HEART Cluj terms and conditions
OSM – the Medical Students’ Organisation of Cluj – is a nonprofit organization, founded within the “Iuliu Hațieganu” University of Medicine and Pharmacy, Cluj-Napoca, Romania, in 1990. HEART is an international annual conference organized within the OSM. It is an innovative and dynamic event with world-renowned speakers which aims to provide novel and inspiring ideas for the medical and biomedical students’ community as well as for students with interests related to the healthcare field, and also for young doctors or PhD students.
For the purpose of these Terms & Conditions “we”, “our”, “the organizers” refers to the HEART 2020 organizers and “you”, “the participant”, “he/she” refers to a participant at HEART 2020.
It is the participant’s responsibility to verify the accuracy of the provided data. The data entered by the participant during the registration procedure will be used to generate his/her Certificate of Participation, his/her personal conference badge and any other printed or electronic materials needed for the purpose of the conference as well as for contacting the participant.
The official language of the HEART conference is ENGLISH. All the events will be held in English, if not specifically stated otherwise. The communication with the participants will be made in English, if not specifically stated otherwise. By accepting these Terms & Conditions and by participating at this conference the participant fully assumes that he/she has a good understanding and command of English. HEART organizers are not liable for any problems, misunderstandings, losses or damages that may appear due to participant’s poor English language skills.
Entrance to all the conference’s venues and events (scientific and social) can be made only with the official badge containing the participant’s name. If the participant fails to present a valid official conference badge (regardless of the reason) he/she will be denied access to the respective venue and/or event (scientific or social). No refund will be given. In case of lost or stolen official conference badge, the participant has to immediately contact a member of the HEART staff or send an email to email@example.com . A new official conference badge will be issued one more time only.
HEART is a non-smoking conference. It is therefore strictly forbidden to smoke on the event’s premises with the exception of the clearly marked special smoking areas. Smoking on the event’s premises (with the exception of the clearly marked special smoking areas) will result in a ban from any HEART 2020 events. No refund will be given in this situation. It is strictly forbidden to drink alcohol during scientific events and on the conference’s premises, except for the opening ceremony and other social events. Any breach of this rule will result in immediate eviction from HEART 2020 premises, a permanent ban from any HEART 2020 events and of any booking that the participant has made. No refund will be given in this situation. Any verbal or physical abuse, antisocial behavior or unlawful conduct towards a member of the HEART staff, a trainer, a speaker, other participants, partners’ staff or sponsors will result in an immediate eviction from HEART 2020 premises, a permanent ban from any HEART 2020 events and of any booking that the participant previously made. No refunds can be claimed in the above situations. HEART 2020 organizers can and will collaborate with the relevant authorities if such situations arise.
The Terms & Conditions may suffer partial alterations at any time. Any alteration made to the Terms & Conditions will be announced by email to each registered participant. If the participant does not agree with the changes made to the Terms & Conditions, he/she can send a formal request in no more than 48 hours (from the time he/she received the email about the changes that were made) at firstname.lastname@example.org in which he/she can demand the termination of his/ her registration at the conference. In this case, the participant will be entitled to a refund of any previously paid fees provided that the participant respects the Refund policy (see also the Refund policy).
The organizer is not liable for claims arising from physical injuries, intoxication, disease or deaths caused by a third party action (including but not restricted to serving of food and/or beverages, special activities, workshops, presentations, etc). This shall not affect further claims against third parties.
The participant is entitled to access the conference premises and to participate in all scientific and social events for the entire duration of the conference, as long as the access regulations are respected (see Events). The participant will receive an electronic Certificate of Participation.
Participants are required to respect the deadlines shown on the official website or official social media platforms. Any changes to the deadlines will be announced on our website and on our official social media pages. HEART 2020 organizers are entitled, at their discretion and without prior notice, to modify any deadlines. Any change of the HEART 2020 deadlines is not considered a change of the Terms & Conditions.
The conference includes two types of events: Scientific Events and Social Events.
HEART 2020 includes the following types of scientific events:
The workshops are not restricted on years of study, but each one is addressed to specific years of study. We strongly suggest the participants to keep our recommendations in mind. We are not liable for the participant not understanding parts of the workshops if he/she decides to book a workshop outside the recommended year of study.
