HOTCO Terms & Conditions of HOTCO Services Last Updated on 22 April 2022 The Hotel Investment Conference CEE & Caucasus (hereinafter: „HOTCO”) is the international hotel and resort real estate investment conference focusing solely on Central and Eastern Europe & Caucasus. (the “Organizer”). The Organizer is the provider of the HOTCO Services:
HOTCO Services (as defined below in section 2) are provided under the following terms & conditions (the “T&C”). This T&C incorporates by reference the terms of HOTCO Privacy Policy (available at: [http://oldsite.hotconf.com/wp-content/uploads/2017/10/Privacy-Policy_v1-1.pdf]). Before submitting a request for participating the HOTCO (the “Request”), you are kindly requested to review HOTCO Privacy Policy. The following entities might submit a Request:
(Hereinafter jointly referred to as the “Participant”, and a Participant before the acceptance of its Request by the Organizer as the “Applicant”). If a Participant is not a private individual, it is obliged to nominate delegated one or more attendee(s) to the HOTCO (the “Delegate”). Applicants, Participants and Delegates accept this T&C via submitting a Request. The Participant shall be fully and unconditionally liable for the acts or omissions of its Delegate(s). Please note that provisions in the following sections of this T&C might be different from the respective Hungarian laws or common contractual practices of Hungary: – section 6.4 on Registration, Right of Refusal – section 13 on Disclaimer of warranties of the Organizer – section 14 on Limitation of the Organizer’s liability. Former contractual terms or practices between the Participant/Applicant and the Organizer (if any) shall not be applicable in respect of the T&C, or otherwise the HOTCO Services. The provisions of the general terms and conditions of Applicants/Participants, which are different, contrary to or supplement this T&C shall not be applicable. The language of this T&C is English that the Participant/Applicant explicitly acknowledges to fully understand. This T&C shall not qualify as a consumer contract according to Act V of 2013 on the Hungarian Civil Code. Therefore – amongst others – Government Decree no. 45/2014. (II.26.) on pre-contractual information on contracts between distant parties shall not be applicable in respect of this T&C. The T&C is available on [www.hotconf.com/terms_and_conditions] website (the “Site”) for downloading. This T&C shall be amended or extended by the Organizer from time to time. Any subsequent amendment or extension shall take effect via publication at the Site. This provision shall apply even if the Participant/Applicant was not aware of such amendment/extension, therefore you are kindly requested to continuously check for updates of this T&C at the Site. With questions regarding this T&C please contact us at [klaszlo@horwathhtl.com, letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3].
HOTCO Services cover:
Please note that the payment facility and the respective services are provided by a direct on-line payment service provider (e.g. PayPal) independently as set out below. No liability of the Organizer or the Service Provider arises in respect of services provided by independent or contracted service providers. By using the HOTCO Services (and especially by placing a Request) the Applicant/Participant explicitly gives consent to HOTCO and the Organizer, its affiliates, partners and contracting parties to collect Personal Information and to process and transfer/ give access to these data and grants its consent to receive email and other messages, pursuant to HOTCO Privacy Policy. The Participant and the Delegate by submitting the Request explicitly give their consent to receive unsolicited commercial e-mail messages and electronical advertisement from the Organizer and its affiliates, partners as well third parties enabled to communicate such advertisement by any of the foregoing.
HOTCO will be held at Budapest, Hungary at the location published on the Site.
Participation at HOTCO is possible throughout the following categories that include different types of services as indicated below [OR] on the Site (the “Ticket Category”):
The purchase price of each Ticket Category is indicated at the Site, in the Request forms, as well on the direct on-line payment facility (the “Purchase Price”).
HOTCO determines a quota for participants in each Ticket Category. Consequently, the Request will be refused, if the quota for the chosen Ticket Category has already been met. It is the Organizer’s sole choice to change the quotas at any time. Please check the Site or with the Organizer whether or not there are available tickets for the Ticket Category chosen before submitting the Request.
