumer where the Organiser has fully performed the service with the express consent of the Consumer who was informed before the commencement of the service that upon its completion they would lose the right to withdraw from the agreement. Full performance of the service occurs at the moment of completion of the provision of the services under the Congress participation agreement applicable to the given Participant category, the delivery of which was scheduled during the Congress.
  8. The Organiser has the right to cancel the Congress for important reasons. The Organiser shall notify the Participants by electronic means without delay, no later than 7 days before the planned start date, unless the cancellation results from unforeseeable circumstances that came to light at a later date. In such a case, the Participant shall be entitled to a full refund of the registration fee within 30 days from the date of cancellation. The important reasons referred to in the preceding sentence include in particular: the occurrence of force majeure or other circumstances beyond the Organiser’s control, the issue of decisions or recommendations by public authorities, the occurrence of a threat to the safety of Participants or the proper conduct of the Congress, unavailability of the venue, significant technical, organisational or sanitary restrictions, cancellation of participation by key speakers, Sponsors or Congress partners, as well as failure to achieve the minimum organisational, attendance or financial conditions necessary to hold the Congress in the planned format.
  9. The Organiser has the right to make a significant change to the date, venue or format of the Congress (including transferring it in whole or in substantial part to an online format). In such a case, the Participant shall be entitled to resign from participation in the Congress with the right to a full refund of the registration fee, within 14 days from the date of receipt of the information about the change. The exercise of this right shall take place in the manner referred to in section 10.1. of these Regulations.

§11 Complaints and out-of-court dispute resolution

  1. Complaints regarding the conduct of the Congress or the performance of the agreement may be submitted:
    • by electronic means to the Organiser’s e-mail address; or
    • in writing to the Organiser’s registered office address.
  2. A complaint should contain at least:
    • the Participant’s first and last name;
    • the Participant’s contact details;
    • a description of the circumstances justifying the complaint.

    The absence of any of these elements does not constitute grounds for refusing to consider the complaint if the data can be established by other means.

  3. The Organiser shall consider the complaint within 14 days from the date of its receipt and shall inform the complainant of the outcome in a manner corresponding to the form in which the complaint was submitted.
  4. The complaints procedure does not restrict the Participant’s right to pursue claims under general rules, in particular through the courts.
  5. The Organiser’s participation in out-of-court dispute resolution is voluntary, unless mandatory legislation provides otherwise. The Organiser shall inform the Consumer of any agreement or refusal to participate in such proceedings in response to the complaint. The Consumer may obtain information on out-of-court complaint resolution and claim pursuit methods, as well as the rules of access to these procedures, from the locally competent county or municipal consumer ombudsman, at the voivodship inspectorates of the Trade Inspection, and on the website of the President of the Office of Competition and Consumer Protection.

