Terms and Conditions

Introduction

  1. These Terms and Conditions set out the rules and conditions governing the event entitled “BeSecure 2026” (hereinafter referred to as the “Event”).
  2. The Organizers of the Event are:
    1. Main Organizer – Fundacja CODE:ME with its registered office at Aleja Wojska Polskiego 41, 80-268 Gdańsk,  entered into the Register of Entrepreneurs of the National Court Register by the District Court Gdańsk-Północ in Gdańsk, Commercial Division of the National Court Register under KRS number 0000613580, REGON 36425967000000, NIP 5842749072.
    2. Co-organizer – Pracodawcy Pomorza with its registered office in Gdańsk, 80-219, al. Zwycięstwa 24, entered into the Register of Entrepreneurs of the National Court Register by the District Court Gdańsk-Północ in Gdańsk, Commercial Division of the National Court Register under KRS number 0000160084, REGON 190179164, NIP 9570744558.
    3. Co-organizer – Urząd Marszałkowski Województwa Pomorskiego with its registered office in Gdańsk, 80-810, ul. Okopowa 21/27, REGON 191686443, NIP 5832569948.

      Definitions

       For the purposes of these Terms and Conditions, the following terms shall have the meanings ascribed to them below:

      1. Conference – the conference forming part of the Event, to be held on 7 December 2026 in Gdańsk.
      2. Workshops – educational sessions devoted to specific cybersecurity topics, organized as part of the Event.
      3. Registration Form – the online registration form for the Event, available on the Evenea platform at https://app.evenea.pl/event/besecure-2026-gdansk/, which must be duly completed and submitted by the Registrant.
      4. Registrant – an individual who is at least 18 years of age and who completes and submits the Registration Form.
      5. Evenea – the online event registration platform used to facilitate Participant registration, ticket distribution, and the processing of one-time payments, including instant payments, available at https://evenea.pl/.
      6. Partners – organizations, institutions, companies, and other entities cooperating with the Main Organizer and the Co-organizers in connection with the organization or delivery of the Event.
      7. Trainer – an individual appointed by the Main Organizer to conduct the Workshops.
      8. Participant – an individual who has completed a Booking, or on whose behalf a Booking has been completed, and who is entitled to participate in the Event.
      9. Website – the official Event website, available at https://besecure.cc/, containing information about the Event and enabling Registration.
      10. Event – the event named BeSecure 2026, consisting of the Conference on 07.12.2026 and Workshops taking place during the Conference and on other dates indicated by the Main Organizer.
      11. Venue – the AMBEREXPO Exhibition and Convention Centre, located at ul. Żaglowa 11, 80-560 Gdańsk, Poland.
      12. Agreement – the agreement for participation in the Event concluded between the Main Organizer and the Participant upon confirmation of a Booking.
      13. Activities – the Conference and the Workshops organized as part of the Event.
      14. Registration – the process by which a Participant  signs up for the Event through the Evenea platform, including the proper completion and submission of the Registration Form and, where applicable, payment of the applicable Ticket Price for paid Activities.
      15. Booking – a successfully completed Registration process, subject to the availability of places, confirmed by the issuance and delivery of a ticket to the email address provided in the Registration Form.
      16. Ticket Price – the participation fee, as determined by the Main Organizer.

      Event

      A. About the Event

      1. The Event consists of a number of Activities, including the Conference and the Workshops.
      2. The Conference is held exclusively in person at the Venue in Gdańsk, and participation is subject to payment of the applicable Ticket Price. Workshops may be held either in person at the Venue or online in real time. Participation in Workshops may be either paid or free of charge, as specified by the Main Organizer.
      3. Detailed information regarding the Event, including in particular: the list of Activities and their format  (in person or online), date, timeframe, location (the name of the Venue and address in the case of the in-person format), technical requirements (in the case of the online and/or in-person format), agenda, terms and costs of participation, description of panels, and a link to the registration form in the Evenea system, are published each time by the Main Organizer on the Website.
      4. The rights associated with each ticket, including the Activities to which it grants access and the applicable participation format (in person and/or online), are determined by the description of the relevant ticket published on the Website at the time of Registration.
      5. Participation in the Event is limited to individuals who are at least 18 years of age.
      6. The information referred to in Clauses 21 and 22 of the Terms and Conditions published on the Website at the time of the Participants registration, forms an integral part of the Agreement and is binding for both the Main Organizer and the Participant. The Organizer reserves the right to make minor changes to the Event agenda (e.g., the order of speaker presentations or hourly changes of individual panels) for logistical or technical reasons, provided that the substantive standard of the Event is maintained. Participants will be immediately informed of any significant changes (e.g., change of date or Venue) via a message sent to the e-mail address provided in the Registration Form.
      7. All in-person Activities will take place at the Venue. A floor plan of the Venue and the schedule indicating the rooms in which individual sessions will be held will be published on the Website and shall form part of the Event information
      8. Participants shall comply with the Venue rules and regulations, available on the Venue’s website at: https://amberexpo.pl/o-nas/regulaminy/.
      9. No later than three (3) business days before the start of the relevant Activity, the Main Organizer will send Participants an email to the address provided in the Registration Form containing practical information regarding participation. Where a Participant is registered for a Workshop, they may also be required to install specified software and review any training materials provided in advance.
      10. If a Participant does not receive the information referred to in Clause 27, they should promptly notify the Main Organizer via email at kontakt@codeme.pl.