6.1. The Request A Request (for registration to HOTCO) can be placed exclusively on the Site. Requests are welcome from any country. 6.2. Accuracy and completeness of Data Before sending a Request the Applicant shall check and verify its data to be provided so that the Applicant can identify errors and mistakes that can be corrected by going back to the pervious step of the registration form. The Applicant bears exclusive liability and responsibility for the data supplied to the Organizer, including the completeness of data. After sending the Request the Applicant might also demand correction via e-mail to [klaszlo@horwathhtl.com, letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3]. Nevertheless, no liability or responsibility for data correction requests subsequent to sending a Request is conveyed or implied to be conveyed to the Organizer. Prior to submitting its Request for purchasing the HOTCO Services, the Applicant is required to double-check that the Request created is correct. By clicking the “Purchase”, “Register” or “Make a booking” button, the Applicant submits their binding requirement for purchasing the HOTCO Services. 6.3. Confirming the Receipt of a Request The receipt of a Request by the Organizer shall be confirmed to the e-mail address designated by the Applicant. This confirmation exclusively means that the Request arrived to the Organizer and shall not imply or confer upon the Applicant any rights to Registration or participating at HOTCO. 6.4. Registration, Right of RefusalThe Organizer shall confirm that the Request of the Applicant was accepted by the Organizer in an individual e-mail to the e-mail address provided in the Request along with the ticket of the Ticket Holder for the selected Ticket Category (the “Ticket”), upon which the registration shall be completed (the “Registration”). The Organizer reserves the right to refuse any Request in its sole discretion, therefore to refuse Registration. The Organizer also reserves the right to review and refuse any and every application, including the verification of correct Ticket category purchase and correct application of discount codes, at the Organizer’s discretion, this includes refusing registration after the registration and payment has been completed. Via the submission of a Request, the Applicant expressly acknowledges the Organizer’s right to refuse Registration (i.e. to deny the Request) and waives all damages claims and claims for compensation that might arise respectively, not including the right for Purchase Price Refund (please see section 12 below). Notwithstanding the foregoing, the submission of a Request is binding upon the Applicant and cannot be withdrawn or cancelled until or following Registration, unless Registration is refused. Registration takes place within a reasonable time, but no later than 15 days reckoned from receiving the Request and 5 days preceding the date of HOTCO. 6.5. Mandatory information about the conclusion of electronic agreement. The submission of a Request qualifies as the Applicant’s written offer to conclude an agreement with the Organizer according to this T&C, which shall be concluded upon the Organizer’s confirmation of the Applicant’s Registration in e-mail and shall be deemed to have been concluded in writing. The agreement is subject to filing since the Organizer keeps all related communication (i.e. the Request and the confirmation e-mail on the Registration). Please note that other mandatory information and notifications are incorporated in further clauses of this T&C, especially in sections 1, 2, 6, 21. 6.6. Ticket Holder The attendees of HOTCO (i.e. Delegates or private individuals applying for participation) shall be exact private individuals of at least 18 years of age. Any private individual shall be entitled to be the beneficiary of only one Request and only one Registration. Upon the successful Registration the beneficiary of the Request shall become a ticket holder for HOTCO (the “Ticket Holder”). Applicants other than private individuals are entitled to place multiple Requests for different Delegates; however, each Request shall be valid for one Delegate only (i.e. each Delegate will require an individual Request). The Delegate shall be the Ticket Holder. 6.7. Payment and invoicing The Applicant, after having the Request form filled out, to complete the submission of the Request will be redirected to a direct on-line payment facility (e.g. PayPal) independent from the Organizer and HOTCO, where the payment of the Purchase Price shall be made via bank transfer, PayPal or credit card payment to the account of the Organizer, account number HU31 1176 3017 1528 2884 0000 0000 kept at [OTP Bank]. All customer data are handled according to international standards, by secure encryption. Please note that the Organizer does not ask for the Applicant’s credit card information while submitting the Request. In case of any default or issue throughout the course of payment while submitting the Request that would prevent the completion of the payment, the Applicant may email their question to the following email address: klaszlo@horwathhtl.com, letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3 or may ask for help at [+36 70 778 5904]. It is important that the Applicant should not attempt to repeat the transaction, but contact HOTCO immediately to resolve the issue. An electronic invoice is created for the Applicant and sent by email. The electronic invoice is an invoice that contains the invoice data in form of electronic signals. The electronic invoice can only be issued, transmitted or stored in electronic format and its paper format cannot be used as an original authentic document. The respective service provider issues the e-invoice automatically, based on the information provided by Customer, using an e-invoice provider (Billingo, www.billingo.hu, Octonull Kft., 1085 Budapest, József körút 74. 1.em 6). If the Applicant needs an invoice created for someone else or for a company, the “Buyer Information” fields shall be filled in with details. If the Applicant forgot to request an invoice for a different person during the Request, the “Buyer Information” fields could not be filled or the invoicing data in the Request was not correct, please send us an email to [klaszlo@horwathhtl.com, letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3] in which please provide the no. of the original invoice and the correct invoicing data. The new invoice will be sent by email. By starting the purchase, Customer explicitly agrees to receive an e-invoice. 6.8. Registration free of charge In case the Participant is the Organizer’s guest or entitled to free registration to HOTCO for any reason, the discount code provided by the Organizer shall be used at the Site when submitting the Request. 6.9. Transfer Tickets are addressed to the Ticket Holder exclusively, therefore Registrations and Tickets are not transferrable or assignable to third Parties without the prior permission of the Organizer granted in e-mail. Any requests for transfer or assignment shall be submitted 7 days prior to the event, the latest to the following e-mail address: klaszlo@horwathhtl.com, letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3 The Organizer reserves the right to refuse in its sole discretion the transfer or assignment of Registration/Tickets.
