REGULATIONS FOR IMPROVE IT 2024

§ 1 DEFINITIONS

1. Event – The event organized by the Organizer under the name „Improve IT 2024 – OpenSpace”, aimed at the development of the community involved in the broadly understood area of IT system production, utilizing Liberating Structures.

2. Materials – All types of information carriers, regardless of how the content is recorded, including educational aids, documents, charts, films, animations, presentations, brochures, leaflets related to presentations conducted by the Organizer.

3. Recording – Audio-video recordings and photographs taken by the Organizer or an entity acting on behalf of the Organizer during the Event.

4. Organizer – Fundacja Do IT Best, based in Gdańsk, at Niedźwiednik 40 D, registered in the National Court Register under number KRS 0000553331, with NIP number 6040165549 and REGON number 361267172.

5. Participant – An adult individual who has obtained an Entry Pass for the Event.

6. Entry Pass – An electronic document entitling participation in the Event, issued by the Organizer after the Participant completes a free registration through the registration form on the website https://improve-it.org/.

§ 2 GENERAL PROVISIONS

1. These Regulations define the terms of participation in the industry Event, as well as the specific rights and obligations of the Organizer, Participants, and Speakers.

2. The Event will take place on September 28, 2024, in a stationary format.

3. The main goal of the Event is to exchange knowledge and integrate the community involved in various aspects of software development and designing new solutions and services by creating opportunities for experience sharing and encouraging discussions on topics related to the Event’s theme.

4. All important information regarding the Event, including a detailed agenda and any notifications of changes to these Regulations, will be published on the Event’s website www.improve-it.org.

§ 3 TERMS OF PARTICIPATION

1. Participation in the Event is free of charge.

2. Participation in the Event is only possible by submitting an application through the registration form on www.improve-it.org and being granted a free Entry Pass by the Organizer.

3. To obtain an Entry Pass, the registration form available on the website https://improve-it.org/ must be completed.

4. The granting of an Entry Pass is determined by the Organizer based on the content of the application submitted through the registration form.

5. The number of available Entry Passes is limited.

6. The Organizer plans to distribute a maximum of 60 Entry Passes for the Event.

7. The possibility of sending a registration application will start on July 29, 2024, and will continue until August 31, 2024.

8. The Organizer will inform the selected Participants by September 10, 2024.

9. To gain access to the Event, Participants must show the Organizer or authorized persons a personalized Entry Pass and a photo ID on the day of the Event.

§ 4 ORGANIZER’S SERVICES

1. As part of the Entry Pass for the Event, Participants receive the following services: a) The ability to participate in the Event. b) Catering during the Event in the form of:

   • Coffee breaks

   • Lunch

§ 5 RESTRICTIONS AND PROHIBITIONS

1. During the Event, it is prohibited to conduct any political, commercial, or religious activities, as well as any fundraising or other activities (e.g., happenings, collecting signatures).

2. During the Event, it is prohibited to display banners, flags, or signs or shout slogans that could cause disruption or pose a safety risk. It is also prohibited to display any content, slogans, etc., regardless of their form and recording method, if they could cause offense or conflict, particularly offensive or derogatory content targeting any individuals, social groups, professional groups, or nationalities based on their race, gender, religion, beliefs and political views, sexual orientation, social group affiliation, sports preferences, etc.

3. The Organizer or persons acting on their behalf have the right to remove Participants who do not comply with the provisions of the Regulations from the Event.

§ 6 IMAGE

1. The Event, including the statements of all Participants, will be recorded by the Organizer or entities acting on their behalf in the form of photographs and audio-video recordings. This recording will capture and register the image and statements of the Participants.

2. The Producer of the Recording will be the Organizer or an entity acting on behalf of the Organizer.

3. The Organizer has the right to record the image and statements of the Participants during the Event. Acceptance of the Regulations also constitutes a waiver of any future claims against the Organizer for remuneration for the use of the image, voice, and statements recorded as part of the Recording.

4. The Organizer is entitled to use and distribute the image, voice, and statements of the Participants free of charge.

5. The Organizer’s right to use the image mentioned above includes unlimited use in time, form, and territorial space, and the use and dissemination of the image, as well as the use of statements (including in fragments) recorded as part of the Recording.

6. The Organizer’s right to use the image and statements includes any use by the Organizer of the entire Recording or its fragments. This right covers all known fields of exploitation at the time of publication of these Regulations, in particular: a) Recording in any form on all carriers (photosensitive tape, magnetic tape, DVD, Blu-ray, CD-R, CD-RW, Video-CD, Mini Disc, computer hard drive, MP3, MP4 files) and by any technique; b) Publishing in any form; c) Duplicating by any analog or digital technique (photosensitive tape, magnetic tape, DVD, Blu-ray, CD-R, CD-RW, Video-CD, Mini Disc, computer hard drive, MP3, MP4 files, uploading to server memory); d) Public display; e) Public playback; f) Terrestrial wireless broadcasting by any technique; g) Terrestrial wired broadcasting by any technique; h) Satellite broadcasting by any technique; i) Rebroadcasting by any technique; j) Posting on the Internet; k) Including in materials related to the Organizer’s and Event Partners’ activities, especially in marketing and advertising materials; l) Right to adaptation; m) Use in multimedia; n) Public availability so that everyone can access the image at a chosen time and place – on-demand services; o) Use of the image for promotional and advertising purposes; p) Use of the image under a merchandising agreement.

