Participant Registration Regulations for the Conference Organized by the Polish Society of Optometry and Optics on November 14–16, 2025 in Łódź

§ 1. General Provisions

1.1. These Regulations constitute the basis for organizing the CLINICAL OPTOMETRY POLAND 2025 Conference, organized by the Polish Optometric Association (PTOO), headquartered in Poznań (61-047), ul. Warszawska 98A, entered into the National Court Register maintained by the District Court for Poznań – Nowe Miasto and Wilda in Poznań, 8th Commercial Division of the National Court Register, under KRS number: 0000042244, NIP: 7791634353, REGON: 630888609. The event will take place on November 14–16, 2025 at the Ambasador Premium Hotel in Łódź. These Regulations are available on the official website www.cop.edu.pl (hereinafter referred to as the Conference Website) and set out the rights and obligations of its participants. Any amendments to the Regulations will be publicly announced on the Conference Website.

1.2. These provisions are an integral part of the registration for the Conference and are binding for all Participants.

§ 2. Participation in the Conference

2.1. Conditions for participation in the Conference include:

2.1.1. Submitting a registration form via the Conference Website or the free CLINICAL OPTOMETRY POLAND 2025 mobile app available for Android and Apple iOS devices.

2.1.2. Payment of the fee in the amount and by the deadline specified by the Organizer on https://cop.edu.pl.

2.1.3. Costs of participation, accommodation, and travel are covered by the Participant.

2.1.4. Upon request, the Organizer will issue an invoice (billing details must be provided in the registration form).

2.1.5. The registration deadline is November 10, 2025. Registration after this date will not be possible.

2.1.6. The number of participants is limited.

2.1.7. Each Participant will receive a certificate of attendance.

2.1.8. On the day of the event, a ticket with a personal QR code (digital or printed) must be presented. In its absence, an ID will be required for verification. Each participant will receive a personalized badge required for participation.

2.1.9. QR codes on badges will be scanned to confirm attendance, distribute conference materials, and permit marketing communication from sponsors and exhibitors via email.

2.1.10. Underaged may participate only with written consent from a legal guardian or when accompanied by an adult.

2.1.11. Registration implies acceptance of these Regulations.

§ 3. Fees

3.1. Fees are published on https://cop.edu.pl.

3.2. The payer (invoice recipient) is the entity ordering services related to participation.

3.3. Failure to pay the fee by the specified deadline authorizes the Organizer to cancel the registration without any liability.

3.4. Payment methods include the AutoPay system (linked to the registration form), PayPal, or direct bank transfer, as instructed in the registration confirmation.

3.5. Discounts may be granted to members of the Polish Society of Optometry and Optics, the Polish Society of Orthoptics, guests, and students.

§ 4. Withdrawal / Complaints / Refund Policy

4.1. Participants may withdraw by submitting written notice. Refund policy complies with the Consumer Rights Act of May 30, 2014, Article 27.

4.2. Refund conditions:

a) For cancellations received more than 45 days before the Conference: 50% of the fee is retained.

b) For cancellations received 44 days or fewer before the Conference: no refund.

4.3. A substitute participant may be appointed up to 20 days before the event, subject to confirmation by the Organizer.

4.4. Refund inquiries should be sent to info@cop.edu.pl.

4.5. Refund requests will be processed within 48 hours.

4.6. Complaints related to canceled sessions or workshops should be sent to info@cop.edu.pl.

4.7. Complaints will be reviewed within 72 hours.

4.8. If a complaint is upheld, the Organizer may issue a refund in whole or in part in the form of a voucher for future PTOO events (conference, networking dinner, or paid workshops—itemized).

§ 5. Organizer’s Liability

5.1. The Organizer will make every effort to ensure the Conference is held as described on the official website.

5.2. The Organizer may alter the schedule, including timing and order of presentations, even on the day of the event.

5.3. Schedule changes do not entitle participants to any compensation.

5.4. The Organizer reserves the right to cancel the event due to force majeure. In such cases, no compensation or refund will be issued for registration or additional services. Participants will be promptly notified of any rescheduling.

5.5. The Organizer is not responsible for loss, damage, or theft of personal belongings.

5.6. Conference content is for educational purposes only. The Organizer is not liable for any consequences of using the information shared.

5.7. If the event is canceled due to reasons solely attributable to the Organizer, full refunds will be issued to the provided bank accounts.

§ 6. Participant’s Responsibilities

6.1. Participants must comply with these Regulations, safety rules, and instructions from the Organizer and hotel staff.

6.2. At the hotel premises, the following are prohibited:

a) The sale or use of drugs (including all substances listed in the Act on Counteracting Drug Addiction of July 29, 2005, as amended).

b) Possession of firearms or other dangerous items.