The Ticket will be sent to the Participant via e-mail along with the confirmation of the Registration in the form of a PDF voucher/QR code. [PDF voucher] The detailed description of the Ticket and a voucher code will be provided in a PDF document attached to the e-mail. To open the PDF document Adobe Reader, available for download on the internet free of charge, is needed. The Ticket Holder shall print the PDF file and present it at HOTCO to receive the Ticket on the day of HOTCO after the code on the voucher is verified.
Admission to HOTCO can only be granted to Ticket Holders. The Organizer reserves the right to refuse admittance to, or remove any person from HOTCO at any time in its sole discretion. This includes, but is not limited to, Participants, Delegates or any other attendees behaving in a disorderly manner or failing to comply with this T&C, especially the code of conduct below, or of whom the Organizer can reasonably assume that their presence at HOTCO would be harmful to the purpose of the event. Persons under the influence of alcohol, drugs, intoxicating or other psychedelic substances will be refused admission even, if they present a valid Ticket. If a Participant engages in harassing or uncomfortable behaviour, the Organizer may take any action deemed to be appropriate, including warning or expelling the offender from HOTCO with no refund.
The Participant represents and warrants that (i) all content and information provided by the Participant is accurate and truthful; and (ii) the information made available relating to any living person (i.e. the Delegate) or company in the Request, the Participant has obtained all appropriate permissions to communicate such information and to allow the Organizer to use such information in accordance with this T&C and the Privacy Policy. The Organizer shall not be subject to any obligation of confidentiality, attribution, or otherwise with respect to the foregoing, other than as explicitly set out in the Privacy Policy, and will not be liable for any use or disclosures of such data. The Participant releases the Organizer and its affiliated companies and third party partners from any and all claims or liability (now known or hereafter arising) in connection with any data provided, and agree to indemnify them fully in connection therewith. This section shall survive any expiration or termination of this T&C.
The Organizer in its sole discretion shall be entitled to change the date, venue and programme of HOTCO at any time. However, the date of HOTCO shall not be changed after the 15th s day preceding the event and the Organizer shall notice the Participants without delay about the new date of HOTCO. The Organizer shall be entitled to change the venue of HOTCO within Budapest, Hungary exclusively and shall notice the Participants without delay about the new venue of HOTCO. The Organizer shall be entitled to change the programme of HOTCO (published on the Site) and the services included in each Ticket Category. These changes may basically be subject to or result from the acceptance or cancelation of the speakers, lecturers, exhibitors and other participants or the features of the venue. However, the Organizer will make its best effort in case of any change to keep the high standards of HOTCO with regard to its purposes. In case of any changes according to the foregoing, the Organizer shall make all commercially reasonable effort to preserve the features and characteristics that form the HOTCO Services and the part of its know-how related to HOTCO. With regard to the above changes, the Participant shall not be entitled to the refund of the Purchase Price.
The Organizer in its sole discretion shall be entitled to cancel HOTCO in full or in part (i.e. some of the programmes and events included in the HOTCO Services) and shall notice the Participants without delay about the fact of the cancellation. However, the Organizer will take all commercially reasonable step to organize HOTCO in accordance with this T&C. The Purchase Price will be refunded only, if the Event is fully cancelled according to the conditions set out below.
