TERMS OF USE AND TERMS OF TRADE for registration for ICWPF 2026 organized by GEMBA through the digital event system 'ConferenceCommunicator', (www.conferencecommunicator.com), owned by the software company Attendwise Aps, Andkærvej 19D, 7100 Vejle, Denmark (VAT no.: DK 33870477).

1.0. General

1.1. The event organizer of ICWPF 2026 is GEMBA, Venlighedsvej 6, 2970 Hørsholm, CVR. 30 54 64 58 (hereinafter 'the organizer') and is the Data Controller.

1.2. Agreement on the use of the ConferenceCommunicator event system (registration system, order and purchase module, message system etc.) is between you and the Organizer.

1.3. Attendwise Aps offers exclusively the digital event system for use in accordance with this ICWPF 2026. Attendwise Aps serves as the data processor and assumes no liability for the content of the event, any shortcomings or the like in connection with execution or non-execution of the event, as reference herein is made to the Organizer.

1.4. These conditions apply to ICWPF 2026 and must be read and accepted by separate check-box ticking when you register for this event before you can finally register.

2.0 Confirmation

2.1. When the registration is completed, you will typically receive an email confirmation and payment receipt when you have registered for ICWPF 2026. If you have registered multiple participants, you will receive a combined receipt with an overview of all those registered.

2.2. Your registration gives personal access to ICWPF 2026. The registration confirmation serves as proof of admission to the event (only for physical participation) and may not be copied or otherwise attempted to be used multiple times with the aim of providing more people with access to the same event.

3.0. Cancellation or changes made by you

Registration with order placement and payment is binding. The payment is non-refundable. However, if you are prevented from participating in ICWPF 2026, please cancel your registration by contacting GEMBA. You may be able to have another participant take over your seat/ticket, but this must be agreed with GEMBA, and not Attendwise Aps.

4.0 Change of event date or Cancellation by GEMBA

The Organizer reserves the right to either change or move ICWPF 2026 to another date or cancel ICWPF 2026 completely, e.g. if:

4.1. There are not enough participants/registrations.

4.2. If unforeseen situations occur that make it necessary for the Organizer to cancel the event, e.g. in the event of illness/epidemic, weather conditions, or similar circumstances that the Organizer could not have foreseen in advance, and that make the implementation of the event disproportionately difficult.

4.3. The Organizer reserves the right to change the date and time of the event; possibly the venue; and possibly to make minor changes to the content of the event.

4.4. If changes occur, the Organizer will inform you of the changes by e-mail if possible and in as good time in advance as possible.

4.5. If a cancellation of ICWPF 2026 is necessary, the payment might be refunded. All communication regarding this is made between you and GEMBA. Attendwise Aps is not liable herewith.

5.0 Order and payment

5.1. Attendwise Aps is exclusively the software vendor of the event system ConferenceCommunicator with online registration and payment module and exclusively mediates the sale of tickets to ICWPF 2026 and/or other paid-for activities between you as the buyer and the GEMBA.

5.2. Unless otherwise informed, the GEMBA is the sole distributor of tickets to ICWPF 2026, and you are thus purchasing from:

GEMBA, Venlighedsvej 6, 2970 Hørsholm, CVR. 30 54 64 58

5.3. The order and the purchase agreement are between you as the buyer/purchaser and the GEMBA, and any form of complaint and loss regarding ICWPF 2026 must be directed directly to GEMBA and Attendwise Aps is not to be held liable herewith.

5.4. Please be aware that reservations are made for incorrectly stated prices on the registration site, as well as cancellation of the event. Please contact GEMBA, who is responsible for this.

5.5 The purchase agreement is subject to the general rules of Danish law and can only be considered final when the purchase is digitally registered, and payment has been received.

5.6. The purchase of tickets are non-refundable. The purchase is binding, even if you are prevented from participating and wish to cancel. You might be able to give your spot to another participant if it is okay with the GEMBA. Please contact them hereof.