      B. Event Registrations

      1. Prior Registration is required for participation in the Conference and all Workshops.
      2. Registration and, where applicable, payment of the Ticket Price shall be completed through the Evenea platform.
      3. The number of places for each Activity is limited. Places will be allocated on a first-come, first-served basis upon successful completion of the Registration process. A Booking is confirmed once Registration has been successfully completed, subject to availability, and a ticket has been issued and sent to the email address provided in the Registration Form.
      4. For paid Activities, if the applicable Ticket Price is not paid within three (3) calendar days of Registration, the Registration will be automatically cancelled by the Evenea platform. In such case, a new Registration must be completed, subject to the availability of places.
      5. Payment of the Ticket Price shall be made through the Evenea platform in accordance with the payment instructions provided during the Registration process and in the confirmation email.

      C. Breach of the Terms and Conditions; Liability for Damage

      1. Participants are liable for any loss of or damage to property belonging to the Main Organizer, the Co-organizers, the Venue owner, or other Participants, to the extent such loss or damage results from the Participant’s intentional act or negligence during the Event.
      2. Where a Registration is made on behalf of a Participant by a third party (including an employer or an entity purchasing a ticket under a business-to-business arrangement), that third party shall be jointly and severally liable with the Participant for any damage caused by the Participant during the Event.
      3. A Participant, or where applicable the entity referred to in Clause 35, shall reimburse the full cost of repairing any damage caused. Where repair is not reasonably possible, the Participant or such entity shall reimburse the cost of replacing the damaged property with property of the same or equivalent type and quality.
      4. Any damage shall be documented in a written damage report prepared by the injured party (which may include the Main Organizer, a Co-organizer, the Venue, or another Participant), where reasonably possible in the presence of the Participant responsible for the damage. A Participant’s refusal to participate in the preparation of the report, or their absence, shall not prevent the report from being prepared. The amount of compensation shall be determined on the basis of repair estimates, invoices, or other reasonable evidence of the loss.
      5. The Main Organizer reserves the right to refuse admission to, or remove a Participant from, the Event without refund if the Participant materially or repeatedly breaches these Terms and Conditions, the Venue rules, or generally applicable safety or public order requirements. This includes, in particular, situations where the Participant: is under the influence of alcohol or intoxicating substances, behaves aggressively, disrupts speakers’ presentations, or destroys the property of the Venue).
      6. A decision to remove a Participant may be made by the Main Organizer or by security personnel acting on the Main Organizer’s behalf. Except where immediate action is necessary to protect the safety or security of persons or property, the Participant will first be requested to cease the offending conduct.
      7. Where a Participant is refused admission or removed from the Event pursuant to Clause 38 as a result of the Participant’s breach of these Terms and Conditions, the Ticket Price shall not be refunded. The retained amount constitutes a flat-rate coverage of the costs of organizing and preparing a place for the given Participant, which the Main Organizer could not recover, and reparation for the damage associated with the non-performance of the Agreement due to the Participant’s fault.

