§ 1
General provisions
1. These Regulations have been prepared for the purpose of defining the rules of participation in the XV European Financial Congress, which will be organized on June 2-4, 2025 in Sopot by the Foundation “Center for Strategic Thought”.
2. Abbreviations used in these Regulations have the following meanings:
(a) Congress or EKF – the 15th European Financial Congress;
b) Participant – any person who has applied for participation in the XV European Financial Congress in accordance with the provisions of these Regulations;
c) Organizer or Foundation – the “Center for Strategic Thought” Foundation with its seat in Sopot (Powstańców Warszawy 19 Street, 81-718 Sopot), entered in the register of associations, other social and professional organizations, foundations and independent public health care institutions by the District Court Gdańsk-Północ in Gdańsk, VIII Economic Division of the National Court Register under the KRS number 0000571469, NIP 5851471831, REGON 362258560;
d) Partners – Partners of the 15th European Financial Congress: Autopay S.A. z siedzibą w Sopocie (81-718) przy ulicy Powstańców Warszawy 6, zarejestrowana w Sądzie Rejonowym Gdańsk-Północ VIII Wydział Gospodarczy KRS pod nr 0000320590; Biuro Informacji Kredytowej S.A. (BIK), z siedzibą w Warszawie 02-679, przy ulicy Zygmunta Modzelewskiego 77a, wpisana do Rejestru Przedsiębiorców prowadzonego przez Sąd Rejonowy m.st. Warszawy, XIII Wydział Gospodarczy z numerem KRS 0000110015; Bank Handlowy w Warszawie S.A. z siedzibą w Warszawie (00-923) przy ul. Senatorskiej 16, wpisany do rejestru przedsiębiorców prowadzonego przez Sąd Rejonowy dla m.st. Warszawy XII Wydział Gospodarczy Krajowego Rejestru Sądowego pod numerem KRS 0000001538; Deloitte Poland Sp. z o.o. z siedzibą w Warszawie (00-133) przy al. Jana Pawła II 22, NIP 527-02-07-328, wpisana do rejestru przedsiębiorców prowadzonego przez Sąd Rejonowy dla m.st. Warszawy, XII Wydział Gospodarczy KRS, pod nr KRS 0000004728; 3BUBBLES Karolina Fastudzin, z siedzibą w Warszawie (01-779) przy ul. Zygmunta Krasińskiego 38B/37, NIP 5251627785; Hitachi Europe Ltd. (Sp. z o.o.) Oddział w Polsce z siedzibą przy ul. Złota 59, 00-120 Warszawa, zarejestrowana w KRS, prowadzona przez Sąd Rejonowy dla m.st. Warszawa pod numerem KRS: 0000445240; Krajowy Depozyt Papierów Wartościowych S.A. z siedzibą w Warszawie (00-498) przy ul. Książęcej 4, wpisana do rejestru przedsiębiorców Krajowego Rejestru Sądowego prowadzonego przez Sąd Rejonowy dla m.st. Warszawy w Warszawie, XII Wydział Gospodarczy KRS pod numerem 0000081582; Kearney sp. z o.o. z siedzibą w Warszawie (00-124), przy Rondzie ONZ 1, wpisana do rejestru przedsiębiorców prowadzonego przez Sąd Rejonowy dla m.st. Warszawy, XII Wydział Gospodarczy KRS pod numerem KRS 0000036914; Krajowa Izba Rozliczeniowa S.A. z siedzibą w Warszawie, przy ul. rtm. W. Pileckiego 65, wpisana do rejestru przedsiębiorców prowadzonego przez Sąd Rejonowy dla m.st. Warszawy w Warszawie, XIII Wydział Gospodarczy KRS, pod numerem KRS 0000113064; Solski Communication Sp. z o.o., z siedzibą w Warszawie, 00-066, przy ul. Plac Małachowskiego 2, Sąd Rejonowy dla m.st. Warszawy w Warszawie, XII Wydział Gospodarczy KRS, nr KRS 0000301876; Fundacja Przyjazny Kraj z siedzibą w Warszawie, przy ulicy Twardej 18, 00-105, wpisana do rejestru stowarzyszeń, innych organizacji społecznych i zawodowych, fundacji oraz samodzielnych publicznych zakładów opieki zdrowotnej prowadzonego przez Sąd Rejonowy dla m.st. Warszawy, XII Wydział Gospodarczy KRS, pod numerem KRS 0000465726; Santander Bank Polska S.A. z siedzibą w Warszawie, al. Jana Pawła II 17, 00-854 Warszawa, wpisana do rejestru przedsiębiorców prowadzonego przez Sąd Rejonowy dla m.st. Warszawy, XIII Wydział Gospodarczy KRS pod numerem KRS 0000008723; Tameshi Inv. Sp. z o.o. z siedzibą w Łodzi (90-009) przy ul. Sienkiewicza 59, zarejestrowana w Sądzie Rejonowym dla Łodzi Śródmieścia w Łodzi. XX Wydział Gospodarczy Krajowego Rejestru Sądowego pod numerem KRS: 0000560029;
The list of Partners can be found on the website: https://www.efcongress.com/partnerzy/ in the Partners tab;
e) Civil Code – the Act of April 23, 1964. – Civil Code (consolidated text Journal of Laws of 2020, item 1740, as amended);
f) RODO – Regulation 2016/679 of the European Parliament and of the Council (EU) of April 27, 2016 on the protection of natural persons in relation to the processing of personal data and on the free flow of such data and repealing Directive 95/46/EC (General Data Protection Regulation) (Official Journal of the EU “L” 2016/119/1).
