TERMS AND CONDITIONS

TERMS AND CONDITIONS FOR PARTICIPATION IN THE COSMETICS INDUSTRY FORUM 2025 CONGRESS

These Terms and Conditions define the general rules for the organization and participation in the Cosmetics Industry Forum congress, held in person on October 16, 2025. These Terms and Conditions constitute the content of the agreement concluded between the Organizer and the Company.

Before placing an order, please read these Terms and Conditions carefully. By making a reservation, the Participant confirms that they have read, understood, and accept the content of the Terms and Conditions and undertake to comply with them.

§ 1. Definitions

For the purposes of these Terms and Conditions, the following terms shall have the meanings specified below:

Congress – COSMETICS INDUSTRY FORUM 2025

Organizer – the company “Wydawnictwo Gospodarcze Spółka z ograniczoną odpowiedzialnością” with its registered office in Warsaw, at ul. Zygmunta Słomińskiego 17/58, 00-195 Warsaw, entered into the register of entrepreneurs of the National Court Register maintained by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under KRS number 0000079655, NIP 525-22-27-438, REGON 017462693, with a share capital of PLN 7,116,000.00.

Participant – a natural person who, by completing the registration form and making payment for tickets, acquires – as a representative of the Company – the right to participate in the Congress.

Company – an entrepreneur whom the Participant represents/is a representative/employee of, and on whose behalf the Participant acquires the right to participate in the Congress.

Exhibitor – an entity organizing a company stand at the Congress, as well as the representatives and staff of that entity.

Partner – a sponsor of the Congress.

Speaker – a natural person giving a lecture, presentation, or other meeting as part of the Congress.

Free Participant – individuals participating in the Congress free of charge at the invitation of the Organizer, including Speakers, trade representatives (drugstore chains, retail chains, pharmacies).

Registration Form – the online form for registering Participants for the Congress.

Business Days – days from Monday to Friday, excluding public holidays.

Act – the Personal Data Protection Act of May 10, 2018.

GDPR – the General Data Protection Regulation of April 27, 2016 (Official Journal of the European Union L of 2016, No. 119/1).

§ 2. Registration for Participation in the Congress

A Participant may express a desire to participate in the Congress by using the Registration Form available on the website https://wydgos.conrego.app/bilety. To register, the required personal and contact data of the Participant and the industry and business data of the Company must be provided.

Before finalizing the registration, it is necessary to read and confirm acceptance of these Terms and Conditions.

The Registration Form is for one person’s participation.

Subject to paragraph 8, the person signing the registration form declares that they have the appropriate authorization or power of attorney to act on behalf of the Company they represent, in particular, to conclude an agreement with the Organizer.

The Participant signing the registration form has the option to make declarations on behalf of the Company they represent, consenting to direct marketing of the Organizer’s and its business partners’ products and services, receiving commercial information electronically from the Organizer and its business partners, and sharing personal data with business partners. Giving consent is voluntary and does not condition the fulfillment of the placed order.

After submitting the registration form, a confirmation of registration for the Congress will be sent to the email address provided in the form.

Subject to paragraph 8, upon sending the completed registration form to the Organizer, a binding agreement is concluded between the Organizer and the Company on whose behalf the Participant is acting, for the Participant’s participation in the Congress, which is equivalent to the obligation to pay.

The Organizer may conclude a separate agreement with Partners, Exhibitors, Speakers, and other specific categories of Participants, under which the Organizer will grant tickets for the Congress to natural persons representing such an entity. In the event of such an agreement, completing the Registration Form by persons participating in the Congress on its basis does not constitute a separate agreement but is a necessary condition for a given person to receive a document entitling them to enter the Congress premises. The Organizer may create a special function for registering for the Congress for persons who receive an entry ticket based on a separately concluded agreement as referred to in this paragraph. These Terms and Conditions apply accordingly to persons registering for the Congress based on the agreement referred to in this paragraph.

In the event of incorrect or incomplete data provided in the registration form, the Organizer will contact the Participant to complete them. Failure to complete the data within 7 days of being requested to do so entitles the Organizer to not consider the registration form or to withdraw from the agreement.

Changing a registered Participant by the Company is only possible by arrangement with the Organizer.

Resignation from participation must be sent by email to: [email protected]. The date of resignation is determined by the date the information is delivered. Resignation from participation in the Congress entails financial consequences specified in § 3 of the Terms and Conditions.

§ 3. Price and Payment for Participation in the Congress

The price of a Standard ticket includes full-day participation in the Congress, a lecture interpretation service (simultaneous translation), the opportunity to visit the exhibition area, and all-day catering. Participants are entitled to receive conference materials.

The Organizer reserves the right to refuse a registration request without giving a reason.

A Pro forma invoice is issued and sent electronically after the registration form is received. The final invoice will be issued after the payment is credited to the Organizer’s account. In case the payment is not credited by the date of the Congress and the registered Participant does not show up, the final invoice will be issued within 7 days of the end of the Congress.