It is the participant’s responsibility to check for the starting hours and the location of the workshop and to make sure he/she can be present at the time and place indicated by the organizers with at least 15 minutes before the scheduled starting time of the workshop. Access to workshops is strictly prohibited after the workshop has started. HEART 2020 organizers are not liable and no refund will be given for the participants not being able to attend a workshop due to participants’ own scheduling mistakes.
If certain workshop requirements that refer to but are not restricted to wearing a medical robe, scrubs, slippers or others as such are not respected, we reserve the right to not allow the participant to attend the workshop.
The participant is free to book any Workshop, as long as there are available places (the number of available places at any given Workshop is limited). The places will be offered in the order of booking of the conference ticket (according to the timestamp).
HEART 2020 organizers may change at short notice (less than 48 hours before the start of the event) the starting hour and/or place of any of the workshops due to reasons which are outside of the sphere of responsibility of HEART or OSM. In this case, the participant, who has booked, has been admitted to one or two workshops and can no longer attend one of the workshops due to events overlapping will be contacted by our team and he/ she can go to another suitable workshop (provided that there are available places).
The official language of the conference is ENGLISH. There will be no scientific events held in another language if not specifically stated otherwise. Although HEART carefully selects English speaking lecturers and / or trainers, we are not accountable for any problems, misunderstandings, losses or damages that may occur due to the lecturers’ and /or trainers’ poor use of English. HEART will NOT issue any refund in this situation. (see also the Refund policy).
HEART 2020 includes a cocktail party, where access will be permitted to participants based on the conference badge (either printed or electronic), provided they have paid the fee for the cocktail party entrance, as stated in the Participation Fees section and shared on the conference website.
Participants will receive the Certificates of Participation in no more than six weeks after the conference’s end, provided they complete the official conference feedback form. Electronic Certificates of Participation bear the same legal validity as the printed versions.
The official conference feedback form must be completed in NO MORE THAN ONE MONTH after the closing of HEART 2020. No claims for a Certificate of Participation can be made by a participant after the aforementioned deadline. No refund of any previously paid fee will be given in this situation.
Participation fees include:
The exact fees will be found on the official website of the conference. The fees paid after the deadline or incomplete payments will not be taken into account, will not be refunded and will not grant entrance to the conference. No workshop can be booked prior to paying the participation fee.
The fees include: Entrance to all scientific events during the official period of the conference. Events section listed in Terms & Conditions above, coffee breaks, official welcome kit with official conference materials and an electronic certificate of participation.
The fees do not include: participation to the cocktail party, transportation, any visa application related costs and accommodation.
Confirmation of all payments will happen for all online payments made through the EuPlătesc.ro platform, via e-mail, by the provider. HEART 2020 organizers do not take any responsibility in case the confirmation of any payment is delayed due to reasons which are outside of the sphere of responsibility of the HEART team (e.g. bank holidays, national holidays, downtime of the banks or internet provider, downtime of the online payment provider, strikes, etc).
HEART 2020 organizers are entitled, at their discretion and without prior notice, to change or modify any participation or special fee and/or any fee deadline. These changes do not affect the participants who already paid and received their payment confirmation. Any changes to the fees and/or fees deadlines will be announced on the official website and on the official social pages of the conference and are not considered an alteration to the present Terms & Conditions.
HEART 2020 organizers have in mind, as their main priority, the safety of all the transactions. Therefore, any fraud, suspicion of fraud by, but not limited to, stolen bank credentials, stolen credit or debit cards, stolen identity, fake bank accounts or any other unlawful attempt will result in the inactivation of the responsible accounts without any further explanation, the cancellation of any previously booked workshop and the permanent ban of the respective individuals from any conference organized by the HEART team. No refund will be given. In this case, the Romanian authorities will be noticed by the organizers and we will be forced to disclose at their request (according to the Romanian law) any personal data they may need to solve the legal case.
General refund terms:
No refunds will be given for Early Bird fees.
