General terms and conditions

Event Management

Application

These terms and conditions apply to all conferences and related activities organized by the Luxembourg Institute of Science and Technology (LIST), hereafter “Event”. Specific conditions published on the site may however be applicable to certain events. In the event of a contradiction between these general conditions and the specific conditions, the specific conditions shall prevail. No other text, and in particular the purchasing conditions of the Client, is binding for LIST, except for a contract drawn up and signed by an authorized representative of LIST. 


Event costs

The participation cost for an Event is that indicated on the site at the time of registration. Registration fees are quoted excluding VAT (VAT 3%) and per participant, unless expressly specified otherwise.


Payment methods

In general, payments must be made by credit/debit card. In certain cases, payment may however be made via transfer. In the event of a transfer, the payment must be made to the order of LIST, mentioning the name of the company of the participant(s), the name of the participant(s) and the invoice reference. The payment must be made on receipt of the invoice and at the very least, at the latest before the Event.

For all registrations, an invoice will be issued and communicated to the Client.

In the absence of payment or if the payment is made late by the Client, LIST is authorized to cancel the registration without formality or warning.

Invoicing of absences and cancellations

LIST must be informed of all absences/cancellations in writing as soon as possible by sending a mail to event@list.lu. In the absence of different specific conditions, all cancellations are free up to 14 days before the Event. All cancellations made after this deadline shall result in the payment of a sum calculated in the following way  :

Number of days before the Event Fees payable by the Client
14-5 50% of the registration fee
4-1 80% of the registration fee

Substitution

Up to 48 hours before the start of the Event, the Client may, without any additional fees, substitute one person that it has registered with any other person of its choice by informing LIST in writing at the following address: event@list.lu.

Cancellation of an event and changes

LIST reserves the right to cancel an Event if there are not enough participants or for another unforeseeable reason. In this case, LIST will contact all persons registered in order to inform them either of the postponement of the Event to a future date or of its cancellation. If the Event is cancelled, the registration fees already paid will be reimbursed in their entirety. Although LIST endeavours to be as accurate and exact as possible concerning the content and terms and conditions of the Event, changes may occur. LIST reserves the right to change the content, programme, speakers and location of the Event at its discretion.

Intellectual property of the content

The content of the presentations made by the speakers at the Event is the exclusive property of the speakers or of their employers. On this basis, any reuse, even partial, of this content for commercial gains is forbidden, except where specific prior authorization is given by LIST. 


Protection of personal data

LIST handles the personal data of the participants in accordance with the applicable laws and regulations in force and in particular, with Regulation UE 2016/679 of the European Parliament and Council from 27 April 2016 relating to the protection of physical persons with regard to the treatment of personal data and the free circulation of this data (hereafter “GDPR”).

The personal data handled comprises information concerning the participants collected from the participants or their employers by LIST when they registered for the Event, that is last name, first name, address, e-mail, function, dietary requirements (if there is a meal during the Event), telephone number. This personal data is only handled by LIST to the extent necessary to manage the registration (invoicing, sending out Event details) and the smooth running of the Event (distribution of badge, managing of dietary requirements for the meal, sending of satisfaction form).

Subject to having obtained the explicit consent of the participants, LIST may send invitation e-mails for other events organized by LIST or relating to the theme discussed during the Event, as well as information mails on LIST’s activities. At any moment, this consent may be withdrawn either by sending an e-mail to LIST to the address dpo@list.lu, or by clicking the link at the bottom of LIST e-mails to unsubscribe.

LIST keeps and handles the aforementioned important personal data for a duration that does not exceed what is necessary to achieve the aims for which it was collected, without prejudice to LIST to keep them for a longer duration for legal/regulatory obligations applying to LIST or due to exceptional situations that would justify them being kept longer (judicial procedure, etc.).

LIST uses modern and reliable technologies to send, handle and save data. For online payments, personal data is sent using an encryption process. The online payment system is guaranteed by SIX Payment Services (Europe) S.A. Transactional data (such as the card number) does not pass through the LIST website and in no cases is it saved there. Please refer to SIX Payment’s conditions: www.six-payment-services.com/fr/services/legal/privacy-statement.html.

The participants are informed of their right to:

a) access, without payment and at reasonable intervals, their own personal data, and receive additional information concerning the way in which it is handled;
b) request the correction, deletion of this data once it is no longer necessary or lawful, or call for the limitation of this processing;
c) object, at any moment, for reasons related to their own situation, to the use of this personal data;
d) receive their personal data to send it to another person responsible for processing it.

These rights may be exercised by sending an e-mail to the DPO at LIST: Caroline Roch via the e-mail address dpo@list.lu

A complaint may also be lodged with the National Commission for Data Protection in Luxembourg (“Commission nationale pour la protection des données” - CNPD) :

“Commission nationale pour la protection des données”
Address: 1, avenue du Rock’n’Roll, L-4361 Esch-sur-Alzette
Tel.: (+352) 26 10 60 -1
Fax. : (+352) 26 10 60 - 29
Website: cnpd.public.lu/fr.html

Responsibility

Within the limits of the law, LIST cannot be held responsible concerning the Client and/or the participants for any direct or indirect prejudice resulting from the fulfilment of the Event, the behaviour of the other registered participants and any other events occurring once the participants have left the location of the activity. Assuming that LIST is held responsible, this responsibility is limited to the price paid by the Client to LIST to participate in the Event.


The Client accepts the responsibility for the respect of these conditions by its participants.


Insurance

The participant in the Event guarantees being covered by a public liability insurance covering physical, material, immaterial, direct and consequential damages, likely to be caused by its doings, to the disadvantage of a third party. 


Settling of legal disputes

These general terms and conditions are subject to Luxembourgish law.

In the event that a disagreement between the contracting parties cannot be resolved amicably, all legal proceedings concerning these general terms and conditions and the organization of the Event will be subject to the jurisdiction of the Luxembourgish courts.

Warning

In the event of a request to change the invoicing address or name of the company after the creation of the first invoice, LIST reserves the right to demand an additional fee of €50 excl. VAT.

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