The purchase of tickets/registration is refundable up to 60 days prior to the start of the event. The full price will be refunded after a 10% service fee is subtracted. There are no refunds 59 days prior to the conference.
It is possible to change the ticket holder name up to 7 days prior to the event.
Changes in the date, venue, programme and services of HOTCO are permissible as set out above, therefore shall not result in the refund of the Purchase Price. In the event of the rejection of the Request or the full cancellation of HOTCO, the full Purchase Price shall be refunded. In case of rejection of the Request due to incorrect registration i.e. if the Applicant does not purchase the correct ticket category corresponding to their profession, role, position or company represented (regardless of whether attending as part of the company delegation, professional or as an individual), a 15% administration fee shall be deducted. Transactions fees charged by the payment gateway (PayPal) or incurred by bank transfer cannot be refunded by the Organizer. The Organizer shall return the Purchase Price to the Applicant automatically within 10 business days reckoned from noticing the Applicant about the rejection of its Request via bank transfer or PayPal to its bank account, credit card or PayPal account used when paying the Purchase Price/ indicated in the Request. The Participants in case of the full cancellation of HOTCO shall be informed about the exact method and timing for returning the Purchase Price on the Site and via e-mail notification. However, the refund shall be made via bank transfer or PayPal to its bank account, credit card or PayPal account of the Participant used when paying the Purchase Price/ indicated in the Request within reasonable time. However, if the Organizer is unable to fulfil their obligation due to war, rebellion, acts of terrorism, strikes, accidents, fire, blockade, flood, natural disaster, severe energy supply disruption, official travel restrictions, public health issues, government regulations or any other unforeseeable and unavoidable obstacle that falls outside its power, the Purchase Price shall not be refunded even in case of full cancellation of HOTCO. Upon the refund of the Purchase Price, the Request, the Registration and the Tickets shall be deemed invalid. In case of any difficulties in respect of the Purchase Price refunds, please contact us at [klaszlo@horwathhtl.com, or letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3].
HOTCO Services are provided to the Participant “as is” without express, implied, statutory or any other kind of warranties. The Organizer and its affiliated companies disclaim all warranties with respect to the HOTCO Services including in particular, but not exclusively the warranties for satisfactory quality or fitness for a particular purpose. As well, by sending the Request the Participant undertakes to evaluate and bear all risk related to the use of the HOTCO Services, including any reliance on the accuracy, completeness or usefulness of any information obtained during HOTCO. This section shall survive any expiration or termination of this T&C.
HOTCO can only be visited at the visitor’s own risk. The Organizer and its affiliated companies shall not be liable in respect of or related to HOTCO and the HOTCO Services for any direct, indirect, incidental, consequential, punitive or any other kind of damages including, but not limited to loss of profit, neither in case such damages result from the use of or the inability to use the HOTCO Services, even if the Organizer or its affiliated companies were noticed of the possibility of such damages in advance with the proviso that the Organizer and its affiliated companies shall not exclude its liability for intentional tort or for causing damages resulting in loss of life, or harm to physical integrity or health. However, the right for the refund of the Purchase Price as set out in the foregoing shall not be limited by the above provisions. The Participant’s business dealings with, or participation in promotions of, any third-party sponsors, advertisers or other third-party providers of goods or services at HOTCO, and any terms, conditions, warranties, or representations related to such dealings, are solely between the Participant and such third-party. The Participant by submitting the Request acknowledges that the Organizer and its affiliated companies shall not be responsible or liable for any kind of loss or damage resulting from such dealings that are between the Participant and such third-party. The Participant by submitting the Request acknowledges that the Organizer and its affiliated companies shall not be responsible or liable for any kind of loss or damage resulting from such dealings, the presence of such third-parties at HOTCO or the fact that third parties may get in touch with the Participant thanks to the data acquired from the Organizer or at HOTCO. If the Organizer is unable to fulfil its obligations due to war, rebellion, acts of terrorism, strikes, accidents, fire, blockade, flood, natural disaster, severe energy supply disruption, official travel restrictions, public health issues, government regulations or any other unforeseeable and unavoidable obstacle that falls outside their power, the Organizer and its affiliated companies shall not be liable for any loss or damage that result from these events. This section shall survive any expiration or termination of this T&C.
