Terms ofusage.

The terms used in these Terms of Service shall have the following meanings:

1. Administrator — MEDCONGRESS GROUP sp. z o.o., with its registered office at ul. Chmielna 2/31, 00-020 Warsaw, Poland, entered in the register of entrepreneurs of the National Court Register (KRS) under number KRS 0001237036, tax identification number (NIP) 5253087146, statistical number (REGON) 544567895, acting as the organizer of the Congress and the service provider within the meaning of the Act on the provision of services by electronic means, and as the controller of personal data within the meaning of the GDPR.
2. Website — the website operated by the Administrator at iccsh2027.org, together with all subpages, including /pl/.
3. User — a natural person with full legal capacity, a legal person, or an organizational unit without legal personality to which the law grants legal capacity, who uses the services provided by electronic means through the Website.
4. Consumer — a User who is a natural person performing a legal act with the Administrator that is not directly related to their business or professional activity, within the meaning of Article 22¹ of the Polish Civil Code.
5. Entrepreneur — a User conducting business or professional activity in their own name, performing a legal act directly related to that activity.
6. Entrepreneur with consumer rights — a natural person concluding a contract directly related to their business activity, where it is apparent from the content of that contract that it does not have a professional character for that person, resulting in particular from the subject of their business activity (Article 7aa and Article 38a of the Act on Consumer Rights).
7. Account — an individual set of resources and permissions assigned to the User within the Website, secured by a login (e-mail address) and password, enabling the use of the Website's services.
8. Registration — the service consisting of declaring participation in the Congress in one of the available forms (Participant, Presenter, Online Participant), together with the selection of a fee category and tariff and any Add-ons.
9. Ticket — the right to participate in the Congress to the selected extent, acquired by the User as a result of a successful Registration and the recording of payment; the Ticket relates to an event identified as to the day of performance (21–23 October 2027).
10. Abstract — a structured (IMRaD) submission of a scientific work made by the User through the Website for evaluation and possible presentation during the Congress, together with attachments and a list of authors.
11. Add-on — an optional additional service purchased together with Registration (Workshop, Gala Dinner, Gala Dinner Student, Accompanying Person).
12. Payment Operator — an entity providing payment services through which payments on the Website are processed, i.e. Stripe Payments Europe, Ltd. (Dublin, Ireland) and PayPro SA (operator of the Przelewy24 system).
13. Congress — the 1st International Interdisciplinary Congress "Cancer & Sexual Health" (ICCSH 2027), taking place on 21–23 October 2027 at the Mieczysław Karłowicz Philharmonic in Szczecin, Poland.
14. Privacy Policy — the document available at /privacy-policy describing the rules for processing personal data.
15. GDPR — 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.
16. Contract — the contract for the provision of services by electronic means concluded between the Administrator and the User on the terms set out in these Terms, including the contract for participation in the Congress concluded as a result of Registration.

1. The service provider and organizer of the Congress is:

   MEDCONGRESS GROUP sp. z o.o.

   Registered office

   ul. Chmielna 2/31, 00-020 Warsaw, Poland

   KRS

   0001237036

   NIP

   5253087146

   REGON

   544567895

   E-mail address: info@iccsh2027.org. Contact addresses for specific matters: registration and complaints — registration@iccsh2027.org, abstracts — abstracts@iccsh2027.org, sponsorship — sponsors@iccsh2027.org, general matters and personal data matters — info@iccsh2027.org.

2. The Administrator has not appointed a Data Protection Officer. Such appointment is not mandatory under Article 37 GDPR. All matters concerning the processing of personal data should be directed to info@iccsh2027.org.
3. The Administrator can be contacted by e-mail and by post to the registered office address.
4. These Terms are made available free of charge through the Website in a form that allows their content to be obtained, reproduced and recorded (downloaded and printed) at any time. The Terms are also available as a PDF file (/legal/terms-of-usage-en.pdf, /legal/terms-of-usage-pl.pdf).
5. Use of the Website constitutes acceptance of these Terms. Before using paid services, the User is required to read these Terms and confirm their acceptance.
6. All prices shown on the Website are gross prices, expressed in euro (EUR), unless expressly stated otherwise.

