CONFERENCE PARTICIPANTS – REGISTRATION RULES

1. Registrations for Hotel Investment Trends Poland & CEE (HIT) are accepted via the registration form available at www.hitpoland.pl.
2. Receipt of your registration will be confirmed by e-mail to the address provided in the form. The message will include payment details for either an on-site or online pass.
3. After payment is received, the organiser will issue a VAT invoice and send it electronically to the contact person’s e-mail address specified in the registration.
4. Cancellation must be submitted in writing (e-mail) to: w.wiater@pws-promedia.pl no later than 48 hours before the conference start.
5. If cancellation is made within this deadline, the participant may receive a refund in accordance with the conference regulations (or: full/partial refund – insert the actual policy).
6. If no written cancellation is received within the deadline, the participant will be charged the participation fee as per the registration, including in case of non-attendance.

GDPR INFORMATION CLAUSE (Art. 13)
INFORMATION ON THE PROCESSING OF PERSONAL DATA (GDPR – conference participants)
Pursuant to Articles 13(1) and 13(2) of Regulation (EU) 2016/679 of 27 April 2016 (“GDPR”), we inform you that:

1. Data Controller
   The controller of your personal data is Polskie Wydawnictwa Specjalistyczne ProMedia Sp. z o.o., ul. Paca 37, 04-386 Warsaw, Poland (“PROMEDIA”).
2. Contact on data protection matters
   For any data-protection matters you may contact: p.krajewski@pws-promedia.pl or write to the Controller’s registered office address.
3. Purposes and legal bases of processing
   Your personal data will be processed for the following purposes and legal bases:
   a) handling registration and participation in HIT (conclusion and performance of the participation agreement, settlements, complaints, possible refunds) – Art. 6(1)(b) GDPR;
   b) compliance with legal obligations, in particular tax and accounting regulations (issuing and storing accounting documents) – Art. 6(1)(c) GDPR;
   c) establishing, pursuing or defending potential claims related to the conference – Art. 6(1)(f) GDPR (legitimate interest);
   d) marketing of PROMEDIA products and services (e.g., future editions of conferences, publications, reports, trainings) – Art. 6(1)(a) GDPR (consent), if granted, and/or Art. 6(1)(f) GDPR (legitimate interest – direct marketing).
4. Categories of data processed
   In particular, we process: name and surname, position, employer/organisation name, e-mail, phone number, invoicing data (company name, address, VAT ID), and other data provided in the registration form.
5. Recipients of data
   Your data may be shared with:
   – entities providing accounting, IT, hosting or mailing services to PROMEDIA,
   – payment operators and banks to the extent necessary to process payments,
   – providers of online streaming and technical support for the event,
   – other entities authorised under applicable law.
6. Transfers outside the EEA
   Your data may be transferred outside the EEA, in particular in connection with IT tools and services of providers based outside the EEA (e.g., mailing, analytics, streaming). The Controller ensures appropriate safeguards, including Standard Contractual Clauses approved by the European Commission. You may obtain a copy of such safeguards by contacting the Controller.
7. Retention periods
   Your data will be stored:
   – for the period necessary to perform the participation agreement and settlements,
   – for the period required by tax and accounting law,
   – until the limitation period for potential claims expires,
   – in case of consent-based processing – until consent is withdrawn.
8. Rights of data subjects
   You have the right to: access your data, rectify it, erase it where applicable, restrict processing, data portability, and object to processing based on legitimate interest, including direct marketing.
9. Right to withdraw consent
   Where processing is based on consent (e.g., marketing), you may withdraw it at any time. Withdrawal does not affect lawfulness of processing prior to withdrawal.
10. Right to lodge a complaint
    You may lodge a complaint with the President of the Personal Data Protection Office (PUODO), ul. Stawki 2, 00-193 Warsaw, Poland, if you believe your data is processed unlawfully.
11. Voluntary provision of data
    Providing personal data is voluntary but necessary to register and participate. Failure to provide data will prevent registration.