§ 7 PERSONAL DATA

1. The Organizer is the controller of the Participants’ personal data. The Organizer has not appointed a Data Protection Officer.

2. The purposes for which the Organizer processes Participants’ personal data are: a) the execution of the Event, including the provision of Tickets, b) compliance with the Organizer’s legal obligations, c) accounting.

3. The legal basis for processing personal data is: a) compliance with a legal obligation to which the Organizer is subject (Article 6(1)(c) GDPR) – in the scope of accounting, data retention period, and others, b) performance of a contract (Article 6(1)(b) GDPR), c) the legitimate interest of the Organizer (Article 6(1)(f) GDPR) – fulfilling obligations under data protection laws to avoid financial penalties and other liabilities, d) the data subject’s consent (Article 6(1)(a) GDPR) – if the use of personal data is not necessary for the performance of a contract, compliance with a legal obligation, or does not constitute the Organizer’s legitimate interest, the Organizer may request consent for specific ways of using personal data.

4. The Organizer provides Participants’ personal data to the following categories of entities: a) entities providing accounting services, b) entities authorized to obtain personal data based on legal regulations, c) entities cooperating in the organization of the Conference, especially IT service providers and the Organizer’s subcontractors.

5. Personal data is processed for the legally justified period until the expiration of the last justification for processing, e.g., statute of limitations.

6. Every Participant has the right to: a) access their personal data and receive a copy of their data, b) rectify (correct) personal data, c) delete personal data, d) restrict the processing of personal data, e) transfer personal data if the data is processed based on a contract or consent. The Organizer will transfer this data to the data subject on an appropriate medium or send the data to the indicated entity, f) object to the processing of personal data, g) withdraw consent at any time – if consent was given by the Participant, h) file a complaint with the President of the Personal Data Protection Office.

7. Providing personal data is voluntary but necessary to participate in the Event. Failure to provide personal data will prevent participation in the Event.

8. The Organizer does not intend to transfer personal data outside the EEA. If personal data is transferred to third countries, i.e., to recipients based outside the European Economic Area or Switzerland, in countries that the European Commission has not recognized as providing adequate data protection, the Administrator transfers them using mechanisms compliant with applicable law, including: a) the EU Standard Contractual Clauses, b) obtaining a Privacy Shield certificate by a third party (if based in the United States), c) when transferring data to a third country for which the European Commission has determined that the third country ensures an adequate level of protection.

9. The Organizer does not make automated decisions based on personal data, including profiling.

§ 8 COMPLAINTS

1. Any complaints, comments, or requests regarding the organization and course of the Event can be submitted to the Organizer in writing or to the email address contact@improve-it.org.

2. The Organizer commits to resolving complaints within 14 days from the date of their delivery to the Organizer. The person submitting the complaint will be informed of the result in writing, or if no correspondence address is provided, the response will be sent via email.

§ 9 FINAL PROVISIONS

 

1. These Terms and Conditions are an integral part of the agreement concluded with the Participant.

2. Contact with the Organizer is possible via email at contact@improve-it.org or by traditional mail sent to the Organizer’s registered address.

3. The Organizer reserves the right to amend these Terms and Conditions, especially if necessary for the proper and lawful provision of services. In such a case, the Organizer will promptly inform Participants about the changes to the Terms and Conditions and their effective date so that they have the opportunity to familiarize themselves with the new provisions.

4. The Organizer reserves the right to change the Event program if, despite due diligence by the Organizer, the original program proves impossible or difficult to implement, e.g., due to the illness of a Speaker or other events, including force majeure.

5. The Organizer is not responsible for personal damages to Participants that may occur in connection with the Event.

6. Participants are fully responsible for the accuracy of the provided data, especially contact details.

7. Any organized promotional activities during the Event, especially advertising one’s business and recruiting employees, may only be conducted with the Organizer’s consent.

8. If any provision of these Terms and Conditions is found invalid or ineffective by a final court judgment, the remaining provisions will remain in force. A rule that is closest to the goals of the invalid/ineffective provision will apply instead.

9. Participants acknowledge that if the Organizer or persons acting on its behalf determine that a Participant’s behavior violates these Terms and Conditions or generally applicable laws, the Organizer or persons acting on its behalf may decide to remove the Participant from the Event.