The Participant shall defend, indemnify, and hold harmless the Organizer and its affiliated companies and their respective directors, officers, employees, and agents from and against all claims, losses, costs, and expenses (including attorney’s fees) arising out of (i) the activities and conduct of the Participant and the Delegate and (ii) any violation of the T&C or applicable laws by the Participant and the Delegate, at or related to HOTCO.
The Participant and the Delegate by submitting the Request acknowledge that each and any information and materials presented related to or during HOTCO, including trademarks (i.e. the name “HOTCO”) and designs, is the property of the Organizer and/or its licensors, sponsors and suppliers, and are protected by copyright, trademark, patent, database or other intellectual proprietary rights and laws. Except as expressly authorized by the Organizer, the Participant and the Delegate undertake not to use, utilize, modify, rent, sell, distribute or create derivative works, or any kind of goods and services based on any materials or goods and services made available to them in the framework of HOTCO, neither in whole nor in part. The Organizer, its partners and sponsors during HOTCO shall be entitled to take photos, motion pictures or any other kind of recordings and produce any kind of media material, which may include images of the Participant/ Delegate, who may not hinder, obstruct or interfere in any way with such photography, recordings or media whether made by the Organiser, its partners, attendees, sponsors or other exhibitors, and hereby consent to the Organiser’s use of such recordings for commercial purposes. The Participant and the Delegate by submitting the Request grant their full consent for the Organiser and the third parties engaged by the Organizer in the framework of organizing HOTCO to an exclusive, royalty-free, irrevocable, transferable, unrestricted, worldwide license to use, copy, publish, make available, adapt, transmit, distribute, archive, display and exploit all related proprietary rights, as well to sublicense to third parties the unrestricted right to exercise any of the foregoing rights, in respect of each and any material created or produced during or in connection with HOTCO (including but not limited to images, photos, recorded shootings, trademarks, service marks, logos, trade names) provided that such persons, names, logo etc. are on the recorded shootings. The Participant and the Delegate acknowledge that HOTCO, in its entirety and/or any part thereof (i.e. its characteristics, features, etc.) forms the Organizer’s know-how. This section shall survive any expiration or termination of this T&C.
The Organizer expects all participants to follow this Code of Conduct during HOTCO including conference-related social events at off-site locations, related online or offline communication and social media. The Participant and the Delegate shall not engage in activities that can be interpreted as violating anti-trust or anti-competitive laws. When participating at HOTCO, the following topics are prohibited: discussion of charges, conditions, market share, terms or prices of services, allocating or sharing of customers and markets, refusing to deal with a particular supplier or class of suppliers or other competitively sensitive topics. Disparaging remarks will not be tolerated; please treat everyone with respect and acknowledge that any other Participant deserves to be present at HOTCO and has the right to enjoy their experience without harassment, discrimination, or condescension. HOTCO is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. HOTCO does not tolerate harassment of HOTCO attendees in any form. Sexual language and imagery is not appropriate nor for any conference venue, including talks, workshops, parties and online/ offline media, neither for off-site locations. HOTCO attendees violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the Organizer. Thus, every Participant can focus on the purpose of HOTCO itself, and the great networking and community richness it provides. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the HOTCO staff immediately or get in touch with the Organizer at [klaszlo@horwathhtl.com, +36 70 778 5904]. The Organizer thank the Participants and every attendees for their help in keeping HOTCO welcoming, respectful, and friendly to all. Actions inconsistent with the foregoing shall be considered as violation of this T&C and the Organizer reserves the right to take any appropriate action deemed necessary to ensure compliance or address a violation. Participants violating these rules may be expelled from HOTCO without a refund at the discretion of the Organizer. Exhibiting partners, sponsors or vendor booths, or similar activities are also subject to this code of conduct. In particular, they should not use sexualized images, activities, or other material. Booth staff (including volunteers) should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment. Participants, exhibiting partners, sponsors or anybody present disobeying this policy will be notified and are expected to stop any offending behaviour immediately.
The health, safety and well-being of our Participants is our top priority. However, the responsibility for a safe and healthy event environment is shared among the event organizers, event venues, and event attendees. Participants are kindly asked to comply with the current pandemic rules.
