Terms of use
Last updated November 29, 2024
1. Introduction
These Terms of use apply to the sf-conference event management system (referred to as the "System"), the website www.sf-conference.com presenting the System's offer (referred to as the "Website") and the demo version of the System demo.sf-conference.com (referred to as the "Demo Version"). For the purpose of collective reference to the Website, System and Demo Version, the term "Services" is used in the Terms of use.
The services are provided by sf-labs sp. z o. o., ul. Józefa Marcika 6, 30-443 Kraków, Poland, REGON: 388297924, NIP: 6793213075 (referred to as the "Service Provider").
The system is launched at the request of the event organizer (referred to as the "Organizer") for a specific event. Unless otherwise indicated, all references to the "System" below mean a single use of the System to perform a specific task, including in particular the organization of one event (referred to as the "Event").
These Terms of use apply to all persons using the Services, including System users, Event participants, Organizers and other persons visiting the Services. For the purpose of collective reference to the persons mentioned in this paragraph, the terms "User" or "Users" are used in the Terms of use.
2. Definitions
Entrepreneur with consumer rights - a customer who is a natural person concluding a sales contract directly related to his business activity, when the content of the sales contract shows that it does not have a professional character for this entrepreneur, resulting in particular from the subject of his business activity, made available on the basis of the provisions on the Central Register and Information on Business Activity.
3. Declarations
The Organizer declares that
- has all necessary permissions for the legal organization of the Event, including required licenses, permits or other administrative decisions, in accordance with applicable law;
- conducts its business in accordance with applicable law, without infringing the rights or legitimate interests of third parties;
- makes available the regulations and privacy policy of the Event on its website or through the System;
- the organized Event complies with applicable law, good morals and social norms, without infringing the rights of third parties.
4. Use and purpose of the Services
The system is provided in the SaaS ("Software as a service") model along with technical support from the moment the System is launched until the end of the event, however, for no longer than 1 year.
Depending on the individual configuration of the System by the Organizer, the System enables:
- Organizers:
- organization of registration for the Event,
- submissions management,
- communicating with participants and other System Users,
- managing the process of submitting and reviewing papers,
- managing payments and invoices
- Managing the Event website
- Managing access to the Event administration panel
- asking the AI Assistant questions and commands regarding the Event,
- receiving notifications regarding the Event.
- Participants:
- registration for the event,
- managing the details of your participation,
- adding, reviewing and modifying submitted papers,
- monitoring payment status,
- downloading issued invoices,
- receiving notifications regarding the Event.
- Reviewers:
- access to the system,
- review of submitted papers,
- issuing opinions and reviews of papers,
- receiving notifications regarding the Event.
- Representatives:
- registration of participants for the event,
- managing the details of participation of registered participants,
- adding, reviewing and modifying submitted papers of participants,
- monitoring the payment status of registered participants,
- downloading invoices issued for registered participants,
- receiving notifications regarding the Event and registered participants.
To use the System for organizing an Event, you must register through the website https://system.sf-conference.com/organizer/registration, schedule an online meeting with the Service Provider via the link available on the Website, send a message via the contact form available on the Website, write an email directly to office@sf-labs.com or contact us by phone at the number available on the Website.
The system allows logging in and access to the management panel for Users for whom the Organizer has granted access by creating an account for them or providing the option to enter a username and password in the registration form.
The username, password, content and links sent in email communications and any other information contained in the System and transmitted to and from the System must be treated as confidential.
The website allows you to:
- getting acquainted with the System's offer,
- contact with the Service Provider if you wish to use the System.
The Demo Version allows you to:
- getting acquainted with the capabilities of the System,
- use of the System for a limited time.
5. Rights and obligations of the Service Provider
The Service Provider provides Users with access to the Services, user documentation and other documents enabling Users to use the Services. The Service Provider provides technical support in the scope of current use of the Services. When communicating with Users, the Service Provider will use communication channels that ensure the protection of personal data and security.
The Service Provider has the right to introduce changes to the Services without prior notification to Users, if they are aimed at increasing security, functionality, personal data protection or result from market changes. The Service Provider will inform Users about introduced changes that significantly affect the use of the Services by phone, email or by means of information on the Website or in the System.