Conference registration may be canceled with a full refund of the Regular ticket fee provided an official request is made any time up until six (6) weeks prior to the conference start date, at email@example.com .
A 50% refund of the Regular ticket fee is available for conference registration provided an official request is made between six (6) weeks and three (3) weeks prior to the conference start date.
No refunds will be granted within three (3) weeks of the conference start date.
All fees for special events such as the cocktail party are non-refundable.
If the participant chooses to ask for a refund of the fee he/she will lose the participant status and will no longer be able to participate at HEART 2020 (furthermore you will not receive the welcome kit, promotional materials or certificate of participation).
We will not take into consideration any refund requests made during the conference days and/or after the specified refund deadlines above except for cancellations due to HEART 2020 organizers’ fault.
NO REFUNDS will be made:
HEART 2020 organizers are entitled to run contests (scientific or of other nature) or promotions before, during and after HEART 2020.
Excluded from participation is the staff of HEART 2020 as well as any participants/ suppliers in respect of the particular competition (including advertising agencies, advertisers, sponsors or producers).
The participant must provide accurate, current and complete information when participating in a contest. HEART 2020 organizers may request the winner, before presenting the prize, to provide proof of their identity information. The decision of HEART 2020 organizers is final and no correspondence will be entered into regarding results and the awarding of the prize. The prize is personal and is registered in the name of the winner.
The prize is not transferable, exchangeable or payable in cash or other products or services. In case of refusal or non-acceptance of the prize or conditions that are inherent to the competition, the prize will not be awarded. In that case, HEART 2020 organizers are entitled to choose another winner. No refunds can be given for prizes won in a contest or promotion organized by HEART even if that prize refers to, but it is not restricted to free places at HEART 2020, free extra workshops, reductions of the participating fees or similar.
If the prize includes travel/accommodation abroad for which a passport or ID card is required, the participant must be in possession of a valid passport or a valid ID card to receive the prize. The prize is not awarded when failing this condition.
Special Terms and Conditions may apply for particular contests and/or promotions held by HEART 2020 organizers. These do not affect the validity of these Terms & Conditions. Any modification to the Terms & Conditions of specific contests or promotions are not considered an alteration to the HEART 2020 Terms & Conditions.
Use of photos, image rights – The participants are herewith informed that photos, videos and audio recording of the attendees are being created at the event. This material will be published on the internet, official social media pages, professional journals and/or other publications during and after the conference. By participating at this conference and accepting these Terms & Conditions you agree with the publishing of the photos, videos and audio recordings made during the conference. If you don’t wish to appear in any photos, videos or audio recordings made during the conference you have to send a special request to firstname.lastname@example.org at least 20 days before the conference starts. Any request after the aforementioned deadline will not be taken into consideration and no compensation will be offered for the use of the recorded material.
In case the event cannot be organized or is subject to change due to reasons which are outside of the sphere of responsibility of OSM (e.g. natural catastrophe, strikes, economical crisis, state of emergency, war, nuclear, chemical or biological war or force majeure, etc.), no claim for refund of the (proportionate) registration fees or for compensation of any (material) losses can be made.
The conference organizer does not take any responsibility for the cancellation or change of scientific events due to speakers’ or partner institutions’ faults and no fees or other penalties can be claimed.
We reserve the right to cancel at short notice any scientific or social event if any reasons which are outside of the sphere of responsibility of OSM occur. No fees or other penalties can be claimed in this situation.
Any change or cancellation of any of the conference’s events will be announced on the HEART 2020 official social media pages and on the official website.
The official website of HEART 2020 is www.heartcluj.com. The owner of the official website is OSM (Medical Students’ Organisation).
All text, graphics, user interfaces, visual interfaces, photographs, logos, sounds, music, artwork and computer code (collectively, “content”), including but not limited to the design, structure, selection, coordination, expression, “look and feel” and arrangement of such content, contained on the site is owned, controlled or licensed by or to the OSM, and is protected by copyright and various other intellectual property rights and unfair competition laws.
Except as expressly provided in these Terms & Conditions, no part of the site and no content may be copied, reproduced, republished, uploaded, posted, publicly displayed, encoded, translated, transmitted or distributed in any way (including “mirroring”) to any other computer, server, Web site or other medium for publication or distribution or for any commercial enterprise, without OSM’ express prior written consent.
