General Terms & Conditions
GENERAL TERMS & CONDITIONS
Please read carefully the terms and conditions and make sure that all the information is clear to you and that under no circumstances you agree/buy on a service with GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V that you do not agree with.
A.1. These terms and conditions apply to any sale of services from GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. If you buy services from our website, www.gires.org, you agree to be legally bound by this contract and the terms and conditions contained herein. All these documents form part of this contract as though set out in full here.
A.2 This contract is only available in English. No other languages are available for this contract.
ARTICLE 1: DEFINITIONS
1.1 The Organizer:In these general terms and conditions, the following definitions apply:
The Conference/ Meeting / Εvent / Workshop / Course Organizer is: GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. (hereafter Organizer)established and having its offices at Herengracht 280, 1016 BX Amsterdam, The Netherlands.
1.1.2 Meeting is: a meeting / event / workshop / course / service organized/offered by the Organizer.
1.1.3 Participant/Client: the person who registers or has registered for the above mentioned events and services organized/offered by the Organizer.
1.2 GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. is registered at the Dutch Chamber of Commerce (KVK) with registration number 76572439
1.3 GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. website refers to the any site on which these terms and conditions are displayed, including, but not limited to the following website(s):
1.4 Any questions or requests or disputes can be addressed through the contact form can be found at the website www.gires.org at the “contact” section.
ARTICLE 2: REGISTRATION
2.1 A participant has the opportunity to register for one or more meetings or services offered/organized by the Organizer. Registration for the meeting takes place through the online registration process. Enrollment in the meeting is only confirmed once the Organizer is in possession of a fully completed and submitted online registration form and receipt of any applicable payment for the registration by the participant. The registration can be made through the website of the Organizer in each event’s homepage
2.2 CANCELLATION OF REGISTRATION
2.2.1 Cancellation of a definitive registration can only be subject of full refund only if the cancellation is requested by the Applicant/Participant in written form (with the details as set in the form below) and it is possible up to 40 working days prior to the Meeting and in condition that the Organizer receives the cancellation notice within 40 working days prior to the Meeting.
An administration cost of € 35 will be deducted from the amount to be refunded.
“ CANCELLATION FORM
To: GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V.
Address: Herengracht 280, 1016 BX Amsterdam
I/It/We/They* hereby give notice that I/It/We/They * cancel my/its/our/their* contract of sale of the following goods */the supply of the following service *
-Ordered on (mention date with format: Day/Month/Year)
-Received on * (mention date with format: Day/Month/Year)
-Name of consumer(s) (mention name as written in your legal identification document e.g. passport – in English)
-Address of consumer(s) ((mention the full address in English)
-Signature of consumer(s) (only if this form is notified on paper),
-Date (with format: Day/Month/Year)”
- Choose which one identifies/represents you
2.2..2 In case of cancellation after this period (of 40 working days), namely 39 working days to 0 working days prior to the Meeting, the registration fee is not refundable and the Organizer is not obliged to refund the Applicant/Participant.
2.2.3 For the purposes of this Contract ‘working days’ are Monday to Friday inclusive excluding bank and public holidays of the Kingdom of the Netherlands.
ARTICLE 3: CONCLUSION OF AGREEMENT
3.1 After the online registration by the participant has been successfully submitted and received by the Organizer, the Organizer will send the participant a confirmation of the registration. The contract between the participant and Organizer arises when the registration confirmation has been sent to the participant.
3.2 The organizer, according to the activity and upon the organizer’s decision, can issue a certificate for the participants. The certificates can be entitled (but not limited to the following options): “Certificate of Attendance”, “Certificate of Presentation”, “Certificate of Participation”. The certificates issued by the organizer are property of the Organizer and holds the copyright for all the information provided and are connected to the Organizer’s copyrighted material as these is presented in the document. All documents are valid only if are signed by the Organizer (and/or the official representative of GIRES, the Global Institute for Research Education & Scholarship based in Amsterdam, The Netherlands) and any other signatures/stamps of any other person/legal entity can be only be placed after the organizer’s and/or the director’s decision and authorization, and mutual agreement of the other party. Any other signatures/stamps except of the official Organizer (and/or the official representative of GIRES, the Global Institute for Research Education & Scholarship based in Amsterdam, The Netherlands) have no legal value whatsoever.
ARTICLE 4: FINANCIAL OBLIGATIONS / PAYMENT
4.1 Up to 4 weeks prior to the meeting, it is possible to transfer the final registration to another individual free of charge. Transferring a registration can only be done in writing by the original participant and after informing the Organizer.