3.The provisions of these Regulations together with Appendix No. 1 shall apply to participation in the 15th European Financial Congress also if its date or venue changes.
4. Any information regarding the Congress is provided by the Organizer at telephone number: +48 58 355 53 70 , and by e-mail at: poczta@efcongress.com
5. Familiarization with and acceptance of these Regulations are a prerequisite for participation in the Congress.
§ 2
Congress participation registration and payment
1. Participants may take part in the Congress at the place where the Congress is held (in stationary form).
2. Only adults may participate in the Congress.
3. The conditions for participation in the Congress are registration through the registration form available on the website: efcongress.com, expression of mandatory consents in the form and payment of the participation fee. Each Participant should complete the registration form independently and on his/her own behalf and express the mandatory consents required for registration.
4. Registration for Participants will open on February 17, 2025, and will close on May 23, 2025 at 6 p.m. The Organizer reserves the right to change the registration deadlines.
5. Within 24 hours, the Organizer will send a confirmation of acceptance of the application for participation in the Congress to the address provided in the registration. This is not tantamount to confirmation of participation in the Congress. Participation in the Congress is possible after payment of the Congress participation fee.
6. The basic fee for participation of one Participant in the Congress is:
– Early Birds price, 3700 PLN +23% VAT if the participant’s registration is made by March 10, 2025 The Early Birds price is valid if the payment for participation in the Congress is made by the date indicated in the proforma invoice.
– Standard price, 4200 PLN +23% VAT if registration takes place after March 10, 2025
7.The “Standard” price and the “Early Birds” price , referred to in paragraph 6 of this paragraph, include:
participation in all events within the official program of the Congress;
lunches on June 2-4, 2025 and dinners on June 2 and 3, 2025;
8. Payments must be made within 7 days of receipt of confirmation of acceptance of the application for participation in the Congress to the Organizer’s bank account (transfer details: Center for Strategic Thought, 19 Powstańców Warszawy Street, 81-718 Sopot, mBank S.A., account no: 69 1140 2004 0000 3702 7582 9433, Swift Code: BREXPLPWMBK). The date of payment is the date the fee is credited to the Organizer’s bank account.
9. The entity providing online payment service is Autopay S.A., based in Sopot. The following payment cards are accepted: Visa, Visa Electron, MasterCard, MasterCard Electronic, Maestro.
10. If payment is not received within 7 days of registration, registration will be canceled. In the case of registration for the Congress after May 23, 2025, it is necessary to send the Organizer an e-mail confirmation of the transfer to: poczta@efcongress.com or have such confirmation when collecting the badge on the day of the Congress.
11. Once the fee is credited to the Organizer’s bank account, an e-mail confirmation of participation in the Congress is sent, which completes the registration process and enables participation in the Congress .A VAT invoice will be sent separately by the accounting department of the Center for Strategic Thought in either electronic or paper form (according to the guidelines provided by the Participant in the registration system).
12. Refund of the paid fee for participation in the EKF is available only in cases expressly indicated in these Regulations.
