REGULATIONS FOR PARTICIPATION IN THE RETAIL TRENDS 2025 CONGRESS

These Regulations set forth the general rules for the organization and participation in the Retail Trends congress held stationary on 01.04.2025. These Regulations constitute the content of the agreement concluded between the Organizer and the Company. 

Please read the following Terms and Conditions carefully before placing an order. By making a reservation, the Participant confirms that he/she has read the Terms and Conditions, understands and accepts their contents and agrees to abide by them.

§ 1 Definitions

For the purposes of these Regulations, the following terms shall have the following meanings:

  1. Congress – RETAIL TRENDS 2025
  2. Organizer – the company “Wydawnictwo Gospodarcze Spółka z ograniczoną odpowiedzialnością” with its registered office in Warsaw, ul. Postępu 18B, 02-676 Warsaw, entered in the Register of Entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register under the number KRS 0000079655, NIP 525-22-27-438, REGON 017462693, with the share capital of PLN 7,116,000.00,.
  3. Participant – an individual who, by completing the Application Form and paying for tickets, acquires – as a representative of the Company – the right to participate in the Congress, 
  4. Company – an entrepreneur , of which the Participant is a representative/representative/employee and on behalf of which the Participant acquires the right to participate in the Congress, 
  5. Exhibitor – the entity organizing a company stand at the Congress, as well as representatives and staff of this entity,
  6. Partner-sponsor of the Congress,
  7. Speaker – an individual who conducts a talk, lecture, presentation or other meeting as part of the Congress.
  8. Unpaid participant – persons participating in the Congress free of charge at the invitation of the Organizer, including Speakers, trade representatives (drugstore chains, retail chains, pharmacies)
  9. Registration form – online form for registration of Participants in the Congress,
  10. Working days – days from Monday to Friday excluding public holidays
  11. Law – Law on Personal Data Protection, dated May 10, 2018.
  12. RODO – General Data Protection Regulation of April 27, 2016. (Official Journal of the EU L of 2016 No. 119/1).

§ 2 Registration for the Congress

  1. The Participant may express his/her desire to participate in the Congress by means of the Application Form located on the website https://retailtrends.conrego.app/bilety. In order to apply for participation, it is necessary to provide the required personal and contact information of the Participant, as well as industry and business data of the Company.
  2. Before finalizing the application for participation in the Congress, please read the Regulations and confirm your acceptance of them.
  3. The application form applies to the participation of one person. 
  4. Subject to paragraph 8, the person signing the application form declares that he/she has the appropriate authorization or power of attorney to act for and on behalf of the Company on whose behalf he/she is acting, in particular to conclude an agreement with the Organizer. 
  5. The participant signing the application form has the opportunity to submit on behalf of the Company he/she represents a statement of consent to conduct direct marketing of products and services of the Organizer and its business partners, to receive electronically commercial information from the Organizer and its business partners, as well as to share personal data with business partners. The expression of consents is voluntary and does not condition the execution of the placed order.
  6. After submitting the registration form, a confirmation of the Congress registration will be sent to the e-mail address provided in this form.
  7. Subject to paragraph 8, the moment the completed application form is sent to the Organizer, a binding agreement between the Organizer and the Company on behalf of which the Participant acts for the Participant’s participation in the Congress is concluded, which is equivalent to the obligation to pay. 
  8. The Organizer may enter into a separate agreement with Partners, Exhibitors, Speakers and other special categories of Participants, pursuant to which the Organizer will grant individuals representing such entity, tickets to the Congress. If such an agreement is concluded, the completion of the Registration Form by individuals attending the Congress pursuant to it does not constitute the conclusion of a separate agreement, but is a prerequisite for the individual to be able to receive a document entitling him/her to admission to the Congress. The Organizer may create a special functionality for registering for the Congress of persons who receive an admission ticket on the basis of a separately concluded agreement referred to in this paragraph. To persons registering for the Congress on the basis of the agreement referred to in this paragraph, these Regulations shall apply accordingly. 
  9. In case of incorrect or incomplete data provided in the application form, the Organizer will contact the Participant in order to complete it. Failure to complete the data within 7 days of the request for completion, entitles the Organizer not to consider the application form or withdraw from the agreement.
  10. Change by the Company of the registered Participant is possible only after agreement with the Organizer.
  11. Resignation from participation should be sent by e-mail to: [email protected] The date of resignation is determined by the date of delivery of the information. Cancellation of participation in the Congress has financial consequences specified in § 3 of the Regulations. 