1. The following are required to use the Website and the services provided by electronic means:
   1. a terminal device (computer, tablet, smartphone) with access to the Internet;
   2. a current version of an Internet browser supporting HTML5 and CSS3, in particular one of: Google Chrome, Mozilla Firefox, Microsoft Edge, Apple Safari (the latest releases are recommended);
   3. JavaScript enabled;
   4. cookies enabled to the extent necessary for the operation of the Website (technical / necessary cookies);
   5. an active and properly configured e-mail account.
2. The Website does not use Google Analytics, Meta Pixel or other tracking/marketing cookies. The Website uses only cookies that are necessary for the proper provision of services.
3. The Administrator endeavours to keep the Website continuously available, but reserves the right to temporary technical interruptions resulting from maintenance, modernization or causes beyond the Administrator's control.
4. The Administrator informs that the use of services provided by electronic means involves the typical risks associated with the transmission of data over the Internet (including the risk of data interception and malware). To minimize these risks, it is recommended to use up-to-date antivirus software and not to disclose login credentials to third parties.

1. The Administrator provides the following services by electronic means through the Website:
   1. creation and maintenance of a User Account;
   2. Registration for the Congress in the forms: Participant, Presenter and Online Participant;
   3. submission of an Abstract together with an attachment;
   4. provision and handling of a contact form and a sponsorship inquiry form;
   5. issuing and providing VAT invoices in electronic form (subject to the conditions of §8);
   6. sending transactional messages related to the performance of the above services (including account confirmation, registration confirmation, decisions concerning the Abstract, payment confirmation, automatic replies to inquiries). These messages do not constitute commercial information within the meaning of the Act on the provision of services by electronic means. The Administrator does not operate a newsletter or send marketing communications.
2. The service of creating and maintaining an Account, using the contact form and the sponsorship inquiry form is free of charge. The service of Registration for the Congress and the purchase of Add-ons is payable on the terms set out in §6 and §8.
3. The contract for the provision of free services is concluded for an indefinite period and terminates upon deletion of the Account or upon the User ceasing to use the given service.

1. Creating an Account is voluntary and free of charge. An Account may be required to register for the Congress or to submit an Abstract.
2. To create an Account, the User provides an e-mail address and sets a password, and accepts these Terms and reviews the Privacy Policy.
3. After completing the registration form, the Administrator sends a message containing an activation link to the e-mail address provided (an account-confirmation e-mail). The contract for maintaining the Account is concluded when the User confirms the e-mail address by clicking the activation link.
4. The password is stored exclusively in encrypted (hashed) form using the Argon2 or bcrypt algorithm. The Administrator does not have access to the User's password in plain text.
5. The User is obliged to keep the Account password confidential and not to disclose it to third parties. The User is responsible for the consequences of disclosing login credentials to unauthorized persons. If the User suspects that their login credentials have been disclosed to unauthorized persons, the User should immediately change the password or contact the Administrator.
6. The User is obliged to provide true, current and complete data and to keep it up to date.
7. The User may, at any time and without giving any reason, resign from the Account by sending a request for its deletion to info@iccsh2027.org or by using the appropriate function in the Account panel, if available. Deletion of the Account is equivalent to termination of the contract for maintaining the Account.
8. Deletion of the Account does not affect the validity and performance of contracts for participation in the Congress already concluded, nor the Administrator's obligations under the law (in particular the obligation to retain invoices and accounting data). The rules and periods for retaining data after deletion of the Account are set out in the Privacy Policy.
9. The Administrator may terminate the contract for maintaining the Account upon 14 days' notice (or suspend the Account) in the event of a gross breach by the User of these Terms, the provision of unlawful content, or use of the Website in a manner that disrupts its operation, after a prior unsuccessful request to cease the violations.