13. Participants and payers have the option to agree to issue and receive VAT invoices electronically. It is also possible to receive a paper VAT invoice, if the Participant selects this option in the registration system, providing the address data for sending the invoice. The Center for Strategic Thought is a registered active VAT taxpayer.
14. The Organizer does not provide the Participants with accommodation and travel, and the fees indicated in paragraph 6 do not include, in particular, the costs of travel and accommodation related to participation in the Congress, which each Participant shall bear on his/her own. However, the Organizer informs – via http://www.efcongress.com- about the possibility of accommodation in hotels cooperating with the Organizer. Availability of places in hotels may be limited. The Organizer is not responsible for the services offered by the hotels or for the reservation of accommodation.
§ 3
Place, date and program of the Congress
1.The Congress will be held from June 2 to 4, 2025. The Organizer may also set other dates of the Congress than those indicated in this paragraph.
2. The Congress will be held at the “Sheraton Sopot Hotel, Conference Center & Spa”, 10 Powstańców Warszawy Street, 81-701 Sopot. The Organizer may change the place of the Congress or – depending on the circumstances – determine that the Congress will be held – in whole or in part – in the “online” formula.
3. The Organizer will immediately inform the Participants on the website www.efcongress.com and by e-mail about the change of the date, place or formula of the Congress.
4. If the Congress is moved to an alternative date or to another date, as well as if the Congress formula is changed to the “online” formula or the Congress is shortened, the Participant is entitled to resign from the Congress within 14 days, counting from the date of the Organizer’s e-mail information about the change. In the event of cancellation, the Organizer will refund the Participant the participation fee paid to the bank account number from which it was paid, within a period of no more than one month, counting from the date of receipt of the cancellation. Apart from the refund of the fee referred to in the preceding sentence, the Participant shall not be entitled to any claims (e.g., for reimbursement of costs incurred in connection with transportation or accommodation) against the Organizer in connection with the change made by the Organizer.
5. In the absence of sending a cancellation statement in accordance with paragraph 4 above, the Participant shall be deemed to have agreed to the change announced by the Organizer, and the Participant shall not be entitled to any claims against the Organizer in connection with such change.
6. In the case of transferring the Congress to an alternative date or to a different date, as well as in the case of changing the Congress formula to an “online” formula, the existing Participant is entitled to indicate the data of a new Participant (i.e. substitute) according to the rules specified in § 4, paragraph 4, with the reservation that the deadline for registering the new Participant, filling in the registration form available on the website: www.efcongress.com and expressing consent obligations in this form is 14 days, counting from the date of sending to the existing Participant by the Organizer an e-mail information about the change of the Congress conditions.
7. In case of resignation, in accordance with paragraph 4 and paragraph 5 above, the provisions of § 4 paragraphs 1 – 3 of these Regulations shall not apply.
8. The Congress program is available on the website https://www.efcongress.com/. The Organizer reserves the right to change the program. In such case, the Participant shall not be entitled to resignation rights described in Paragraph 4 and Paragraph 5 of this paragraph or any other claims against the Organizer.
9. The Organizer reserves the right to cancel the Congress. In such case, the Organizer shall refund the Participant the participation fee paid. Apart from the reimbursement of the fee referred to in the preceding sentence, in connection with the cancellation, the Participant shall not be entitled to any claims against the Organizer (e.g. for reimbursement of costs incurred in connection with transportation or accommodation).
10. The Organizer’s rights described in this paragraph may also be exercised after the Congress has started.
§ 4
Resignation or change of Participant
1. Resignation from participation in the Congress for reasons dependent or beyond the Participant’s control is possible only by means of a statement of resignation from participation in the Congress sent by e-mail to poczta@efcongress.com.
2. If the statement of cancellation is delivered to the Organizer no later than May 9, 2025 inclusive, the Organizer will refund the Participant the entire fee paid to the bank account number from which it was paid, by June 30, 2025.
3. If the statement of cancellation is delivered after May 10, 2025 or if such statement is not made, and the Participant does not participate in the Congress or any part of the Congress, then the Participant is not entitled to a refund of the fee or other claims against the Organizer.
4. It is possible to change the person registered to participate in the Congress, without the necessity of paying an additional fee and with the accrual of the fee paid so far to his/her participation, if the following conditions are met together by May 26, 2025: The Organizer will receive at the e-mail address: poczta@efcongress.com the data of the new Participant, the new Participant will meet all the requirements specified in these Regulations, will complete the registration form available on the website: efcongress.com and will give the mandatory consents in this form.