In the event of reasonable suspicion, receipt of reliable information or official notification of:
- violation by the User of these Terms of use, legal regulations, rules of good morals or social norms;
- unauthorized use of the Services by the User or a third party acting with his consent or in agreement with him;
The Service Provider is entitled to block the User's access to the Services without prior notice.
The Service Provider reserves the right to monitor the way Users use the Services in order to verify its compliance with the law, good morals and the provisions of these Terms of use. The Service Provider is irrevocably authorized, during the period of operation of the Services, to access data transmitted via the Services. The Service Provider reserves the right to send content directly related to the Services to the email address provided by Users.
6. Rights and obligations of Users
Users undertake to use the Services only in the manner explicitly specified in these Terms of use.
Users undertake not to use the Services in a manner contrary to the law, the principles of fair trade and these Terms of use. If attempts of such use are detected, Users are obliged to immediately inform the Service Provider and provide data of responsible persons, if they have such data. Users are obliged to cooperate with the Service Provider and relevant state authorities in proceedings related to violations of the law.
Users undertake to immediately notify the Service Provider of any detected failure or malfunction of the Services.
Users may not transmit illegal content via the Services and bear full responsibility for such actions towards the Service Provider and third parties.
Users may not copy or modify the Services or any part thereof, including trademarks, in any way. It is not allowed to extract the source code of the Services, nor is it allowed to translate the Services into other languages or create derivative versions. The Services and all trademarks, copyrights, database rights and other intellectual property rights related thereto belong exclusively to the Service Provider.
The Services store and process personal data that Users provide for the purpose of providing the Services. Users are obliged to ensure the security of the device, operating system, web browser and access to the Services.
7. Intellectual property rights
The Service Provider grants the Organizer the right to use the Services in accordance with their intended purpose. All rights related to the Services, including rights to the name, logos and copyrights, remain the property of the Service Provider.
8. Online payments for Event participants
The System provides payment information for Event participants. Payments are made from payment links available in email correspondence and in the System after logging in. Clicking on the link will redirect to the page of the external system handling the payment.
Depending on the configuration, the System provides payment through the external imoje payment system, operated by ING Bank Śląski S.A. based in Katowice or via the external PayU payment system operated by PayU S.A. based in Poznań.
The subject of sale is participation in the Event for which the System was launched. The price and delivery terms are set by the Event Organizer and attached to the registration form. The final recipient of the payment is the Organizer.
The Service Provider, in connection with the permit to provide payment services as a Small Payment Institution, issued by the Polish Financial Supervision Authority on 21.01.2022, may also act as a settlement agent, mediating in the transaction, depending on the transaction amount, payment method and individual arrangements with the Organizer. The terms of service for transaction intermediation are regulated by a separate agreement on accepting payment using payment instruments, concluded between the Service Provider and the Organizer.
9. Costs of using the System
The Service Provider provides the System for a fee borne entirely by the Organizer. The cost of using the System to organize an Event depends on the declared participant limit for a given Event, i.e. 2 € net + 23% VAT (6.15 € gross) per participant.
The minimum fee for using the System is 100 € net + 23% VAT (123 € gross), which corresponds to the participant limit of 50. The actual participant limit is configurable by the Organizer and may be lower, but the fee remains the same. For Events where the participant limit is greater than 500, the fee is reduced by a 10% discount. For Events where the participant limit is greater than 1000, individual arrangements and discounts granted by the Service Provider apply.
After the Organizer has paid for the declared participant limit, changing this limit to a lower one in the Event settings does not entitle the Organizer to a refund, either in whole or in part. In other words, the fee is non-refundable, and the Service Provider does not provide for refunds after it has been paid.
After paying the fee, the Organizer has the option to increase the participant limit. In such a situation, the Service Provider will contact the Organizer to provide details regarding the additional fee related to the limit extension.
Organizers using the System for the first time to organize any event, not a specific one, can set a participant limit of up to 100 free of charge. Setting a limit above 100 will result in a charge according to the above price list.