4.2 The prices for the meetings are fixed per meeting and are listed on the website of GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. (Organizer).
4.3 The participant remains at all times liable for non-compliance with their payment obligation, even if the billing address is different from the home address and / or a business institution or subsidiary institution reimburses the costs of the meeting for the participant.
4.4 If the invoice is not paid on the date agreed to in writing, the participant is in default of payment
4.5 In case of a late payment, the participant’s access to the meeting can be denied at the discretion of the Organizer. The participant’s obligation to make a payment for the registration does not lapse.
4.6 In the case of credit card payments, the charge will be put on the card immediately.
4.7 The payments shall be made in Euro (€- EUR), (or whichever will be the official currency of the Dutch State/ The Netherlands, in the future) and can be made through bank transfer to Organizer’s bank account in the Netherlands and/or with a credit card or similar means through the Organizers website www.gires.org through each event’s homepage.
4.8 The prices of the events include VAT at the applicable rate as set by the Dutch State ( The Netherlands). Note that does not include any costs occurred delivering the goods (delivery options and costs will be provided before you place your order).
4.9 The prices does not include any costs occurred or imposed by your bank which will be paid by you.
4.10 The Organizer will do all reasonably can to ensure that all of the information you give us when paying for services is secure by using an encrypted secure payment mechanism. However, in the absence of negligence on our part we will not be legally responsible to you for any loss that you may suffer if a third party gains unauthorized access to any information that you give us.
4.11 Your credit card or debit card will only be charged when you confirm your order.
4.12 All payments by credit card or debit card need to be authorized by the relevant card issuer.
4.13 You can always exercise your right to cancel your agreement anytime and this section does not affect that right of yours. (Article 2, sec 2.2).
ARTICLE 5: CANCELLATION OF THE MEETING
5.1 In the event that the Meeting cannot be held or is postponed due to events beyond the control of the Organizer (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the Organizer, the Organizer cannot be held liable by Participant for any damages, costs or losses incurred, such as costs for transportation, for accommodation, costs for additional orders, other financial losses, etc. Under these circumstances, the Organizer reserves the right to either retain the entire registration fee and to use it for a future event/conference/seminar/course, or to reimburse the delegate after deducting costs (up to 25% of the original fee paid by the participant) already incurred for the organization of the conference/event/seminar/course and which could not be recovered from third parties.
ARTICLE 6: FORCE MAJEURE
6.1 The Parties’ performance under this agreement is subject to acts of God, war, government regulations, threats or acts of terrorism or similar acts, government travel advisories, disaster, strikes, civil disorder, mass illness, health pandemic, decrease of transport facilities, fire, flood, any undesirable weather or any cause beyond the parties’ control, making it unadvisable, illegal or impossible to perform their obligations under the agreement. Both parties may cancel the contract for anyone or more of such reasons upon written notice to the other party.
ARTICLE 7: INTERMEDIATE TERMINATION
7.1 The Organizer reserves the right to terminate the agreement with a participant by means of an official letter, if the participant, in the opinion of the Organizer, in any way disrupts the orderly conduct of a meeting and / or harms the interests of the Organizer All financial obligations for payment arising from the agreement remain.
ARTICLE 8: FAILURE TO ATTEND
8.1 The failure of the participant to attend the meeting or the departure of the participant prior to the conclusion of the meeting, does not entitle the participant to a partial or full refund of the registration fee.
ARTICLE 9: MODIFICATION OF THE PROGRAM
9.1 The Organizer publishes all information about various meetings, including its objectives, duration, program, teacher (s) / speaker (s), etc on its website.
Please note that while speakers and topics were confirmed at the time of publishing, circumstances beyond the control of the organizers may demand substitutions, alterations or cancellations of the speakers and/or topics. As such, the Organizer reserves the right to change or adjust the advertised speakers and/or topics if necessary without any liability to you whatsoever. Any substitutions or alterations will be updated on our web page as soon as possible. The Organizer reserves the right to modify the program, which is published as an indication only.