1. Registration enables the acquisition of a Ticket entitling the holder to participate in the Congress in one of the forms: Participant, Presenter or Online Participant.
2. As part of Registration, the User provides the data necessary to perform the contract, in particular: title, first name, last name, e-mail address, telephone, country, institution, specialization, participant type, dietary requirements, additional comments, the selected fee category and tariff, the selected Add-ons and — if an invoice is requested — invoice details (company, street, city, postal code, country, tax ID).

Fee categories

Physician

Physician / specialist holding the right to practise the profession

Resident

Physician in training / resident (based on appropriate status)

Industry

Participant representing a commercial / industry entity

Tariffs

Early Bird

Early Bird — until 【DO UZUPEŁNIENIA: data graniczna Early Bird】

Regular

Regular — until 【DO UZUPEŁNIENIA: data graniczna Regular】

Late

Late — until 【DO UZUPEŁNIENIA: data graniczna Late】

The applicable tariff is determined by the moment the payment is recorded by the Payment Operator, not by the moment the form is started.

Add-ons

Workshop

Workshop — Participation in workshops

Gala Dinner

Gala Dinner — Participation in the gala dinner

Gala Dinner Student

Gala Dinner Student — Participation in the gala dinner at the student price

Accompanying Person

Accompanying Person — Participation of an accompanying person

6. Prices and currency. All prices for Registration and Add-ons are stated in euro (EUR) and are gross prices. If payment is made in Polish zloty (PLN), the conversion from EUR to PLN is performed by the Payment Operator at the exchange rate applicable at that Operator on the day of payment. The Administrator does not set the conversion rate and is not responsible for exchange-rate differences resulting from the conversion performed by the Payment Operator or the issuer of the payment instrument (e.g. the User's bank).
7. Contract conclusion procedure. Completing and submitting the Registration form together with the selection of a fee constitutes the User's offer to conclude a contract for participation in the Congress. After submitting the form, the User receives a registration-received message confirming acceptance of the submission for processing and is redirected to payment.
8. Moment of conclusion of the contract. The contract for participation in the Congress (acquisition of the Ticket) is concluded at the moment the payment is recorded by the Payment Operator. At that moment the User receives a payment-confirmed message confirming the conclusion of the contract and the acquisition of the Ticket.
9. No payment. If payment is not recorded within the period required by the selected tariff or within the period indicated in the payment process, the contract is not concluded and the submission may be cancelled. The price applicable to a given tariff may change after the expiry of the tariff's validity period.
10. Changes and cancellation of the Congress. The rules for changing the date, format or cancellation of the Congress and the related rights of the User (including refund of the fee) are governed by §12 and by separate terms of participation, if published by the Administrator.

1. The User may submit an Abstract through a dedicated form on the Website. Submission of an Abstract is free of charge; however, presentation during the Congress may require a valid Ticket in accordance with the information published on the Website.

Technical requirements for submission

Abstract content — fields entered in the form following the IMRaD structure: title (concise, descriptive, no fixed character limit), abstract body (up to 300 words), Introduction (up to 800 words), Material and Methods / Results / Discussion (up to 1000 words each), Limitations (up to 400 words, optional), References (up to 8000 characters, optional), keywords (up to 3), as well as theme, comments, sessionType, and presentation language (the language indicated by the submitter; the Congress language is English)

Attachments — up to 5 files per abstract in PDF, PNG, JPEG, or TIFF format (optional caption)

Maximum attachment size — up to 5 MB per file (max 5 files per abstract)

List of authors — for each author: academic title, first name, last name, affiliation, e-mail, telephone, presenting-author flag

Attachments are stored in the Cloudflare R2 service (EU region).