§12 Processing of personal data

  1. The controller of the personal data of persons applying for Participant status and of Participants within the meaning of the GDPR is the Organiser: Polskie Towarzystwo Medycyny Estetycznej i Anti-Aging – Polskie Towarzystwo Lekarskie Oddział w Warszawie.
  2. For matters related to the processing of personal data, the Organiser may be contacted:
    • by post – at the Organiser’s registered office address;
    • by e-mail – at the Organiser’s e-mail address.
  3. The Organiser processes the personal data of Participants for the following purposes and on the following legal bases:
    • for the purpose of concluding and performing the Congress participation agreement, including for registration, access control, issuing the Badge, conducting an evaluation survey and issuing the Certificate of Participation – on the basis of Article 6(1)(b) of the GDPR;
    • for the purpose of issuing accounting documents, making tax settlements and fulfilling archiving obligations – on the basis of Article 6(1)(c) of the GDPR in conjunction with tax and accounting regulations;
    • for the purpose of verifying the participation criteria of the person to acquire the status of Participant (Medical Licence (PWZ), student card, diploma, employment document) – on the basis of Article 6(1)(b) of the GDPR and Article 6(1)(c) of the GDPR to the extent that the verification arises from the provisions governing the advertising of medicinal products and medical devices;
    • for the purpose of handling complaints and pursuing and defending against claims – on the basis of Article 6(1)(f) of the GDPR;
    • for the purpose of fulfilling information and reporting obligations towards public authorities – on the basis of Article 6(1)(c) of the GDPR;
    • for the purpose of recording the course of the Congress and using materials featuring the image of Participants:
      • in respect of general shots in which the Participant’s image constitutes merely a detail of the whole, for documentary, reporting, educational and promotional purposes related to the Organiser’s activity – on the basis of Article 6(1)(f) of the GDPR, i.e. the Organiser’s legitimate interest;
      • in respect of the recording and use of the Participant’s image as the main subject of the material, in particular a portrait, interview, statement to camera or individual feature – on the basis of Article 6(1)(a) of the GDPR, i.e. the Participant’s consent.
  4. The Organiser processes the following categories of personal data, depending on the Participant category:
    • identification data, including first and last name, Medical Licence (PWZ) number, student card number or data from a university certificate;
    • contact data, including e-mail address, telephone number, correspondence address;
    • employment, profession and qualification data, including data on education, data of the nominating entity, data on the profession and professional practising entitlements;
    • billing data, including NIP number, REGON number, business address;
    • image – to the extent specified in section 13. of these Regulations.
  5. The recipients of data processed by the Organiser may include:
    • the Organisational Office – as a data processor;
    • entities providing the Organiser with accounting, administrative, office or legal services – as data processors;
    • IT service providers, including providers of the congress application, providers of electronic registration systems, providers of survey systems and payment operators – as data processors;
    • Sponsors and exhibitors – to the extent necessary for the provision of services arising from the Participant’s participation in Restricted Access Content, in particular to the extent of confirming the Participant’s entitlement to receive specific content in accordance with the law;
    • the competent public authorities – to the extent required by applicable legislation.
  6. The personal data of Participants shall be processed for periods arising from the purposes of processing, i.e.:
    • data processed for the purpose of handling the registration process and performing the Congress participation agreement – for the duration of the Congress participation agreement, and after its termination at least until the expiry of the limitation period for claims, in principle 6 years effective at the end of the calendar year, in accordance with Article 118 of the Civil Code;
    • data processed for settlement purposes and for the fulfilment of tax obligations – for the period arising from tax and accounting regulations, in principle 5 years from the end of the year in which the tax obligation arose;
    • data from verification documents – in accordance with section 4.8. of these Regulations;
    • data processed on the basis of consent – until the consent is withdrawn, but no longer than for the period justified by the purpose of processing;
    • image:
      • recorded in materials in which the Participant’s image constitutes merely a detail of the whole – for the period of use of such materials for documentary, reporting, educational and promotional purposes related to the Organiser’s activity, but no longer than 10 years from the date of the end of the Congress;
      • recorded in materials in which the Participant’s image constitutes the main subject of the material – until the Participant withdraws consent, but no longer than 10 years from the date of the end of the Congress, subject to the proviso that the withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal or the possibility of continued use of materials already disseminated, to the extent specified in section 13.3. of these Regulations.
  7. Data subjects have the rights arising from the GDPR, in particular:
    • the right of access to data and to obtain a copy thereof;
    • the right to rectification of data;
    • the right to erasure of data in the cases provided for in Article 17 of the GDPR;
    • the right to restriction of processing;
    • the right to data portability;
    • the right to object to processing based on Article 6(1)(f) of the GDPR;
    • the right to withdraw consent at any time – withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal;
    • the right to lodge a complaint with the President of the Personal Data Protection Office (ul. Stanisława Moniuszki 1A, 00-014 Warszawa).
  8. The personal data of Participants shall not be transferred outside the European Economic Area.