Payment must be made within 7 days of sending the registration, but no later than March 31, 2025, to the account: Wydawnictwo Gospodarcze Sp. z o.o., ul. Zygmunta Słomińskiego 17/58, 00-195 Warszawa, 28 1240 1037 1111 0010 5236 9572. Please provide “FORUM BRANŻY KOSMETYCZNEJ” and the pro forma invoice number as the payment title.

Failure to make payment is not equivalent to a resignation from participation and does not release the Company from the obligation to pay the Organizer.

In case of resignation from participation by January 31, 2025 (inclusive), the Company represented by the Participant is obliged to cover a fee of 20% of the value of participation in the Congress. In case of resignation from participation in the Congress after January 31, 2025, the fee is equal to 100% of the participation fee.

A Participant’s absence from the Congress without prior notification to the Organizer results in the Company being charged the full cost of participation.

In the event that, contrary to the declaration in § 2, paragraph 4 of the Terms and Conditions, the Participant did not have the authority to act on behalf of the Company indicated in the registration form, the Participant shall be responsible to the Organizer for the payment of all fees related to participation in the Congress.

Participation in the Congress as a free participant (representatives of retail chains) is free of charge on the condition of expressing marketing consents. The condition for free participation in the Congress is to give all marketing consents marked as required in the registration form. In case of refusal to give consent, the Participant is obliged to pay for participation in the Congress. The cost of participation in case of refusal to give marketing consents is calculated according to the prices for entry tickets for producers, distributors, and service providers, as specified in § 3 of the Terms and Conditions. In this case, the appropriate statement must be checked on the form.

§ 4. Service Delivery and Rules of In-Person Participation in the Congress

After registration is complete and payment is made, the Participant will receive confirmation of participation in the Congress at the email address provided in the registration form.

The Participant undertakes to participate in the Congress in accordance with legal regulations, not infringing on the rights or good name of third parties.

The Participant is obliged to move around the Congress premises with an ID badge placed in a visible spot. Participant ID badges, including data such as: the Participant’s first and last name, their position, the name of the represented entity (Company), and the Company’s logo, will be issued at the Congress registration.

The Organizer may record, archive, and make available the course of the Congress, including the image and statements of Participants. The Organizer may also disseminate the image of Participants for purposes related to the organization of the Congress and the promotion of the Organizer and this event by means of photography and/or video recordings (including photo and video reports from the Congress) and its publication in materials concerning the organization and promotion of the Congress, such as:

• personalized invitations to participate in the Congress sent to participants,
• mailings, leaflets, informational materials regarding the event,
• the website and social media of the Congress and/or the Organizer,
• the portal wiadomoscihandlowe.pl and the magazine Wiadomości Handlowe,
• other media owned by the Organizer.The image will be used free of charge, without limitations as to the form of presentation, the number of copies, the media of its use, the place and time of publication, or its combination with other images or materials. By registering through the completion and submission of the registration form, the Participant gives their free and irrevocable consent to the above.If a Participant discloses information during the Congress that constitutes a trade secret or data subject to protection under separate regulations, they are obliged to inform the Organizer. Until such information is provided, the Organizer is entitled to take the actions indicated in this paragraph without incurring any liability towards the Participant or third parties.The Organizer reserves the right to introduce changes to the Congress program or its organizational conditions for important reasons, which will not constitute a violation of these Terms and Conditions, and also the possibility of canceling the Congress.

§ 5. Complaints

The Participant or Company may file a complaint related to the service provided by the Organizer. A complaint may be submitted electronically to the address reklamacje(at)forumbranzykosmetycznej.pl.

The person filing the complaint should provide their details, including contact information and a description of the reason for the complaint. Complaints that do not meet these requirements will not be considered.

The Organizer will consider the complaint no later than within 14 days and will provide a response to the email address provided in the complaint submission.

§ 6. Intellectual Property/Copyrights

The Organizer, under the terms specified in the offer of participation in the Congress, may make visual or audio-visual materials available to Participants on a dedicated platform, which can be accessed after its purchase or made available on other terms (hereinafter referred to as the “Online Platform”).

The content (presentations, recordings of speeches and lectures) presented on the Online Platform are works within the meaning of the Act of February 4, 1994, on Copyright and Related Rights (Journal of Laws of 2022, item 2509, as amended) and are intended exclusively for the Participant’s personal use. Participants do not have the right to multiply, reproduce, distribute, market the aforementioned content, or make it available to third parties.

Participants do not have the right to record the content and course of the Congress in any form without the Organizer’s written consent.

All rights, including proprietary copyrights, intellectual property rights to: materials, presentations, recordings, lectures presented at the Congress, names of services, internet domain, content of the Organizer’s websites, and related materials belong to the Organizer or third parties, and their use may only take place with the consent of the Organizer or third parties. The Participant has no right to multiply, reproduce, distribute, market the aforementioned content, or make it available to third parties.