ARTICLE 10: PHOTOGRAPHY AND VIDEO MATERIALS
10.1 Please be advised that photographs and videos will be taken at the event for use on the Organizer’s websites and in the press, the Organizer’s marketing materials, and other publications by the Organizer. By registering for this event, the Participant consents to the above and the use of images and videos of themselves. Photographs of any work or materials created during the Meeting be freely used by the Organizer for publicity purposes. If you do not want to be included in this material or be in photographs or videos please state it via the Organizer’s contact form in the website www.gires.org stating clearly that you do not wish to be included in any photograph or video. You also have the right to do it through out online form for each Meeting as we are in compliance with the European Legislation for General Data Protection (GDPR).
10.2 Detailed Information on processing of personal data in the form of photographs, video and audio
You (GIRES’ activities participants ) will be photographed/filmed/recorded on behalf of GIRES-Global Institute for Research Education & Scholarship (GIRES). In order for GIRES to use the photos/recordings/audio of you to disseminate information about GIRES’ activities, you must consent to the following. By signing the form GIRES has already sent to you or the ones found below, you consent to the details below.
You hereby consent to GIRES, the Global Institute for Research Education & Scholarship based in Amsterdam, The Netherlands using images of you caught in video recordings, and/or photographs, taken/recorded by GIRES as part of the online and physical events and activities such conferences, seminars, workshops and meetings.
You consent to GIRES using photographs and/or video recordings including images of you both internally and externally to promote GIRES’ activities. These images could be used in print and digital media formats including print publications, websites, posters, banners, advertising, film, social media, teaching and/or research purposes.
You understand that:
Your images will be held in accordance with the GDPR guidelines (the General Data Protection Regulation) and will be processed for the purposes of GIRES’ activities.You understand that images on websites can be viewed throughout the world and not just in the EU and that some overseas countries may not provide the same level of protection to the rights of individuals as EU legislation provides and GIRES follows and strongly supports; Without expectation of compensation or other remuneration, now or in the future, you hereby give your consent to GIRES and its affiliates to use your image and likeness and/or any interview statements from your in its publications, advertising or other media activities (including the Internet). This consent includes, but is not limited to:
The images of you captured in the video recordings and/or photographs will be the copyright of GIRES. Any other intellectual property which arises in the photographs/recordings does not belong to GIRES and the institute is not responsible for the presentation and opinions of the speakers. Also the institute is not responsible for any violations of intellectual property that may occur from the presentations and opinions of speakers/participants;
You hereby agree to irrevocably assign all property rights to your photographs and/or recordings to GIRES; You hereby agree to waive all rights in yours performance in the film and/or recordings to GIRES ; You can ask GIRES to stop using your images at any time, in which case efforts will be taken to prevent them being used in the future but they may continue to appear in publications already in circulation; You understand that some images or recordings may be kept permanently once they are published and be kept as an archive of GIRES’ life. You understand and hereby agree that by registering for the event, you agree to the above conditions regarding the use of your image and content recorded.You have read and understood the conditions and consent to your images being used as described.
GIRES is committed to processing information in accordance with the General Data Protection Regulation (GDPR). The personal data collected on this form found in ( https://www.gires.org/activities/photo-and-video-consent-forms/ ) will be held securely and will only be used for administrative purposes. The data will be stored on a server located in Germany and that provides the appropriate level of personal data protection required by European regulations.
You have the right to request to see a copy of the information we hold about you and to request corrections or deletions of the information that is no longer required. You can ask GIRES to stop using your images at any time, in which case it will not be used in future publications but may continue to appear in publications already in circulation. Your personal data will be stored until you request to remove them from the database. You have the right to lodge a complaint with the supervisory body. Providing consent and your personal data is voluntary.
If you have any questions relating to this consent form or the way we are planning to use your information please contact the Data Protection Officer via email – [email protected]
The administrator of your personal data is the GIRES, the Global Institute for Research Education & Scholarship based in Amsterdam, The Netherlands.
Printable form ( or ask us to send you one):
Photo and Video Consent and Release Form of GIRES-Global Institute for Research Education & Scholarship
(recorded person’s full name), verify that I am above the age of majority (above 18 years of age).
I do hereby consent to the use by GIRES, the Global Institute for Research Education & Scholarship (GIRES) based in Amsterdam, The Netherlands of my image, video, voice, or all three of them.
I agree that all such pictures, video or audio recordings and any reproduction thereof shall be used by GIRES as it sees fit in its publications, social media, newsletter and website of GIRES and for any other legitimate purposes. I understand that these images may appear publicly as part of the website and/or other media of GIRES.
It is understood that this material will be used in a legitimate manner, both internally and outside EEA and is not intended to cause any harm or undue embarrassment to the parties involved.