5. Except for the case described in paragraph 4 above, a change of Participant, including resale of the right to participate in the Congress, is not allowed.
§5
Identification, security and rules for holding the Congress
1. During the Congress, the Participant is obliged to follow the rules of culture, observe the rules of social coexistence and obey the instructions of the Organizer.
2. Possession of an ID badge by the Participant entitles him/her to enter the events related to the Congress. The badge will be issued to the Participant on the first day of the Congress.
3. The Organizer reserves the right to change the formula or date of the Congress in the event of circumstances beyond the control of CMS, caused by decisions of public administrative authorities, preventing the organization of a stationary European Financial Congress or affecting the safety of Congress participants (Force Majeure).
4. It is forbidden for EKF Participants to carry out any commercial, canvassing, advertising, promotional, as well as canvassing and fundraising activities not agreed with the Organizer, as well as activities that do not comply with the applicable laws.
5. The Coordinator is not responsible for the Participant’s belongings that are lost, stolen or damaged during the Congress.
§ 6
Image of Participants and Panelists
- Acceptance of these Regulations means, in particular, that in the event that the image of a Participant, Panelist is recorded in connection with participation in the Congress (whether in a stationary or online mode), the Participant, Panelist – pursuant to Article 81(1) of the Act of February 4, 1994 on Copyright and Related Rights (Journal of Laws of 2019, item 1231, as amended) – agrees to the free use and dissemination of his/her image by the Organizer. Each Participant, Panelist acknowledges that the image may be disseminated by the above-mentioned entities, among other things, for the purposes of promoting and informing about the Congress or the activities of the Foundation, in any place, time or form of representation (e.g., frame, photo, video), and in particular: during the Congress, as well as after its completion, in the broad media, including the Internet, in social media (e.g., Facebook, Instagram, LinkedIn, YouTube, in the press, on the website: https://www.efcongress.com/. Withdrawal of consent for the use or dissemination of the image during the Congress will prevent further participation in the Congress.
- The above consent to use and dissemination of the image includes, in particular, the following fields of exploitation:
(a) any reproduction by any technique, including: on audiovisual disks, by light-sensitive technique, by digital technique, by computer recording technique, by multimedia network (including the Internet),
b) processing,
c) introduction into computer memory, memory of other device and into multimedia network, including the Internet,
d) any dissemination, including printing, digital recording, multimedia transmission,
e) any circulation of the original or copies on which the image has been fixed – marketing (including by means of the Internet and other data transmission techniques, using telecommunications, IT and wireless networks), lending or renting or giving the original or copies for use on the basis of another legal relationship,
f) public performance, exhibition, display, reproduction, as well as broadcasting and re-broadcasting, as well as making it available to the public in such a way that anyone can access it at a place and time of their own choosing, in particular use on websites, social networks,
(g) use in multimedia works.
(3) Recording or recording of the Congress or Participants, as well as dissemination of recordings, photographs, publications and other materials obtained in connection with the Congress requires the prior consent of the Organizer expressed in writing under pain of nullity.
(4) The Organizer shall not be liable for recording, recording or dissemination of the image of a Participant, Panelist by other Participants or by other persons.
§ 7
Final Provisions
1. In matters not regulated by these Regulations, the relevant provisions of the law shall apply, including the provisions of the Civil Code and RODO.
2. These Regulations shall enter into force on February 1, 2025. and shall remain in force until the date of its repeal.
3. The Organizer is the administrator of the Participants’ personal data. Personal data will be processed in accordance with RODO. The detailed content of the information regarding the processing of personal data is specified in Appendix No. 1 to these Regulations.
4. The Organizer reserves the right to make changes to these Regulations, of which it will immediately inform the Participants.
Appendix No. 1 to the Regulations – RODO information clause
In connection with the obligation under RODO, the Organizer provides below information regarding the processing of your personal data:
1. The administrator of your data is: “Centrum Myśli Strategicznych” Foundation with its registered office in Sopot (Powstańców Warszawy 19 Street, 81-718 Sopot), entered in the register of associations, other social and professional organizations, foundations and independent public health care facilities by the District Court Gdańsk-Północ in Gdańsk, VIII Economic Division of the National Court Register under KRS number: 0000571469, NIP: 5851471831, REGON: 362258560, tel. +48 58 355 53 70 , e-mail: kontakt@fundacjacms.pl (hereinafter referred to as “Administrator”).