§ 7. Personal Data Protection

The Administrator of the personal data of a Participant who is a natural person and the staff and representatives of Participants within the meaning of the General Data Protection Regulation of April 27, 2016 (hereinafter: GDPR) is the Organizer (hereinafter “Administrator”).

For all matters concerning the processing of personal data and the exercise of your rights related to the processing of personal data, please contact us electronically at: [email protected], or by phone at +48 533 306 967.

The processing of personal data will be carried out for the purpose of:

• organizing the Congress – the legal basis is the necessity of data processing to conclude and perform the agreement in the case of parties to the agreement or the legitimate interest of the Administrator in other cases (Article 6(1)(b) or (f) of the GDPR),
• conducting the Administrator’s accounting and tax settlements – the legal basis is the necessity of processing to fulfill a legal obligation incumbent on the Administrator (Article 6(1)(c) of the GDPR),
• conducting marketing activities and promoting the products and services of the Administrator and third parties and sharing data with these entities, including for profiling – the legal basis is expressed consent or the fulfillment of the legitimate interest of the Administrator or a third party (Article 6(1)(a) or (f) of the GDPR). A list of cooperating entities is available upon request submitted to the email address: [email protected], while a list of Congress Partners is available at the link https://retailtrends.pl/partnerzy/,
• recording, storing, sharing, and disseminating the course of the event in the form of image and sound, including the statements and images of Participants and their representatives and staff, and disseminating these materials – the legal basis is the acceptance of the terms and conditions and the fulfillment of the legitimate interest of the Administrator in the form of promotion and archiving (Article 6(1)(b) and (f) of the GDPR),
• organizational, administrative, IT, and security support for the Congress, including contacting Participants and their representatives and staff – the legal basis is the fulfillment of the legitimate interest of the Administrator (Article 6(1)(f) of the GDPR),
• pursuing and defending against claims and for archival purposes – the legal basis is the fulfillment of the legitimate interest of the Administrator (Article 6(1)(f) of the GDPR).Providing personal data is a condition for concluding the agreement, and the consequence of not providing it is the inability to participate in the Congress. We obtained the data of representatives and staff from their employers.Your personal data may be used for automated decision-making, including profiling, to match offers sent to your preferences.Personal data will be stored for the following periods:
• to the extent necessary for the performance of the agreement – for its duration,
• with respect to accounting and tax data – until the expiration of the limitation period for tax and accounting obligations related to accounting documentation,
• with respect to expressed consent – until its withdrawal,
• to the extent that personal data is processed on the basis of the Administrator’s legitimate interest – until this interest is fulfilled or until an effective objection is raised. After these periods, we will process 1the data until the expiration of the limitation period for any civil law claims arising from the agreement or the course of business contacts.The recipients of the data may be:
• entities providing services to the Administrator (i.e., IT and technical support, accounting, document archiving, digitization, and destruction services, marketing agencies, catering and congress organizing companies, security services, external auditors, advisory, and legal firms), whereby such entities process the data as subcontractors, based on an agreement with the administrator and exclusively in accordance with their instructions,
• independent external service providers, suppliers, partners, (including postal and operational, financial and insurance services, document management),
• law enforcement and state authorities, when required by applicable law.You have the right to:
• access your data, request its rectification, erasure, or restriction of its processing and – within the scope of the agreement and consent – data portability,
• withdraw consent, with the withdrawal of consent not affecting the lawfulness of processing carried out before its withdrawal,
• object to the processing of personal data to the extent that the legal basis for the processing of personal data is the Administrator’s legitimate interest;
• file a complaint with the supervisory authority if you believe that the processing of your personal data violates the provisions of the GDPR. In Poland, this authority is the President of the Personal Data Protection Office.

§ 8. Final Provisions

The Terms and Conditions are available free of charge on the Organizer’s website in a form that allows them to be obtained, reproduced, and stored in any form and on any medium.

The Organizer reserves the right to make changes to the Terms and Conditions. The Organizer will announce the content of changes to the Terms and Conditions on the website at least 7 days before the changes come into effect. The change to the Terms and Conditions comes into effect 7 days after publication. In addition, Participants are informed of any change to the Terms and Conditions by sending information to the email address provided in the Registration Form no later than 7 days before the effective date of the change. If, within 7 days of the delivery of the email referred to in the preceding sentence, the person does not inform the Organizer of a lack of acceptance of the change to the Terms and Conditions, they become bound by the Terms and Conditions in their new wording.

The Terms and Conditions and the contractual relations between the Participant/Company and the Organizer are subject to Polish law and are concluded in the Polish language.

The law applicable to the resolution of all disputes arising from these Terms and Conditions is Polish law.