(type your name)
(type your name/draw your signature)
Date: ___________________ (Day/Month/Year)
ARTICLE 11: USE OF EVENT DOCUMENTATION AND COPYRIGHT
11.1 The ownership of the Meeting materials remain with the Organizer. All materials, logos and workshop proceedings produced for the Meeting are and will remain the sole property of the Organizer.
11.2 Presentations and event documentation are protected by copyright law and are licensed to the Organizer. Rights to their use may only be transferred through express written consent by the author. Participants are not permitted to copy licensed materials distributed for informational, educational or training purposes. Licensed materials are computer programs and/or other licensed data (or databases) in machine readable form, and their accompanying documentation.
ARTICLE 12: CONFIDENTIALITY
12.1 All sensitive and personal information (work processes, strategies, company sensitive information, etc.) provided by Participant will be treated confidentially by the Organizer, its employees and by its hired faculty / teacher (s) / speaker (s).
ARTICLE 13: LIABILITY
13.1 The Organizer shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the Organizer – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The Participant shall take part in the Meeting at his/her/its/their own risk. The Organizer cannot be held liable by delegates for damages or theft of property to hotel and/or facilities used for the purposes of the Meeting. The Participant will participate in the Meeting with full intent to respect the facilities in use and are liable for any damages to the hotel or the Meeting venue for which they are personally responsible. Verbal agreements shall not be binding if these have not been confirmed in writing by the Organizer.
13.2 The Organizer does not assume liability for consequential damages resulting from possibly erroneous and/or incomplete contents of presentations and/or event documentation or malicious software. The Organizer shall not be liable for any of the following: loss of profit; loss or corruption of data; loss of use; loss of production; loss of contract; loss of opportunity; loss of savings, discount or rebate (whether actual or anticipated); harm to reputation or loss of goodwill.
13.3.1 The limitations of liability set out above shall not apply in respect of any indemnities given by either party under this Contract. Notwithstanding any other provision of this Contract, the liability of the parties shall not be limited in any way in respect of the following: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; any other losses which cannot be excluded or limited by applicable law; any losses caused by willful misconduct.
13.3.2 Subject to the sub-clauses entitled ‘Exceptions’, Organizer’s total liability shall not exceed the sum of €1.
ARTICLE 14: INSURANCE
14.1 As the Organizer cannot be held liable for loss, injury or damage to any person or property or for any additional expenditure incurred due to changes, whatever the cause, the Participant is advised to make his/her own arrangements for health and travel insurance and any kind of insurance that protect him/her/it/theirself(ves) and him/her/its/their property.
ARTICLE 15: DATA PROTECTION
ARTICLE 16: COMPLAINTS PROCEDURE
16.1 If, by any chance, the Participant is not satisfied with the services of the Organizer, the Participant may also submit a formal complaint. The complaint has to be filed in a timely matter. In principle, a complaint is to be submitted within six months after the action that is the subject of the complaint occurred. The Organizer is not held to consider a complaint submitted after this period and will only do so for exceptional cases.
The Participant may submit the complaint with the specific form as it seems below.
“ COMPLAINTS FORM
To: GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V.
Address: Herengracht 280, 1016 BX Amsterdam
I/It/We/They* we would like to complain about the following goods */the following service * provide by your institute. The reason is (you complete all the details of your complaint)
Service/goods Ordered on (mention date with format: Day/Month/Year)
Service/goods Received on * (mention date with format: Day/Month/Year)
Name of consumer(s) (mention name as written in your legal identification document e.g. passport – in English)
Address of consumer(s) ((mention the full address in English)
Signature of consumer(s) (only if this form is notified on paper),
Date (with format: Day/Month/Year)”
- Choose which one identifies/represents you
16.2 The subject of the complaint should be stated clearly, and to which Organizer employee(s) it concerns. If the complaint refers to an incident, it should be described and the date on which the incident took place and the Meeting name in relation to the incident should be mentioned. Within five working days the Participant will receive a written confirmation with an indication of the period in which the Participant may expect a substantive response. This period can run up to 28 days after receipt of the complaint.
16.3 The Organizer’s management will present the Participant with a written solution (per e-mail). If necessary, a meeting can be arranged with the management. If no reply is received from the Participant within five working days of the dispatch of the written response, the complaint will be considered settled.
If the Participant does not agree to the solution presented, the Participant may refer the complaint to an independent, third party, lawyer in the Netherlands. Depending on the complaint, a hearing is conducted and a decision will be made. The decision of the lawyer is final and binding. For any questions you can contact us through our contact form that can be found at the website www.gires.org at the “contact” section.