5.7. It is your (the buyer's) responsibility to ensure against incorrect orders before completing an order.

5.8. GEMBA reserves the right to cancel issued registrations with a refund price excl. any fees.

5.9. Payment by credit card/debit card or invoice. Payment by credit card/debit card is debited immediately, and payment by invoice must be paid within the payment deadlines specified when placing an order.

6.0. Personal data policy

6.1. General
By accepting these terms of use and terms of trade, you agree that we process your personal data in accordance with the description in these terms and conditions.

GEMBA is the Data Controller and handles your personal data in accordance with applicable legislation in the area. The vendor of ConferenceCommunicator event system, Attendwise Aps, is the Data Processor. This means that the responsibility for processing your personal data lies with the GEMBA, and for any inquiries you might have, you must contact the Data Controller with the contact information provided below.

6.2. Purpose and use of the ConferenceCommunicator event system
With your registering of information and placing an order and maybe other use of ConferenceCommunicator, your entered information is transferred and stored in Attendwise Aps' digital event system ConferenceCommunicator and for the purpose of:

6.2.1. Cookies
The ConferenceCommunicator event - and registration site (and maybe other functions in the ConferenceCommunicator event system if stated in these terms) uses cookies for necessary technically use. Cookies are a text file to recognize the user's computer and logging, to be able to take actions regarding the registration process and to other necessary actions to be able to provide you with the service at hand. You cannot use the website if you choose to reject the use of cookies. The technical cookies are automatically deleted by your browser when you close your browser session.

6.2.2 Registration system and payment module

You register for ICWPF 2026 through ConferenceCommunicator's online registration system and place your order with payment of the displayed prices, typically in advance of ICWPF 2026. You choose the payment method as stated on the form. The payment goes directly to the GEMBA. You must accept the registration terms before you can finally register.

6.3 Personal information
We collect and process the personal information that you have entered in the registration form, which is necessary to be able to provide you with the services associated with handling your registration and for basic information and statistical use. This is typically general personal information such as name, title, company/organization, email, address and possibly telephone number. Ass well as payment information to process your order. If we collect information about food preferences, it is only for the purpose of serving you the right catering during the event. Other processing of personal data may also occur in the ConferenceCommunicator event system, if stated elsewhere.

6.3.1 Consent
If we collect information about food preferences and you indicate your preferences in a registration field with options and/or free text-option, this is considered consent to us processing the data for the purpose of being able to serve the right catering, including passing on the information to a partner (catering, venue). If we want to be able to pass on information to a third party such as exhibitors or sponsors, you must give active consent to this, typically via a checkbox. You must also give active consent if we give you the opportunity to sign up for our newsletter.

Note: You have the right to withdraw your consent, and if you wish to do so, you must contact the Organizer via kat@gemba.dk. If we obtain permission to subscribe to the newsletter, you can withdraw your consent by unsubscribing via the unsubscribe link directly in the newsletter.

6.3.2 Purpose

We use your registration data to process the registration, including receiving orders and payment by credit card/debit card or invoice, as well as communication regarding the registered event. Data is stored and saved if we find it necessary for the processing of the registration, at least 5 years when purchasing a ticket according to the Danish Bookkeeping Act.

If we use your data for a purpose other than the above, you will be informed herewith. For example, if you have given permission for us to pass on your contact information to exhibitors or to subscription to our newsletter.

6.3.3. Name badge/Admission card
If we use name badge/admission card, they are generated either from your entry of data with relevant participant information in the system and by the system's name badge template. Or from our manual handling.

6.3.4. Message system
You may receive e-mail messages from the system: both automatic confirmation e-mails and receipt upon registration and purchasing tickets and maybe e-mails whenever the GEMBA wishes to keep you informed of the event. You may also receive text messages (if we have your phone number).

6.3.5. Photos
We may take event photos at ICWPF 2026, which means that you may be part of a group in the photo without consent. If it is a photo of a portrait, we obtain written consent before we publish it (which you have the right to withdraw).

6.4. Disclosure of data

GEMBA and Attendwise Aps do not disclose the registered personal data to third parties unless:

6.4.1. If a third party uses data on the Organizer's order, including:

6.4.2. Payment information to make payment by credit card/debit card or invoice.

6.4.3. A participant list including name and organisation will be shared in printed form with other participants at the event for networking purposes. The list will not be made publicly available. If you do not wish to be included, you may inform the organiser at any time, including during registration or prior to the event.