Additionally, by using the site, the participants acknowledge and agree that Internet transmissions are never completely private or secure. They understand that any message or information they send to the site may be read or intercepted by others, even if there is a special notice that a particular transmission (for example, credit card information) is encrypted.
Any participant and/or visitor of the website is forbidden to use any “deep-link”, “page-scrape”, “robot”, “spider” or other automatic devices, program, algorithm or methodology, or any similar or equivalent manual process, to access, acquire, copy or monitor any portion of the site or any content, or in any way reproduce or circumvent the navigational structure or presentation of the site or any content, to obtain or attempt to obtain any materials, documents or information through any means not purposely made available through the site. HEART organizers reserve the right to bar any such activity.
A participant/visitor of our website may not attempt to gain unauthorized access to any portion or feature of the site, or any other systems or networks connected to the site or to any HEART server provider, or to any of the services offered on or through the site, by hacking, password “mining” or any other illegitimate means.
A participant/visitor of our website is not allowed to probe, scan or test the vulnerability of the site or any network connected to the site, nor breach the security or authentication measures on the site or any network connected to the site. A participant/visitor of our website may not reverse look-up, trace or seek to trace any information on any other user or visitor to the site, or any other participant at HEART 2020, including any HEART account not owned by the participant, to its source, or exploit the site or any service or information made available or offered by or through the site, in any way where the purpose is to reveal any information, including but not limited to personal identification or information, other than your own information, as provided for by the site.
The participants agree that they will not take any action that imposes an unreasonable or disproportionately large load on the infrastructure of the site or networks connected to the site.
The participants/visitors of our website agree not to use any device, software or routine to interfere or attempt to interfere with the proper working of the site or any transaction being conducted on the site, or with any other person’s use of the site.
A participant/visitor of our website may not forge headers or otherwise manipulate identifiers in order to disguise the origin of any message or transmittal he/she sends to HEART organizers on or through the site or any service offered on or through the site. A participant/visitor of our website may not pretend that he/she is, or that he/she represents, someone else, or impersonate any other individual or entity.
A participant/visitor of our website may not use the site or any content for any purpose that is unlawful or prohibited by these Terms & Conditions or to solicit the performance of any illegal activity or other activity which infringes the rights of OSM or others.
This Site may contain links to other independent third-party Web sites (“Linked Sites”). These Linked Sites are provided solely as a convenience to our visitors. Such Linked Sites are not under OSM’s control, and OSM is not responsible for and does not endorse the content of such Linked Sites, including any information or materials contained on such Linked Sites. The participant will need to make his/her own independent judgment regarding the interaction with these Linked Sites.
HEART DOES NOT promise that the site or any of its content or feature will be error-free. We are not liable for any discrepancies between events (conferences, keynote lectures, workshops, presentations, social events, tours, etc) or any other contest or activity’s description and reality. No refunds can be claimed for such differences. HEART DOES NOT promise that any defects will be corrected or that the participant’s use of the site will provide specific results. The site is delivered on an “as-is” and “as-available” basis. All information on the site is subject to change without prior notice (any other rule regarding this issue from the Terms & Conditions applies).
The participant assumes full responsibility for the use of this site or any of the linked sites. If the participant is dissatisfied with the use of this website he/she can stop using it. This disclaimer applies to any damages, liability or injuries caused by any failure of performance, error, omission, interruption, deletion, defect, delay in operation or transmission, computer/ handheld device virus, communication line failure, theft or destruction of or unauthorized access to, alteration of, or use, whether for breach of contract, negligence or any other cause of action. HEART organizers are entitled to modify, suspend or terminate operation of or access to the entire site or to any portion of it at any time, without prior notice, at any time.
Personal data collection, processing and storage agreement
I hereby consent to my personal data being processed by any means, in accordance with the European legislation, namely Regulation (EU) 679/2016 on the Protection of Individuals with regards to the Processing of Personal Data, and on the free movement of such data and repealing Directive 95/46 / EC (General Data Protection Regulation) by the Medical Students’ Organisation in Cluj and by any other institution empowered to carry out checks on their activity.