16.4 The Organizer works on the principle that complaints are handled confidentially, and that individuals are only made aware of the complaint if it is deemed necessary. Complaints are registered and are kept on record for up to two years after the date of the complaint.
ARTICLE 17: RIGHTS OF THIRD PARTIES
17.1 Only the members/parties of mentioned and involved in these Terms & Conditions/Contract have the right to enforce any of these Terms & Conditions.
ARTICLE 18: MEMBERS & CENTERS
18.1 Members as mentioned in the boards and committees of GIRES (ABOUT US section or elsewhere) or any other affiliates or partners mentioned elsewhere, are not employees or/and financially or/and officially connected to GIRES-Global Institute for Research Education & Scholarship B.V. unless otherwise stated. As such, they have no authority on GIRES’ activities, alter, challenge the structure, rules, policies and terms and conditions that govern GIRES-Global Institute for Research Education & Scholarship B.V.. All tools provided by GIRES-Global Institute for Research Education & Scholarship B.V and offered to them such as email, webpage or any other tool or means is property of GIRES-Global Institute for Research Education & Scholarship B.V. and can be revoked at any time GIRES-Global Institute for Research Education & Scholarship B.V. without further notice and with no obligation (financial or intellectual) of GIRES to the members and/or other affiliates. All tools, webpages, names, titles and texts are and will remain property of GIRES-Global Institute for Research Education & Scholarship B.V. The Centers of GIRES respectively are property of and governed by GIRES-Global Institute for Research Education & Scholarship B.V. and under no circumstances, any of the members or affiliates have any authority on them except if the owner and director of GIRES-Global Institute for Research Education & Scholarship B.V allows it to; GIRES is the owner and holds the copyright and ownership of the Centers’ names, activities, texts, works and publications.
18.2 The participation of members in any of the events and activities of GIRES/organizer is authorized by GIRES and GIRES alone without any obligation to the members. Such as all participants and guests, members as well are obliged to follow the Codes and Policies of GIRES, the Global Institute for Research Education & Scholarship as they are found in all sections and especially the Code of Conduct section. The members that are offered a more prominent position in an event – such as speakers, keynote speakers, members of the organizing committee, members of the academic committee, editors, co-editors or any other role, are not authorized to be entitled as “Organizers” or “Co-organizers” or similar, and/or have no authority to take decisions that could both/or harm, alter, interfere in the organizing process, participants’ selection, programming/scheduling process, panel creation, thematics and/or theme of the conference/activity and any other connected pre-conference and post-conference processes and/or share information about the activity without the written consent of GIRES’ legal representative. The consent can be revoked at any time without further notice by GIRES (the Organizer) and/or its legal representative to the member, if the member violates any of the aforementioned codes, terms and policies. Any disputes are and will be ruled under the Dutch Law as mentioned in Article 19.
18.3 Only upon the decision of the legal representative of GIRES , the members can be offered a (monetary and other forms of) compensation for their services. It should be noted that this does not mean that the member is officially employed and that should be considered such a sole, one-off compensation for a sole, specific activity or service provided by the member to GIRES. The members, which the legal representative of GIRES have decided that should receive the compensations, are obliged to provide GIRES with correct and true information, such as name, surname, identification and/or passport numbers, country of residence, address of residence and sign the relevant form sent to them that verifies that the information is true and correct. GIRES is obliged to submit the relevant form to the Dutch Tax authorities for legal purposes. In addition the member is obliged to provide GIRES with a correct and legal bank account on the member’s name for the transfer of the monetary compensation. The aforementioned document(s) that the members will send, should be signed by the member mentioned in the document, and should be mailed and/or emailed to the official email and/or official address of GIRES in The Netherlands. GIRES can offer alternative non-monetary compensations such as free passes and/or discounts to events, activities and actions.
ARTICLE 19: APPLICABLE LAW
19.1 The agreements concluded with the Organizer are exclusively governed by Dutch law (the Kingdom of the Netherlands)
ARTICLE 20: MODIFICATION OF THESE TERMS AND CONDITIONS
20.1 The Organizer is entitled to make changes to these conditions at any time without further notice, the Organizer namely GIRES-GLOBAL INSTITUTE FOR RESEARCH, EDUCATION & SCHOLARSHIP B.V. will send the modified conditions upon request.
Updated August 2021