6.4.4. If you have accepted to subscribe to our newsletter by ticking off a checkbox or a multiple-choice box. OF NOTE! Attendwise Aps has nothing to do with subscription to - or cancellation of - the newsletter by the GEMBA. The sole purpose og Attendwise is to provide a check-box or a multiple-choice (e.g. Yes; No) in the registration system.

6.4.5. If you have indicated special food preferences through options and/or text boxes, this data may be passed on to the catering/venue to provide you with the service that matches your wishes.

6.4.6. If you have accepted that data may be passed on to others, such as exhibitors and sponsors, maybe for them to contact you or send you information.

6.5. Security and protection
Data such as e-mail and other communication that takes place between the GEMBA and you as a user - or between you users - as well as username and password, are stored in ConferenceCommunicator event system encrypted and transmitted encrypted. Other information is stored partially encrypted and transmitted encrypted.

The Organizer and Attendwise Aps have implemented appropriate technical and organizational security measures against accidental or unlawful destruction, loss or deterioration of personal data and against their disclosure or misuse by unauthorized persons.

6.6. Storage and deletion of your personal data
Your data and personal data is used and stored in ConferenceCommunicator event system to be able to provide you with the necessary services at hand for the purpose of registration and the otherwise stated purposes for ICWPF 2026 and to retrieve your data, if relevant.

GEMBA deletes your personal data when we no longer need it for the purpose stated above. The information is stored for at least 5 years after the event has been held in accordance with the Danish Accounting Act.

6.7. Your rights
As a registered person, you have the right to access and object to a registration in accordance with the rules of the General Data Protection Regulation.

6.7.1. Withdrawal of consent
If you have given consent to one or more activities, e.g. sharing your data with third parties (e.g. exhibitors), you have the right to withdraw this consent.

6.7.2. The right to access and to object to your personal data
You are entitled at any time to receive information about how your personal data is processed, including e.g. what information is registered about you, what purpose the registration serves, the category of personal data, recipients of personal data, etc.

You can exercise your rights to object to the processing and have changes or deletion made as soon as possible. If you wish to gain insight into the processing of your personal data, or the right to object to the processing of your personal data, you can contact the Organizer of the ICWPF 2026 regarding questions of the processing of your personal data at: GEMBA, Venlighedsvej 6, 2970 Hørsholm, CVR. 30 54 64 58 at kat@gemba.dk.

6.7.3 The right to rectification
You have the right to have incorrect personal data about you corrected. If you become aware that there are errors in the information registered about you, you are encouraged to contact the GEMBA in writing so that the information can be corrected.

6.7.4 The right to deletion
In certain cases, you have the right to have all or some of your personal data deleted by the GEMBA. But to the extent that continued processing of your data is necessary, e.g. due to compliance with legal obligations, e.g. when buying a ticket, or in order for a legal claim to be established, asserted or defended, the Organizer is not obliged to delete your personal data.

6.7.5 Right to restriction of processing
In certain cases, you have the right to restrict the processing of your personal data to storage only, for example if you believe that the information processed about you is incorrect or the processing in question is considered unlawful.

6.7.6. Right to data portability
In certain cases, you have the right to receive personal data that you have provided in a structured, commonly used and machine-readable format and to transfer it to another data controller.

7.0. Complaint to the Danish Data Protection Agency
If you wish to complain about our processing of your personal data, you can do so to the Danish Data Protection Agency, Carl Jacobsens vej 35, 2500 Valby, Denmark, Phone: +45 33 19 32 00 or by e-mail: dt@datatilsynet.dk.

You can read more about the Data Protection Act and the General Data Protection Regulation at www.datatilsynet.dk OR: https://www.datatilsynet.dk/english

8.0. Contact information of the Data Controller at GEMBA

GEMBA, Venlighedsvej 6, 2970 Hørsholm, CVR. 30 54 64 58

kat@gemba.dk

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