§13 Image

  1. The Organiser may record the course of the Congress in the form of photographs, video or audio material, and use such recorded materials for documentary, reporting, educational and promotional purposes related to the Organiser’s activity.
  2. The recording and use of the Participant’s image in materials in which the image constitutes merely a detail of the whole and not the main subject of the material (e.g. general shots of the hall, foyer, Exhibition Zone) does not require separate consent of the Participant, in accordance with Article 81(2)(2) of the Act of 4 February 1994 on copyright and related rights (ustawa o prawie autorskim i prawach pokrewnych).
  3. The recording and use of the Participant’s image as the main subject of the material, in particular in the form of a portrait, statement to camera, interview or individual feature with the Participant, takes place on the basis of the Participant’s consent, given after prior notification of the purpose of recording and use of the material. Consent may be given in particular by posing for a photograph, making a statement to camera or giving an interview. Consent is voluntary and may be withdrawn at any time; withdrawal of consent does not affect the lawfulness of use carried out before the withdrawal or the possibility of continued use of materials already disseminated.
  4. A Participant who does not wish to be recorded in the manner referred to in section 13.2. of these Regulations may inform the Organiser or the Congress staff, or may signal such unwillingness by moving away from the camera lens. The Organiser shall, as far as possible, take such a signal into account when recording and using materials from the Congress.
  5. The provisions of this section do not restrict the Participant’s right to the protection of their image under general rules, including the right to pursue claims arising from unlawful use of their image.

§14 Accommodation

  1. Participants may take advantage of preferential accommodation rates at the Crowne Plaza Warsaw The HUB and Holiday Inn Express Warsaw The HUB hotels. Detailed terms, including rate amounts and room availability limits, are published on the Congress Website.
  2. Accommodation booking is made independently by the Participant, directly with the hotel or via the booking channel indicated by the hotel, without the Organiser’s intermediation.
  3. The accommodation fee does not form part of the registration fee and is not covered by the Congress participation agreement concluded with the Organiser. The accommodation agreement is a separate agreement concluded between the Participant and the hotel.
  4. The terms of cancellation of the accommodation booking and refund of accommodation fees are subject to the hotel’s rules. The Organiser is not responsible for the financial consequences of cancellation of an accommodation booking, including in the event of the Participant’s resignation from participation in the Congress or cancellation or change of the Congress dates.

§15 Certificate of Participation

  1. The Organiser may issue the Participant with a certificate confirming participation in the Congress (Certificate of Participation). The Certificate of Participation is issued in electronic form and made available to the Participant in a manner enabling its download and recording.
  2. The Certificate of Participation contains in particular the Participant’s first and last name, participation category and the dates and venue of the Congress. If the Congress has been covered by the continuing professional development system for physicians or another educational credit system applicable to a given Participant category, the Certificate of Participation may also contain information on the number of credits awarded, in accordance with separate regulations and the accreditation terms obtained by the Organiser.
  3. Information on whether the Congress is covered by an educational credit system and on the number of credits shall be made available on the Congress Website.
  4. The condition for generating and making available the Certificate of Participation is the completion by the Participant of an evaluation survey, a link to which the Organiser sends to the Participant by electronic means to the e-mail address provided in the registration form, after the end of the Congress.
  5. The link to the evaluation survey and the Certificate of Participation are made available to the Participant within 30 days from the date of the end of the Congress.
  6. Completion of the evaluation survey is voluntary but necessary for the issuance of the Certificate of Participation. Failure to complete the survey does not affect the scope of the Participant’s other rights under the Congress participation agreement.

§16 Liability

  1. The Organiser shall be liable for damage caused by non-performance or improper performance of the obligations under the Congress participation agreement on the general principles arising from generally applicable legislation. The Organiser’s liability for damage caused by non-performance or improper performance of the obligations under the Congress participation agreement in relation to Participants who are not Consumers shall be limited to the amount of the registration fee paid by the Participant. The limitation of liability does not apply to damage caused intentionally.
  2. The Organiser shall not be liable for the property of Participants left unattended, lost, damaged or stolen on the premises of the Congress venue and in its surroundings, except in cases where liability arises from mandatory legislation.
  3. The Participant shall bear material and legal liability for damage caused by them on the premises of the Congress venue, at accommodation used by the Participant in connection with the Congress, and during additional activities organised as part of the Congress, on the general principles arising from generally applicable legislation.