§ 3 Price and payment for participation in the Congress

  1. The Standard ticket price includes all-day participation in the Congress, lecture translation service (simultaneous translation), the opportunity to visit the exhibition area and all-day catering. Participants are entitled to receive conference materials.
  2. The organizer reserves the right not to accept the application for participation without giving any reason.
  3. Proforma invoice is issued and sent electronically upon receipt of the application form. The billing invoice will be issued after the payment is credited to the Organizer’s account. If the payment is not credited by the day of the Congress and the Participant who registered does not show up at the Congress, the billing invoice will be issued within 7 days after the end of the Congress. 
  4. The payment should be made within 7 days after sending the application, but no later than 31.03.2025 to the account: Wydawnictwo Gospodarcze Sp. z o.o., 18b Postępu St., 02-676 Warsaw, 28 1240 1037 1111 0010 5236 9572. Please indicate “RETAIL TRENDS 2025” and the proforma invoice number as the title of the transfer.
  5. Failure to make payment is not tantamount to cancellation of participation and does not relieve the Company from the obligation to pay the Organizer.
  6. In case of cancellation of participation by 31.01.2025 (inclusive), the Company represented by the Participant undertakes to cover the fee equal to 20% of the participation fee for the Congress. In case of cancellation of participation in the Congress after 31.01.2025, the amount of the fee is equal to 100% of the participation fee.
  7. Failure of a Participant to attend the Congress without prior notification to the Organizer will result in the Company being charged the full cost of participation.
  8. If it turns out that, contrary to the statement in § 2, paragraph 4 of the Regulations, the Participant was not authorized to act on behalf of the Company indicated in the application form, the Participant shall be liable to the Organizer for payment of all fees associated with participation in the Congress. 
  9. Participation in the Congress as a free participant (representatives of commercial networks) is free of charge provided marketing consents are expressed. The condition for free participation in the Congress is the expression of all marketing consents marked as required in the registration form. In case of refusal to express consents, the Participant is obliged to pay the participation fee for the Congress. The cost of participation in case of refusal to express marketing consents is charged according to the price of admission cards for manufacturers, distributors and service providers, presented in § 3 of the Regulations. In this case, the relevant statement in the form must be marked.

§ 4 Implementation of the service and principles of participation in the Congress in the form of stationary

  1. Upon completion of registration and payment of the fee, the Participant will receive confirmation of participation in the Congress at the e-mail address provided in the registration form.
  2. The participant undertakes to participate in the Congress in accordance with the law, without violating the rights and good name of third parties.
  3. The Participant is obliged to move around the Congress area with an ID badge placed in a visible place. Participants’ badges, including data such as: name and surname of the Participant, his/her position, name of the represented entity (Company), Company logo, will be issued upon registration for the Congress.
  4. The Organizer may record, archive and make available the course of the Congress, including the image and statements of the Participants. The Organizer may also disseminate the image of the Participants for purposes related to the organization of the Congress and promotion of the Organizer and this event through recording in the form of photographs and/or video recordings (including photo- and video-reports of the Congress) and its publication in materials related to the organization and promotion of the Congress, such as: 
    • Named invitations to participate in the Congress sent to participants, 
    • Mailings, flyers, information sheets about the event, 
    • The website and social media of the Congress and/or the Organizer, 
    • portal wiadomoscihandlowe.pl and the magazine Wiadomości Handlowe. 
    • other media owned by the Organizer. 

The image will be used free of charge, without restrictions as to the form of representation, number of copies, media of its use, place and time of publication, commentary or juxtaposition with other images or materials. The participant, by registering by completing and sending the application form, gives his/her free and irrevocable consent to the above.

  1. If the Participant, during the Congress, discloses information constituting a business secret or data protected under separate regulations, he/she is obliged to inform the Organizer about it. Until such information is provided, the Organizer is entitled to take the actions indicated in this paragraph without incurring any liability to the Participant or third parties.
  2. The organizer reserves the right to make changes to the Congress program or the terms of its organization for important reasons, which will not constitute a violation of the Regulations, as well as the possibility of cancelling the Congress.

§ 5 Complaints

  1. The Participant or the Company may file a complaint related to the implementation of the service by the Organizer. The complaint may be submitted in electronic form to the address reklamacje(at)retailtrends.pl.
  2. The person filing a complaint should provide his/her data, including contact information and a description of the reason giving rise to the complaint. Complaints that do not meet these requirements will not be considered.
  3. The Organizer will consider the complaint no later than 14 days and will respond to the e-mail address provided in the complaint.

§ 6 Intellectual Property/Copyright

  1. The Organizer, under the terms and conditions set forth in the offer of participation in the Congress, may make visual or audio-visual materials available to Participants on a dedicated platform, access to which will be available upon its purchase or made available under other terms and conditions (hereinafter: “Online Platform“). 
  2. Content (presentations, recordings of speeches and lectures) presented as part of the Online Platform constitute works within the meaning of the provisions of the Act of February 4, 1994 on Copyright and Related Rights (i.e., Journal of Laws of 2022, item 2509, as amended) and such content is intended solely for the Participant’s personal use. Participants do not have the right to reproduce, duplicate, distribute, market the aforementioned content, or make it available to third parties.
  3. Participants shall not be entitled to record in any form the content and proceedings of the Congress without the written consent of the Organizer.
  4. All rights, including proprietary copyrights, intellectual property rights to: the materials presented at the Congress, presentations, recordings, lectures, service names, the Internet domain, the content of the Organizer’s websites and related materials, belong to the Organizer or third parties, and their use may be made only with the consent of the Organizer or third parties. The Participant shall not have the right to reproduce, duplicate, distribute, market the aforementioned contents or make them available to third parties.