6.3. Participants are financially responsible for any damages they cause on the premises.

§ 7. Personal Data Protection

7.1. The data controllers are:

• Polish Society of Optometry and Optics (PTOO), ul. Warszawska 98A, 61-047 Poznań, KRS: 0000042244, NIP: 7791634353, REGON: 630888609
• KOJ Adam Koj, ul. Powstańców Śląskich 1c, Kadłub, 47-100 Kadłub, NIP: 7561434248, REGON: 532178602.

7.2. Data will be processed for the purposes of the Conference, including participant lists and payment settlements.

7.3. By registering, the Participant consents to data processing for Conference purposes.

7.4. Participants have the right to access, correct, or request deletion of their data. Providing personal data is voluntary but necessary for participation.

7.5. The Organizer may use an external service for registration.

7.6. With consent, data may be stored in databases maintained by the data controller.

7.7. Photographic and video recording may occur. By attending, Participants grant consent for their likeness to be used in promotional and informational materials.

§ 8. Copyright

8.1. Recording, copying, or distributing Conference content is strictly prohibited.

8.2. All content is presented by copyright holders or with their permission.

8.3. Educational materials may be distributed only with the creator’s consent and in accordance with copyright law (Act of February 4, 1994).

§ 9. Final Provisions

9.1. The Organizer reserves the right to amend these Regulations.

9.2. Any matters not covered herein will be governed by the provisions of the Polish Civil Code.

9.3. These Regulations come into force on June 30, 2025.

Information obligation under Article 13 of the GDPR

We kindly inform you that on 25 May 2018, the Regulation of the European Parliament and of the Council (EU) of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation - GDPR) entered into force.

Therefore, we are obliged to provide information on how our company handles personal data. You will find full information below.

Who is the administrator of personal data?
The controller of personal data pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter referred to as "GDPR"), i.e. the entity deciding how your personal data will be used in the COP 2025 system, is the Polish Society of Optometry and Optics, ul. Warszawska 98 A, Poznań 61-047, NIP: 7791634353 (hereinafter also referred to as "ADO").

How can you contact us?

You can contact us at the e-mail address: info@cop.edu.pl or at the postal address: Polish Society of Optometry and Optics, ul. Warszawska 98 A, Poznań 61-047.

What type of your personal data do we process?
ADO processes the personal data indicated in the account registration form in the "COP 2025" mobile application or on the website www.cop.edu.pl and editing the profile, i.e. first name, last name, contact phone number, contact e-mail address, city, country, education, optometrist number, title, links to profiles on Social Media portals.

What is the purpose and legal basis for our processing of your personal data?
ADO processes your personal data because it is necessary to perform the contract concluded with you, the purpose of which is to enable you to use the COP 2025 system, i.e. the mobile application for events and possibly the event's website. Our system contains a number of functions that allow communication between event participants and the publication of content. Sometimes your data will be used in the event registration form. Occasionally, we will contact you to provide technical support in the use of the application. Your data may also be used to print personalized identifiers

Who can familiarize themselves with your personal data?
The recipients of personal data are ADO employees, the organizer of the event in which you are participating and other users of the "COP 2025" application. Furthermore, on the basis of appropriate agreements on the processing of personal data, this data may be transferred to entities cooperating with the event organizer in the implementation of services resulting from the agreements, e.g. a printing house, an IT company, a logistics company, an insurer.
In addition, ADO may transfer data to appropriate public authorities authorized to familiarize themselves with the data.

For how long do we process your personal data?
The period of data storage depends on you. You can use our application at many events, so we will not delete your data unless you ask us to.

How do we protect your personal data?
The Data Controller ensures that it applies appropriate technical and organizational conditions to ensure the security of processed personal data before it is disclosed. For this purpose, appropriate procedures and documentation have been introduced, as well as security of IT systems.

What are your rights in connection with our processing of your personal data?
Persons whose personal data are processed by the Data Controller are entitled to demand from the Data Controller access to their personal data, rectification, deletion or restriction of processing, to object to processing, and to transfer data. In addition, these persons are entitled to withdraw consent and lodge a complaint with the supervisory authority.

Do you have to provide your personal data?
In the case of events in which you can use the interaction function in the application, we require that you provide at least an e-mail address, which is the identifier of your account in our system. In some cases, the Event Organizer using the mobile application may require that participants who log in also provide their name and surname, which is related to the rank and nature of the event. In each case, providing personal data is voluntary, but failure to provide it may result in the inability to provide services to you.

Additional information
- ADO does not perform profiling in connection with the processing of your personal data, nor does it process personal data automatically and in a manner that affects your rights.
- ADO does not transfer personal data to countries outside the European Economic Area.

Yours sincerely
PTOO Personal Data Administrator

Best regards,
Polskie Towarzystwo Optometrii i Optyki
info@cop.edu.pl