All personal information collected, such as your name, surname, email, phone number, series and number of the ID card/passport, signature, is required to ensure communication and to enroll in the HEART Conference and are only collected for this reason. Personal information will be stored until 01.05.2025 or will be anonymized in case of later use. If you want to remove your personal data before, you can contact the HEART Secretariat at email@example.com or tel. +40757673072. The submitted data will be accessible only by the organizing committee of HEART and by any other institution empowered to carry out checks on its activity, such as the “Iuliu Hațieganu” University of Medicine and Pharmacy Cluj-Napoca and the Ministry of Education of Romania.
I hereby agree to be photographed and filmed during the event and for these materials to be published for marketing and promotion purposes on the website and social networks of the conference, without affecting my personal or institutional image (except in justified cases where I expressly request not to appear in these materials).
The security of your data is important for us! We inform you that we are following the EU Data Protection Regulation 2016/679 and hereby confirm that your data is safe with us!
You should know that when it comes to your personal data, you have rights that we respect. Below we will inform you how we apply the European Rules, regarding the rights that the law gives you.
We collect this data when you complete forms or ask questions on our website in order to respond to the requests. The collected data will be used to provide the information you have requested. Anytime you have the option to choose deleting your data from our database. However, if you already are a user of ours, your personal data must be kept for a minimum amount of time, according to the law.
What personal data do we collect about you? – the right to be informed
Through our website: osmcluj.ro, we only process the data that is required to respond to the applicants about request-offer and to inform them about the provided services.
Data collected and stored through the contact forms /request-offer / chat: name, surname, email address.
Purpose and legal basis of data processing
Requested data is necessary to be able to respond to offer requests by email. The manner of receiving a response will be established by the representative of OSM Cluj.
How do we use this data?
Data is used only to respond to your requests. We do not send ads for marketing purposes. Communicating with you will be only for administrative purposes, and will be established by the representatives of OSM Cluj.
Who do we share the data with?
The data is processed only by the Medical Students’ Organization Cluj, with the address: B.P.Hașdeu Street, X dorm, room 16. Personal data is not shared to other private entities for use.
Securing and encrypting data
We use commonly accepted standards regarding the security of keeping data, and the terms of its encryption. We will let you know as soon as we find unauthorized access on your data, if this happens.
Who uses and has access to this information?
The members of the OSM Cluj Executive Board
How long will the data be stored?
Personal data is stored as long as we consider it useful or as long as the law requires, unless we receive instructions to do otherwise from you.
Your rights are:
RIGHT TO ACCESS PERSONAL DATA
RIGHT TO RECTIFY PROCESSED DATA
RIGHT TO REFUSE THE PROCESSING OF YOUR DATA
RIGHT TO DELETE DATA
RIGHT TO RESTRICT THE PROCESSING OF YOUR DATA
RIGHT TO THE PORTABILITY OF YOUR DATA
RIGHT TO NOT BE SUBMITTED ONLY TO AUTOMATIC PROCESSING / PROFILE CREATION RIGHT TO SUBMIT A COMPLAINT TO A SUPERVISORY AUTHORITY
How do you access your data?
For any questions or requests regarding the personal data you have provided to us, including exercising your rights as mentioned in the previous section, you may contact us at any time at:
Phone number : +40 (756) 092 450
Address: B.P.Hașdeu, X dorm, room 16
How do I delete my personal data?
Personal data can be deleted by sending an email to firstname.lastname@example.org, we will register your request and the data will be permanently deleted within 15 days after receiving the request, except for the situations in which a legal basis requires us to do otherwise.
Who do I contact if I do not want my personal data to be processed? – the right to opposition
If storing your personal data in our data base or processing it causes you any prejudice, you may also write to email@example.com and we will take legal measures within 15 days after receiving the request.
Person responsible for processing the data
The person in our organisation responsible with processing personal data is Răzvan-Petru Nastasă. For any suggestions or concerns, feel free to write an email at firstname.lastname@example.org You also have the right to contact the National Supervisory Authority for Personal Data Processing or the competent courts.