§ 7 Personal data protection

  1. The administrator of the personal data of the Participant who is an individual, as well as the personnel and representatives of the Participants within the meaning of the General Data Protection Regulation, dated April 27, 2016. (hereinafter: RODO) is the Organizer (hereinafter: “Administrator”).
  2. In all matters relating to the processing of personal data and the exercise of your rights related to the processing of personal data, please contact us by e-mail at: [email protected], or by telephone at +48 533 306 967.
  3. The processing of personal data will take place for the purpose of:
    • organization of the Congress – the legal basis is the necessity of data processing for the purpose of concluding and performing the contract in the case of contracting parties or the legitimate interest of the Administrator in other cases (Article 6(1)(b) or (f) RODO),
    • to conduct the Administrator’s accounting and tax settlements – the legal basis is the necessity of the processing to fulfill the Administrator’s legal obligation (Article 6(1)(c) of the DPA),
    • to carry out marketing activities and promotion of the Administrator’s and third parties’ products and services, as well as to share data with these entities, including for profiling – the legal basis is the consent given or the realization of the Administrator’s or third party’s legitimate interest (Article 6(1) a or f RODO), The list of cooperating entities is available upon request made at the following email address: [email protected], while the list of Congress Partners is available at the link https://retailtrends.pl/partnerzy/,
    • recording, storing, making available and disseminating the course of the event in the form of images and sound, including statements and images of Participants and their representatives and staff, as well as dissemination of these materials – the legal basis is the acceptance of the regulations and the realization of the Administrator’s legitimate interest in the form of promotion and archiving (Article 6(1) b and f RODO),
    • organizational, administrative, IT and security services for the Congress, including contacting Participants and their representatives and staff – the legal basis is the realization of the Administrator’s legitimate interest (Article 6(1) f RODO),
    • investigation and defense against claims, and for archival purposes – the legal basis is the realization of the Administrator’s legitimate interest (Article 6(1) f RODO).
  1. Provision of personal data is a condition for the conclusion of the contract, the consequence of failure to do so is the inability to participate in the Congress. We obtained the data of representatives and staff from your employers.
  2. Your personal data may be used to make automated decisions, including profiling, in order to match the offers sent to you with your preferences.
  3. Personal data will be kept for the following periods:
    • To the extent necessary for the implementation of the contract – for the duration of the contract,
    • with regard to accounting and tax data – until the expiration of the statute of limitations for tax and accounting obligations related to accounting records,
    • To the extent of the consent expressed – until it is withdrawn.
    • to the extent that personal data is processed on the basis of the Administrator’s legitimate interest – until that interest is realized or until an effective objection is made. After these periods, we will process the data until the expiration of the statute of limitations for any civil law claims arising from the contract or the course of business contacts.
  4. Recipients of the data may be:
    • entities providing services to the Administrator (i.e., IT and technical support services, accounting services, archiving, digitization and document destruction services, marketing agencies, catering and congress organizing companies, security services, external auditors, consulting and legal firms), with such entities processing data as subcontractors, under contract with the Administrator and only in accordance with the Administrator’s instructions,
    • Independent third-party service providers, suppliers, partners, (including postal and operational services, financial and insurance services, records management),
    • law enforcement and state authorities, when this is required by applicable law.
  5. You are entitled to:
    • access to the content of their data, request rectification, deletion or restriction of their processing and, in terms of contract and consent, portability of personal data,
    • withdrawal of consent, whereby withdrawal of consent does not affect the legality of processing performed before its withdrawal,
    • object to the processing of personal data to the extent that the processing of personal data is based on the legitimate interests of the Administrator;
    • lodge a complaint to a supervisory authority when you consider that the processing of personal data concerning you violates the provisions of RODO. In Poland, this authority is the President of the Office for Personal Data Protection.

§ 8 Final provisions

  1. The Regulations are made available free of charge on the Organizer’s website in a form that allows its acquisition, reproduction and recording in any form and on any medium.
  2. The Organizer reserves the right to make changes to the Regulations. The Organizer shall announce the content of the changes to the Regulations on the website at least 7 days before the changes take effect. The change of the Rules and Regulations comes into force within 7 days of publication. In addition, Participants shall be informed of any change to the Regulations by sending information to the e-mail address provided in the Application Form no later than 7 days prior to the effective date of the change to the Regulations. If, within 7 days from the date of delivery of the e-mail message referred to in the preceding sentence, a person does not inform the Organizer that he/she does not accept the change in the Regulations, he/she becomes bound by the Regulations in their new wording.
  3. The Regulations and contractual relations between the Participant/Company and the Organizer are governed by Polish law and are concluded in Polish.
  4. The governing law for the resolution of any disputes arising under these Terms and Conditions shall be Polish law.

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