Organizers registered in Poland are subject to the price list presented on the Polish-language Website in PLN. Organizers registered outside Poland are subject to the price list presented on the English-language Website in EUR.
The above fees do not include the commission charged by payment operators when using online payments made in the System by Users. Commissions charged by payment operators are paid in full by the Organizer. When using the external PayU payment system, the amount of commission charged depends on the individual agreement and arrangements between the Organizer and PayU. When using the Service Provider as a settlement agent, the amount of commission and the terms of service are regulated by a separate agreement on accepting payment using payment instruments, concluded between the Service Provider and the Organizer.
10. Other terms of use
The services require an active Internet connection. The connection can be via Wi-Fi or provided by a mobile network operator. The Service Provider is not responsible for the Services not functioning fully if Users do not have access to Wi-Fi or do not have an available mobile data limit.
When using the Services outside the Wi-Fi area, the terms of the agreement between the User and the mobile network operator apply. As a result, the mobile network operator may charge for data for the duration of the connection while accessing the Services or other third-party charges. By using the Services, Users accept responsibility for all such charges, including roaming charges, if the Services are used outside their territory (i.e. region or country). If the User is not the payer of bills for the device on which he uses the Services, we assume that he has received permission from the payer to use the Services.
The Service Provider is not responsible for Users' inability to use the Services due to the discharge or failure of the device they use or used to use the Services.
The Service Provider does not guarantee that the Services or their content will always be available.
In connection with the use of Google Analytics and Google reCAPTCHA services, the Terms of Service for Google services apply.
11. AI Assistant
The AI Assistant, provided by the System, is used to ask questions and issue commands to an automated artificial intelligence system, concerning the data of the event for which the System was launched. Access to the AI Assistant is limited by a total token limit, covering both the data entered into the AI Assistant and that generated by it. The AI Assistant provides a percentage of the remaining tokens, updated after each question asked.
Users may not ask questions or issue commands that are not directly related to the event. It is not allowed to ask questions or issue commands that are inconsistent with applicable law, good morals and social norms, or violate the rights of third parties. It is not allowed to ask questions or issue commands regarding the source code or the way the Services operate.
The Service Provider reserves the right to monitor what questions and commands are asked through the System. In the event of gross abuse of the AI Assistant or asking questions or giving commands that significantly deviate from the topic or data of the event, the Service Provider reserves the right to block access to the AI Assistant for one or all of the Organizer's events.
In connection with the use of the ChatGPT service, the Terms of use of OpenAI services apply.
12. Liability
The Service Provider acts as the System provider, is not a party to transactions and agreements concluded through the System, including not being subject to the legal consequences of actions taken between the System Users and the Organizer. The Service Provider does not accept returns and complaints regarding products and services sold by the Organizer.
The Organizer bears full and exclusive responsibility for the performance of its obligations under the agreement with the System Users, in particular for the fulfillment of the benefit arising from the agreement, the reciprocal benefit of which is payment. The Organizer is also liable for all consequences of withdrawal from the agreement concluded with the System Users, made in accordance with separate regulations.
13. Right of withdrawal and complaints
Unless the Event regulations provide otherwise, the Organizer shall be liable to the consumer and the Entrepreneur acting as a consumer on the basis of the provisions of the Act of 30 May 2014 on consumer rights (Journal of Laws of 2014, item 827, as amended, Journal of Laws of 2022, item 2337).
A request to withdraw from the contract or a complaint addressed to the Organizer may be submitted by a consumer or an Entrepreneur with consumer rights by e-mail and sent directly to the contact e-mail address of the Event Organizer or to the e-mail address of the Service Provider office@sf-labs.com. The Service Provider undertakes to submit requests for withdrawal from the contract and complaints to the Organizer within 7 days of receiving the notification.
14. Changes to these Terms of use
We reserve the right to update our Terms of use. Therefore, we recommend that you periodically review this page for any changes. We will notify you of any changes by posting the new Terms of use on this page.
These Terms of use have been prepared in Polish and English. In the event of any discrepancies between the language versions, the Polish version shall prevail.
Contact us
If you have any questions or suggestions regarding our Terms of use, please contact us at office@sf-labs.com