According to current regulations, from March 7, 2022, it is no longer obligatory to wear a mask when visiting a Conference. Conferences and exhibitions can be attended without a vaccination certificate or card.
Participants with symptoms associated with COVID-19 are asked not to visit the conference. If requested by the conference or event venue, attendees agree to observe social distancing guidelines, and/or properly use facial coverings.
To guarentee your safety, the following protocols are in place:
• Disposable masks will be provided at the registration desk.
• Hand Sanitizer stations will be positioned throughout the hotel and meeting spaces for your convenience.
• Increased cleaning frequency of key touchpoints in public areas.
Please note that registering HOTCO Conference, you acknowledge and understand that you are knowingly and freely assuming all risks related to illness and infectious diseases, such as COVID-19, by attending this event. Further, as with our T&C, you understand that refusal of the current pandemic rules may result in immediate removal from the event and cancellation of the registration without receiving a refund.
These precautions and guidelines are subject to change based on requirements imposed by authorities.
This privacy policy (“Privacy Policy”) is intended for natural person participants, speakers and their accompanying persons, exhibitors, sponsors and contact persons whose data is processed in connection with applications and participations at the Conference.
Information about individuals is referred to as “personal data”.
What kind of personal data do we process?
Personal data may be provided to us by you, Conference participants, accompanying persons, speakers, exhibitors, sponsors and their employers’ or their contact persons.
Such personal data may broadly be grouped into the following categories:
• Identification data, such as name, date and place of birth, mother’s maiden name, maiden name, title and country of origin / nationality;
• Contact details, such as address, e-mail address, fax number and telephone number;
• Job related information, such as company name, employer/company, position, professional identification details, memberships in chambers and other associations, spoken languages;
• Conference program choices: the Conference program choices of the participants, the services provided to you and the timing, description and recipients of the related economic transactions, including accommodation, social programs, optional tours and other related data;
• Banking and invoicing details, such as bank account number, payment and invoicing details;
• Communication details, such as email content, business letter content;
• Dietary choices information relating to meals offered during the Conference (and this may also include sensitive data);
• Photographs, video recordings and audio recordings of your voice, image, actual or simulated likeness, and of other personal characteristics.
The provision of personal data is always voluntary. However, if you do not provide the information indicated above or on the registration sheet as mandatory, we may not be able to process your application to the Conference or comply with your request.
What are the sources of personal data that we process?
In most of the cases, we receive the above personal data from the persons / organisations registering for the Conference.
The Purposes of the Data Processing:
The purposes for which we collect and use your personal data are set out below:
Why We Collect and Use Personal Data | Personal Data Categories | Legal Basis |
Manage your application to and participation at HOTCO | •Identification data • Contact details • Job related information, • Conference program choices • Banking and invoicing details • Communication details | • Performance of Contract • Legal Obligation • Legitimate Interest |
Communications with you in respect of HOTCO | •Identification data • Contact details • Job related information • Communication details | • Performance of Contract • Legitimate interest |
Sharing your personal data with other Conference participants | •Identification data • Contact details • Job related information | • Consent |
Carrying on, managing and administering the proper organisation of the Conference | • Identification data • Contact details • Job related information, • Conference program choices • Banking details • Communication details
| • Performance of Contract
|
Making and publishing photo, image video and audio recordings for general promotional purposes of HOTCO | • Identification data •Photographs, video recordings and audio recordings | • Legal Obligation • Consent |
Compliance with our accounting and taxation obligations | • Identification data • Contact details • Job related information • Banking and invoicing details | • Legal Obligation |
Fulfill dietary requests | • Identification data • Dietary choices information | • Performance of Contract • Explicit consent (to the extent sensitive data is concerned) |
Comply with legal requests and answer to potential legal claims | • Identification data • Contact details • Job related information, • Conference program choices • Banking and invoicing details • Communication details • Dietary choices information | • Legal Obligation • Legitimate Interests • Legal Claims |
Legal Bases for Data Processing
The legal grounds we are most likely to rely on for processing data in relation to you are outlined below:
• Consent: The Organiser may process data if and to the extent you have given specific consent to the processing of your data. The Organiser asks for your consent so that it may use and publish your photo, image video and audio recordings for general promotional purposes of Conference or to share your personal data with other Conference participants. The provision of personal data is voluntary and this activity, save for the sharing of your personal data with other Conference participants and the sharing of sensitive data with third parties who need to know such data for the provision of their services, is carried out by the Organiser only. If we have relied on consent as grounds for processing, you may withdraw your consent at any time – though, if you do so, that will not affect the lawfulness of our actions prior to you withdrawal of consent.