§17 Amendments to the Regulations

  1. The Organiser has the right to introduce amendments to these Regulations for important reasons, in particular in the event of:
    • a change in legislation affecting the rules for organising the Congress or the content of these Regulations;
    • the issue of an enforceable decision by public authorities, including sanitary authorities, necessitating an amendment to these Regulations;
    • the need to adapt these Regulations to court rulings or decisions of competent authorities, including the President of the Office of Competition and Consumer Protection or the President of the Personal Data Protection Office;
    • the need to make organisational changes to the Congress that do not interfere with the material rights of Participants (e.g. the need to clarify the registration procedure or update contact details);
    • the occurrence of force majeure or other circumstances beyond the Organiser’s control.
  2. The Organiser shall inform Participants of any amendment to these Regulations by electronic means and on the Congress website at least 14 days before the amendment enters into force. In the event of an urgent need to introduce amendments to these Regulations arising from legislation or decisions of public authorities, the amendments may enter into force with a shorter notice period, which the Organiser shall expressly indicate in the notification of the amendment to these Regulations.
  3. In the event of an amendment to these Regulations, Participants who were registered for the Congress on the basis of these Regulations as in force before the amendment shall be entitled to resign from participation in the Congress with the right to a full refund of the registration fee within 14 days from the date of receipt of the information about the amendment. The right to resign with the right to a full refund of the registration fee shall not apply if the notification of the amendment to these Regulations indicates that Participants who registered for the Congress on the basis of these Regulations as in force before the amendment shall be subject to these Regulations in their previous wording.

§18 Final provisions

  1. The Participant is obliged to read these Regulations before commencing the registration process.
  2. A breach of these Regulations entitles the Organiser to apply the measures referred to in section 7.5. of these Regulations.
  3. The law applicable to the Congress participation agreement and to these Regulations is Polish law.
  4. If any provision of these Regulations proves to be invalid or ineffective, the remaining provisions shall remain in force. In place of invalid or ineffective provisions, the provisions of generally applicable legislation shall apply and, to the extent permitted by law, the provisions closest to the economic and legal purpose of the invalid or ineffective provisions.
  5. The Participant may not transfer the right to participate in the Congress to a third party without the Organiser’s consent given in documentary form, under pain of nullity.
  6. The court with jurisdiction to hear disputes arising from the Congress participation agreement shall be:
    • in cases involving Consumers – the court with jurisdiction in accordance with applicable legislation;
    • in cases involving Participants who are not Consumers – the court with territorial jurisdiction for the Organiser’s registered office.
  7. These Regulations shall apply from the date of publication on the Congress Website.
  8. These Regulations shall also apply to Congress participation agreements concluded before the date of their entry into force. The Organiser shall inform Participants who concluded an agreement before that date of the entry into force of these Regulations and of their content by electronic means to the e-mail address provided during registration or another address effectively communicated to the Organiser. A Participant whose agreement was concluded before the entry into force of these Regulations shall have the right to resign from participation in the Congress with the right to a full refund of the registration fee, regardless of section 10.2. of these Regulations, within 14 days from the date of receipt of the information referred to in the preceding sentence. Resignation shall take place in the manner referred to in section 10.1. of these Regulations.
  9. Whenever these Regulations refer to resignation from participation in the Congress, resignation shall mean a unilateral statement by the Participant terminating the Congress participation agreement before the start of the Congress, made on the terms and with the consequences specified in these Regulations. Resignation does not constitute withdrawal from the agreement within the meaning of section 10.5. of these Regulations, unless the content of the Participant’s statement indicates that they are exercising their statutory right to withdraw from the Congress participation agreement.

Annexes

  1. Template withdrawal statement for the Congress participation agreement.