      The Conference

      A. About the Conference

      1. The Conference is addressed in particular to the representatives of small and medium-sized enterprises (SMEs) and individuals interested in cybersecurity.
      2. The Main Organizer reserves the right to cancel, suspend, or postpone the Conference in the event of force majeure preventing the event from being conducted in a safe and lawful manner. Force majeure is understood as an external event, independent of the Main Organizer, impossible to foresee and prevent (in particular: natural disasters, epidemics, acts of terror, sudden changes in legal regulations preventing the organization of gatherings, as well as weather anomalies causing a structural or safety hazard at the location of the Conference, including accumulation of snow masses threatening a construction disaster or the safety of Participants), hereinafter referred to as “Force Majeure”.
      3.  If the Conference is cancelled due to Force Majeure, Participants will be entitled to a full refund of the Ticket Price. The refund will be made without any deductions, including payment processing fees. The Main Organizer shall not be liable for any additional costs incurred by the Participant, including travel, accommodation, or other incidental expenses.
      4. If the Conference must be interrupted after it has commenced due to Force Majeure, the Main Organizer may refund an appropriate proportion of the Ticket Price corresponding to the part of the Conference programme that was not delivered. Such refund shall be made without deduction of payment processing fees. The Main Organizer shall not be liable for any additional costs incurred by the Participant, including travel or accommodation expenses.
      5. If the Conference is postponed due to Force Majeure, the Main Organizer shall not be liable for any travel, accommodation, or other expenses incurred by the Participant in connection with the postponement.
      6. The Main Organizer declares, and the Participant acknowledges, that the Conference takes place at a Venue managed by an independent third party, hereinafter referred to as the Venue Operator, who on the basis of the provisions of the Act of 7 July 1994 – Construction Law (consolidated text Journal of Laws of 2026, item 524, as amended) bears full and exclusive responsibility for the technical, structural state and safety of the building and its surroundings. Where the Venue Owne/Operator or the competent public authorities determine that the Venue must be evacuated or closed due to structural defects, technical failures, weather conditions, or any other safety risk (including accumulation of snow masses threatening safety), such circumstances shall constitute Force Majeure for the purposes of these Terms and Conditions. In such event, the Main Organizer’s liability shall be limited to the refunds provided for in Clauses 43 and 44. The Main Organizer shall not be liable for any indirect or consequential losses or for any travel, accommodation, or other costs incurred by the Participant.

      B.  Ticket Verification and Admission to the Conference

      1. To gain admission to the Conference, the Participant is obliged to present the ticket downloaded from the Evenea platform before entering the Conference, in digital form (PDF file on a mobile device screen) or physical form (in the form of a printout of the PDF file).
      2. Upon successful ticket verification, the Participant will receive a personal Conference badge authorizing entry to the Conference.
      3. The Conference badge will contain the Participant details provided during Registration.
      4. Participants must wear their Conference badge in a clearly visible manner at all times while attending the Conference and present it upon request to the Main Organizer, the Co-organizers or any person authorized by the Main Organizer or Co-organizers.

      C. Cancellations and Refunds

      1. A Participant may cancel their participation in the Conference by sending a notice to kontakt@codeme.pl, subject to Clause 82 of these Terms and Conditions.
      2. Where the Participant purchases a ticket as an entrepreneur for business purposes (B2B purchase)
        1. cancellation notified at least three (3) business days before the Conference will entitle the Participant to a full refund of the Ticket Price, without any deductions or payment processing fees;
        2. cancellations received less than three (3) business days before the Conference are non-refundable.
      3. Where the Participant is a consumer or a sole proprietor entitled to consumer protection under applicable Polish law, the statutory right to withdraw from a distance contract does not apply pursuant to Article 338 point 12 of the Act of 30 May 2014 on Consumer Rights (consolidated text Journal of Laws of 2024, item 1796, as amended), because the Agreement concerns leisure services to be provided on a specific date. Accordingly, except where these Terms and Conditions expressly provide otherwise, the Ticket Price is non-refundable.
      4. A Participant may transfer their Conference ticket to another person free of charge. To request a ticket transfer, the Participant must notify the Main Organizer by email at kontakt@codeme.pl no later than 24 hours before the start of the Conference and provide: one’s first name, last name, e-mail address provided in the Registration Form, ticket number, as well as the first name, last name, and e-mail address of the new Participant.
      5. Failure to attend the Conference without prior cancellation under Clause 51 or an approved ticket transfer under Clause 54 shall not constitute cancellation of the Agreement and shall not entitle the Participant to any refund.
      6. Any refund due under these Terms and Conditions, including refunds resulting from cancellation of the Conference, interruption of the Conference, or an eligible Participant cancellation, shall be processed through the Evenea platform within fourteen (14) calendar days after the Main Organizer confirms that the relevant refund conditions have been met. Refunds will be made using the same payment method used to purchase the ticket unless otherwise required by applicable law.