• Performance of Contract: we rely on this legal basis if our data processing is necessary for performance of a contract with you or to take steps at your request to enter into a contract. This covers carrying out our contractual duties and exercising our contractual rights, including the registration and participation in HOTCO programs and the organisation of accommodation and activities, including the provision of your data to other third parties, such as hotels, catering companies, tour guides and other third parties. If you do not provide the necessary information, your participation in the relevant programs might be delayed or be impossible.
• Legal obligation: we process data if necessary to comply with our legal and regulatory obligations, such as, for example, to comply with tax reporting and accounting data retention obligations.
• Legitimate Interests: we rely on legitimate interest if processing is necessary for our or a third party’s legitimate purposes. We, or a third party, have legitimate interests in carrying on, managing and administering our respective operations effectively and properly, and, in connection with those interests, processing your data. We may process your data to communicate with you or to share personal data among the Organisers to manage HOTCO effectively. Your data will not be processed on this basis if our or a third party’s interests are overridden by your own interests, rights and freedoms.
We will only process sensitive personal data about you if one or more of the grounds for processing sensitive personal data applies. The additional legal grounds we are most likely to rely on for processing sensitive personal data in relation to you are outlined below:
• Consent: You have given explicit consent to the processing of your dietary choices information, which may contain sensitive personal data on health (such as diabetes) or religious personal data (such as your preference regarding kosher meals). If we have relied on consent as grounds for processing, you may withdraw consent at any time – though, if you do so, that will not affect the lawfulness of our actions prior to your withdrawal of consent.
• Legal claims: Processing is necessary for the purpose of establishing, making or defending legal claims. Those could be legal claims made by ourselves or you or by others.
Our legitimate interests to process personal data
Legitimate interests | Legitimate interest test |
Manage the participant’s or accompanying persons’ application to and participation at HOTCO, including the communications with them | We have a legitimate interest to perform our obligations and exercise our rights relating to participant’s, speakers’, exhibitors’, sponsors’ or accompanying persons’ application to and participation at HOTCO, including any communications with participants, speakers, exhibitors, sponsors, accompanying persons and their contact persons and sharing participant’s, speakers’, exhibitors’, sponsors’ or accompanying persons’ personal details with service providers of HOTCO. |
Carrying on, managing and administering the proper organisation of HOTCO | For this purpose, we have a legitimate interest to share personal data of HOTCO participants, speakers’, exhibitors’, sponsors’ and accompanying persons’ to manage and administer the proper organisation of HOTCO |
Comply with legal requests and answer to potential legal claims | We have a legitimate interest process personal data for any legal claims made by ourselves or you or by others. |
We have established that we have a prevailing legitimate interest to process your personal data. If you need more detailed information on our legitimate interests and the legitimate interest test’s results, please contact us via e-mail at [klaszlo@horwathhtl.com].
Who may have access to personal data?
Only the officers and persons responsible for the organization may have access to your data on a “need to know” basis.
We may share personal data with third parties, the providers of services who are involved into the provision of contractual services (hotels, restaurants, accreditation entities, providers of printing services, tour guides, web developers, etc.). For a full and up-to-date list of these recipients, please write to [klaszlo@horwathhtl.com].
International data transfers
Personal data are usually not, but as an exception, may be provided to parties (such as our service providers) that are located outside the European Economic Area (“EEA”). In such cases, we will ensure that the personal data is subject to measures that provide an equivalent level of protection as provided by data privacy laws in the EU (such as the EU General Data Protection Regulation; GDPR). Please contact us via the e-mail at [klaszlo@horwathhtl.com] if you would like to receive from us the copy of these measures that secure the adequacy of personal data transfers abroad.
How long do we retain personal data?