3. Authorship declaration. By submitting an Abstract, the User declares that:
   1. the Abstract is the result of the authors' original work, does not infringe the rights of third parties, in particular copyrights, personal rights or trade secrets;
   2. the User holds the rights necessary to grant the licence referred to in paragraph 5;
   3. the User has the consent of all co-authors to submit the Abstract and to the terms set out in this paragraph, including the granting of the licence and the publication of the authors' data to the extent indicated below.
4. Submitter's responsibility. The User submitting the Abstract bears full responsibility for obtaining the consents of co-authors and for the truthfulness of the declarations referred to in paragraph 3. The Administrator is not liable for any infringement of third-party rights resulting from the content of the submitted Abstract.
5. Licence. Upon submission of the Abstract, the User (and, on the basis of the consents obtained, the other authors) grants the Administrator a non-exclusive, royalty-free licence — without territorial limitation, for a definite period covering the preparation, conduct and post-congress documentation — to use the Abstract for the purpose of its evaluation and publication and dissemination in the book of abstracts, on the Congress website and in post-congress materials, on the following fields of exploitation: fixation and reproduction by printing and digital technology, entry into computer memory, public availability in such a way that anyone may access the Abstract at a place and time of their choosing (including over the Internet). The licence is granted on the basis of and within the limits of Articles 41 and 50 of the Polish Act of 4 February 1994 on copyright and related rights. Moral rights, including the right to mark the Abstract with the authors' names, remain intact.
6. Review process. Submitted Abstracts are subject to substantive evaluation carried out by the scientific committee or designated reviewers. The review decision may take one of the following forms:

   ACCEPTED_ORAL — Abstract accepted for oral presentation (abstract-accepted)

   ACCEPTED_POSTER — Abstract accepted for poster presentation (abstract-accepted-poster)

   REJECTED — Abstract rejected (abstract-rejected)

7. The User is informed of the outcome of the evaluation by e-mail to the address provided in the submission. Review decisions are of a substantive nature and are not subject to the complaint procedure referred to in §10.

1. Payments for Registration and Add-ons are made exclusively through the Payment Operators:
   1. Stripe Payments Europe, Ltd., with its registered office in Dublin (Ireland) — card payments and other methods supported by Stripe. The Operator's terms and privacy policy are available at: stripe.com/legal and stripe.com/privacy.
   2. PayPro SA, with its registered office at ul. Pastelowa 8, 60-198 Poznań, entered in the KRS under number 0000347935 — operator of the Przelewy24 system, a national payment institution supervised by the Polish Financial Supervision Authority (KNF). The Operator's terms and information obligation are available at: przelewy24.pl/regulamin and przelewy24.pl/obowiazek-informacyjny.
2. By making a payment, the User accepts the terms of the relevant Payment Operator. Payment processing is subject to the terms of the given Operator.
3. Strong Customer Authentication (SCA / 3DS2). Payment transactions may require Strong Customer Authentication using the 3-D Secure 2 (3DS2) mechanism, in accordance with the PSD2 Directive (Directive (EU) 2015/2366 of the European Parliament and of the Council) and Commission Delegated Regulation (EU) 2018/389. Authentication is performed by the Payment Operator and the issuer of the User's payment instrument.
4. Payment card data. The Administrator does not store payment card data or other data authenticating payment instruments. Such data is processed exclusively by the Payment Operators, who comply with the PCI DSS security standard. The Administrator receives from the Operator only information on the status and result of the transaction.
5. VAT invoice. At the User's request (selecting the "needsInvoice" option and providing invoice details), the Administrator issues a VAT invoice in accordance with the Polish Act of 11 March 2004 on the tax on goods and services (VAT). The invoice is issued and made available in electronic form. Acceptance of the use of invoices in electronic form is given on the basis of the User's consent expressed during Registration (Article 106n of the VAT Act). The User is responsible for the correctness and completeness of the invoice details provided.
6. Payment basis and currency. The payment is made in the amount resulting from the selected category, tariff and Add-ons, in accordance with §6. In the case of payment in PLN, the conversion rate of the Payment Operator on the day of payment applies (§6 para. 6).