2.Your data will not be processed in an automated manner, including through profiling. The Administrator does not plan to transfer your personal data to third countries.
3. On the efcongress.com website, in the application form for participation in the 15th European Financial Congress (hereinafter referred to as the “Congress”), there are fields for expressing consents regarding the processing of personal data:
a) consent to the processing of personal data provided in the application form in order to participate in the XV European Financial Congress 2025 (including: name, surname, position, country, company address, home address, e-mail, telephone, date, IP address, gender, participant’s photo ) – this consent is mandatory, so that failure to give it will prevent participation in the Congress. The data specified in the form are necessary to ensure the organization and conduct of the Congress, including confirmation of your participation registration in the Congress, settlement of payments, preparation of badges, etc. The indicated personal data will be processed for the period necessary to settle the Congress and until the statute of limitations for possible property claims, as well as the expiration of the deadlines specified in accounting regulations. The legal basis for the processing of personal data resulting from the application form is Article 6(1)(a) RODO;
b) consent for processing of your image in connection with your participation in the Congress – this consent is mandatory, so failure to provide it will prevent your participation in the Congress. The consent is necessary because the course of the Congress will be recorded and captured, and materials from the Congress may be disseminated in accordance with § 6 of the Regulations. The indicated image may be processed (disseminated) until you revoke your consent to the processing of personal data (revocation of consent does not include Consent for the “Center for Strategic Thought” Foundation to provide personal data (First Name, Last Name, Company) to the Partners of the XV European Financial Congress and for these data to be processed by the Partners as data administrators for the purposes of media cooperation during the XV European Financial Congress. Consent is mandatory, so failure to provide it will prevent participation in the Congress. I have the right to withdraw my consent at any time, which will be tantamount to resignation from participation in the Congress, with the withdrawal of consent not affecting the legality of the processing performed on the basis of consent before its withdrawal. * This consent applies to participants who made only journalistic accreditation in the registration process,i.e. participants who select Media in the type of participation during registration for the EKF., in particular, promotional materials broadcast before the date of revocation). The legal basis for processing your image as personal data is Article 6(1)(a) of the RODO;
c) consent for the “Centrum Myśli Strategicznycht” Foundation to provide personal data (First Name, Last Name, Editorial) to the Partners of the XV European Financial Congress and for these data to be processed by the Partners as data administrators for the purposes of media cooperation during the XV European Financial Congress. Consent is mandatory, so failure to provide it will prevent participation in the Congress. I have the right to withdraw my consent at any time, which will be tantamount to resignation from participation in the Congress, with the withdrawal of consent not affecting the legality of the processing performed on the basis of consent before its withdrawal. * This consent applies to participants who made only journalistic accreditation in the registration process,i.e. participants who select Media in the type of participation during registration for the EKF.
d) consent to receive e-mail newsletters from the Administrator-this consent is voluntary, but failure to give it will result in the Administrator not sending you newsletters. The purpose of granting this consent is to keep you informed about the Administrator’s activities. The mentioned information and materials the Administrator will be able to send you until you revoke your consent to receive the newsletter. The legal basis for the processing of data for sending the newsletter is Article 6(1)(a) of the RODO;
4.For statistical purposes or related to the organization of the Congress, your personal data provided in the online application form may be transferred to the Congress Partners.
5.In addition – irrespective of point 4 above – if you give your consent in the appropriate field in the application form, your personal data (First Name, Last Name, Company) may be shared with the Partners for marketing purposes of the Partner as data controller. Consent is voluntary, and failure to give it will result in your personal data not being provided to Partners for processing for marketing purposes.
6. Recipients of your personal data may also be, in particular, entities with which the Administrator cooperates in the organization of the 15th European Financial Congress, such as accounting offices, security companies, payment companies, hotels, etc.
7. You have the right to withdraw your consent at any time, free of charge. Withdrawal of consent does not affect the legality of the processing performed on the basis of consent before its withdrawal.
8. Unless otherwise provided by applicable law, you have the right to request access to data, their rectification, erasure or restriction of their processing, data portability, to object to processing.
9. You also have the right to lodge a complaint to the supervisory authority – the President of the Office for Personal Data Protection (ul. Stawki 2, 00-193 Warsaw).