Personal data is stored by us or by our IT hosting providers on our behalf, but only as long as necessary for the performance of our obligations and strictly for the time necessary to achieve the purposes for which the information was obtained. The personal data will be removed from our records or properly anonymized when it is no longer needed. We will retain your data during the supplier’s business relationship with us until the statute of limitations under civil laws (i.e. 5 years). Under Section 169 of the Act on Accounting and other tax related legislation, at least eight years statutory data retention obligation applies to personal data in accounting documents, including contracts, communication and business correspondence. However, access to such personal data will then be highly restricted.
What are the rights of private individuals?
A consent given to us to keep or otherwise use personal data can always be withdrawn. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. In addition, you will be entitled to the following:
(i) Right of access: You have the right to obtain from us confirmation as to whether or not personal data concerning you is being processed, and, where that is the case, to request access to the personal data. The access information includes – inter alia – the purposes of the processing, the categories of personal data concerned, and the recipients or categories of recipients to whom the personal data have been or will be disclosed. You have the right to obtain a copy of the personal data undergoing processing. For additional copies requested by you, we may charge a reasonable fee based on administrative costs.
(ii) Right to rectification: We are required to rectify inaccurate personal data, or to complete personal data that is incomplete, on request.
(iii) Right to erasure (right to be forgotten): You have the right to ask us to erase your personal data.
(iv) Right to restriction of processing: You have the right to request the restriction of processing your personal data. In this case, the respective data will be marked and may only be processed by us for certain purposes.
(v) Right to data portability: You have the right to receive the personal data concerning you which you have provided to us in a structured, commonly used and machine-readable format and you have the right to transmit those personal data to another entity without hindrance from us.
(vi) Right to object:
You have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal data by us and we can be required to no longer process your personal data. If you have a right to object and you exercise this right, and your objection is substantiated, your personal data will no longer be processed for such purposes by us. Exercising this right will not incur any costs. Such a right to object may not exist, in particular, if the processing of your personal data is necessary to take steps prior to entering into a contract or to perform a contract already concluded.
(vii) Right to complaint: In case of complaints you also have the right to lodge a complaint with the competent supervisory authority, in particular in the Member State of your habitual residence or alleged infringement of the GDPR. If you reside in Hungary, that is the Hungarian Data Protection and Freedom of Information Authority (address: 1055 Budapest, Falk Miksa utca 9-11.; telefon: +36 1 391 1400; fax: +36 1 391 1410; e-mail: ugyfelszolgalat@naih.hu weboldal: www.naih.hu.). Before contacting the authority or taking legal action, we would highly appreciate it if you first contacted us so that we may address and resolve any issues promptly.
Contact us:
We would be much obliged to provide further information or respond to requests to exercise the rights described above. Such requests addressed to us may be sent by sending a mail to [klaszlo@horwathhtl.com] with “PRIVACY INQUIRY” in its subject.
If the Participant would require any further information or has a complaint regarding HOTCO and the HOTCO Services, such inquiry can be sent to klaszlo@horwathhtl.com or letter to turnkey events Kft., 1016 Budapest, Gellérthegy utca 6., 1. em./3].
The Participant shall not be entitled to terminate the T&C unilaterally.
This T&C shall be governed by and interpreted in accordance with the laws of Hungary, without regard to their principles of conflicts of law.
The Participant and the Organizer with their mutual consent hereby agree that any requirement of Act CVIII of 2001 on Electronic Commerce and on Information Society Services and the Special Provisions Relating to Contracts Concluded by Electronic Means of Act V of 2013 [Section 6:82 -6:85] that may not be fulfilled by this T&C shall not be applicable to the legal relationship of the Participant and the Organizer in respect of this T&C. If any part of this T&C is found by a court of competent jurisdiction to be invalid or unenforceable, the T&C shall be amended or replaced by a wording reflecting the original purpose of the T&C in a valid and enforceable manner. However, the enforceable sections of this T&C shall remain binding upon the parties. Headings, captions and section titles of the T&C are inserted only for articulation and convenience, therefore in no way define or interpret any provision of the T&C. This T&C constitutes the entire agreement of the Participant (including the Delegate) and the Organizer in respect of the participation at HOTCO and the HOTCO Services, and supersedes all prior or contemporaneous communications and proposals between the Participant, the Delegate and the Organizer. The Participant and the Delegate acknowledge that participation at HOTCO shall not give rise to any confidential, fiduciary, implied-in-fact, implied-in-law, contractual, or other special relationship between Organizer and them further to the exact, herein stated subject of the T&C.