1. In accordance with Article 27 of the Polish Act of 30 May 2014 on Consumer Rights, a Consumer (and an Entrepreneur with consumer rights) is, as a rule, entitled to withdraw from a distance contract within 14 days without giving any reason.
2. The right of withdrawal does NOT apply to the contract for participation in the Congress (acquisition of the Ticket). The Congress is an event of an educational/cultural nature, performed on a specified day, i.e. on 21–23 October 2027. Such a contract is a contract for the provision of services related to leisure, sporting or cultural events, where the contract specifies the day or period of performance of the service, in respect of which the 14-day right of withdrawal is excluded under Article 38 point 12 of the Act on Consumer Rights.
3. Confirmation of awareness. Before making the payment, the Consumer (and the Entrepreneur with consumer rights) is required to confirm — by ticking a separate checkbox that is not ticked by default — that:
   1. they consent to the performance of the service (participation in the Congress) on the specified date indicated in paragraph 2;
   2. they acknowledge and accept that, as a result, they lose the right of withdrawal under Article 38 point 12 of the Act on Consumer Rights.
4. The declaration referred to in paragraph 3 is recorded by the Administrator together with a timestamp and stored in the database as evidence of fulfilment of the information obligation.
5. The exclusion of the right of withdrawal does not deprive the User of rights arising from the provisions on warranty, non-performance or improper performance of the contract, or of rights related to the cancellation or material change of the Congress referred to in §12.
6. With regard to services other than the Ticket (e.g. free Account services) — if, by their nature, withdrawal is possible — the relevant provisions of the Act on Consumer Rights apply accordingly.

1. The User has the right to lodge a complaint regarding the services provided by the Administrator by electronic means and the performance of the contract for participation in the Congress.
2. Complaints should be directed to the e-mail address registration@iccsh2027.org or in writing to the Administrator's registered office address.
3. A complaint should contain at least: data enabling identification of the User and the matter (e.g. e-mail address, Registration number), a description of the circumstances forming the basis of the complaint, and the User's request.
4. The Administrator examines the complaint and provides a response within 14 days of its receipt, to the e-mail address from which the complaint was sent or by another means indicated by the User.
5. Failure to respond to a complaint within 14 days is equivalent to acknowledging the complaint in accordance with the User's request (Article 7a of the Act on Consumer Rights).

1. The Consumer has the possibility of using out-of-court methods of handling complaints and pursuing claims, in accordance with the Polish Act of 23 September 2016 on out-of-court resolution of consumer disputes. In particular, the Consumer may:
   1. apply to a permanent amicable consumer court for resolution of a dispute arising from the concluded contract;
   2. apply to the Provincial Inspector of the Trade Inspection (Wojewódzki Inspektor Inspekcji Handlowej) to initiate proceedings for the out-of-court resolution of a consumer dispute;
   3. use the free assistance of a district (municipal) consumer ombudsman or a social organization whose statutory tasks include consumer protection.
2. The Consumer may use the European Commission's online ODR (Online Dispute Resolution) platform, available at: ec.europa.eu/consumers/odr. The ODR platform is a point of access enabling the out-of-court resolution of disputes concerning contractual obligations arising from online sales or service contracts.
3. Detailed information on out-of-court methods of handling complaints and pursuing claims is available at the offices and on the websites of the competent institutions, including the Office of Competition and Consumer Protection (UOKiK): uokik.gov.pl.
4. The use of out-of-court methods of handling complaints and pursuing claims is voluntary.

1. The Administrator undertakes to provide services with due diligence. The Administrator is not liable for non-performance or improper performance of services to the extent resulting from:
   1. force majeure, understood as an external event that is impossible to foresee and prevent, in particular natural disasters, epidemics and pandemics, decisions of public authorities, states of emergency, acts of war, acts of terror, strikes, failures of power or telecommunications infrastructure;
   2. malfunction of equipment or software on the User's side;
   3. the User providing incorrect or incomplete data;
   4. actions of third parties beyond the Administrator's control, including Payment Operators and infrastructure providers.
2. In the event of cancellation of the Congress or a material change to its date or format for reasons attributable to the Administrator, the Administrator will inform Users by electronic means and present the rights available to them, including — in justified cases — a refund of the fee paid. This provision does not limit the Consumer's rights under the law.
3. The Administrator's liability towards a User who is not a Consumer (B2B) for non-performance or improper performance of the contract is limited to the amount of the fee paid by that User for the given Registration. This limitation does not apply to damage caused intentionally or to cases where limitation of liability is impermissible under mandatory provisions of law. This limitation does not apply to Consumers or to Entrepreneurs with consumer rights.
4. The User is liable for the content transmitted or published through the Website (including the content of Abstracts) and undertakes not to provide unlawful content.

1. The controller of Users' personal data is MEDCONGRESS GROUP sp. z o.o. (details in §2).
2. Personal data is processed for purposes necessary to provide services by electronic means, to perform the contract for participation in the Congress, to handle Abstracts, to deal with complaints and to fulfil the legal obligations incumbent on the Administrator (including accounting and tax obligations), on the basis of Article 6(1)(b), (c) and (f) GDPR.
3. The Administrator uses service providers operating within the European Economic Area (EEA), including the e-mail provider Zoho Corporation B.V. (Netherlands, EU data centre, smtp.zoho.eu). The Administrator does not transfer personal data outside the EEA, except that Cloudflare Turnstile — used for anti-bot verification on the account sign-up form — may process limited technical data (including IP address) on Cloudflare's global network, safeguarded by Standard Contractual Clauses (Article 46 GDPR) and the EU–US Data Privacy Framework.
4. Detailed information on the processing of personal data, including legal bases, retention periods, categories of recipients and the rights of data subjects, is set out in the Privacy Policy and in the information clause available at /data-processing.

1. The Administrator reserves the right to amend these Terms for important reasons, in particular: changes in the law, changes in the scope or manner of providing services, changes of Payment Operators or infrastructure providers, security considerations, or the need to correct obvious errors. The Administrator informs of an amendment to the Terms:
   1. Users who have an Account — by an e-mail message sent to the address assigned to the Account, at least 14 days in advance of the amendment taking effect;
   2. Users who do not have an Account — by publishing the amended Terms on the Website at least 14 days in advance.
2. A User who has an Account and does not accept the amended Terms may terminate the contract for maintaining the Account before the amendment takes effect, by deleting the Account or submitting an appropriate statement.
3. Contracts for participation in the Congress concluded before the amendment to the Terms takes effect are governed by the provisions of the Terms in force on the date of conclusion of the contract.

1. In matters not regulated by these Terms, the provisions of Polish law apply, in particular the Civil Code, the Act on the provision of services by electronic means, the Act on Consumer Rights and — with regard to personal data — the GDPR and the Act on the Protection of Personal Data.
2. The law applicable to contracts concluded on the basis of these Terms is Polish law. The choice of Polish law does not deprive the Consumer of the protection afforded to them by the mandatory provisions of the law of their country of habitual residence.
3. The court competent to resolve disputes: with a User who is not a Consumer (B2B) — is the court having local jurisdiction over the Administrator's registered office; with a Consumer (and an Entrepreneur with consumer rights) — is the court determined in accordance with the general provisions on local jurisdiction (Code of Civil Procedure).
4. If any provision of these Terms proves to be invalid or ineffective, this does not affect the validity of the remaining provisions.
5. These Terms have been drawn up in Polish and English versions. In the event of any discrepancy between the Polish and English versions of this document, the Polish version prevails.
6. These Terms enter into force on 8 June 2026.

These Terms enter into force on 8 June 2026.