      Workshop Participation

      A. About Workshops

      1. The Main Organizer may establish eligibility requirements for individual Workshops, including minimum knowledge, experience, or technical competencies. Where appropriate, participation may be subject to the successful completion of an assessment of a Participant’s knowledge, skills, or suitability. Any such requirements, together with details of the assessment process, shall be specified in the description of the relevant Workshop published on the Website.
      2. Participation in the Workshops is governed by these Terms and Conditions and by the Workshop Terms and Conditions, constituting Appendix 1 hereto. The Workshop Terms and Conditions will be published on the Website no later than the date on which registration for the relevant Workshop opens..

      B. Cancellation or Postponement of Workshops

      1. The Main Organizer reserves the right to cancel a Workshop if the minimum number of Participants specified in the description of that Workshop on the Website is not reached.
      2. Where a Workshop is cancelled for the reason set out in Clause 59, the Main Organizer will notify all registered Participants by email sent to the address provided during Registration no later than three (3) calendar days before the scheduled commencement of the Workshop.
      3. If a Workshop is cancelled by the Main Organizer pursuant to Clause 59, Participants who have paid a Ticket Price for that Workshop shall be entitled to a full refund.
      4. Refunds under Clause 61 shall be processed through the Evenea platform within fourteen (14) calendar days from the date on which the cancellation notice is sent. Refunds will be made using the same payment method used during Registration. The Participant does not bear any costs or deductions related to this refund (including transaction commission costs of the payment operator).

      C. Equipment and Software

      1. Participants are responsible for providing their own laptop computers and any software required to participate in the Workshops. The Main Organizer and the Co-organizers do not provide computer equipment or commercial software licences.
      2. By submitting a Registration Form, the Registrant confirms that they possess basic computer skills necessary to participate in the Workshops, including the ability to freely navigate the disk space, install software, configure application permissions; and connect to and use the Internet
      3. The Participant is solely responsible for ensuring that their equipment functions properly and meets the technical requirements specified for the Workshop as specified in point 64 of the Terms and Conditions. The Main Organizer shall not be responsible for any inability to participate resulting from equipment failure, software issues, or insufficient technical skills on the part of the Participant. Where such circumstances prevent continued participation, the Participant may withdraw from the Workshop in accordance with the Workshop Terms and Conditions set out in Appendix 1.

      D. Participant Obligations

      1. Participants shall prepare their laptop and install any required software before the Workshop in accordance with the instructions provided by the Main Organizer, including the information referred to in Clause 27 of these Terms and Conditions.
      2. Participants may not record, photograph, livestream, or otherwise capture any part of a Workshop, whether by audio, video, or any other means, nor distribute or make available any Workshop content, without the prior written consent of the Main Organizer.
      3. All training materials, presentations, exercises, recordings, software, documentation, and other content made available to Participants by the Main Organizer or a Trainer in connection with a Workshop remain the intellectual property of their respective owners and are protected by applicable copyright and other intellectual property laws. Such materials are provided solely for the Participant’s personal educational use. Unless otherwise permitted by applicable law or with the prior written consent of the Main Organizer or the relevant rights holder, Participants may not copy, reproduce, modify, distribute, publish, share with third parties, upload to the Internet, create derivative works from, or use such materials for commercial purposes, except that they may share such materials with other workshop Participants..

      Personal Data Processing and Image Distribution

      A. Personal Data Controller

      1. The controller of the Participants’ personal data (the “Data Controller”) is the CODE:ME Foundation (Fundacja CODE:ME), with its registered office at al. Wojska Polskiego 41, 80-268 Gdańsk, Poland.
      2. The Data Controller may be contacted regarding matters relating to the processing of personal data at: Email: iod@codeme.pl; Postal address: al. Wojska Polskiego 41, 80-268 Gdańsk, Poland; Telephone: +48 537 492 774.
      3. Personal data are processed for the purpose of concluding and performing the Agreement for participation in the Event (on the basis of Art. 6 paragraph 1 letter b of 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, and repealing Directive 95/46/EC (General Data Protection Regulation), hereinafter referred to as “GDPR” (“RODO”), fulfilling legal and tax obligations (Art. 6 paragraph 1 letter c GDPR) and for the purpose of pursuing the legitimate interests of the Data Controller, such as pursuing claims or direct marketing (Art. 6 paragraph 1 letter f GDPR).
      4. The Data Controller informs that for handling Participant Registration and distributing tickets for the Event, they use the online service Evenea available at https://evenea.pl/.
      5. The recipient of personal data acting as a data processor on the basis of a personal data processing entrustment agreement concluded in accordance with Art. 28 GDPR is EventLabs Sp. z o.o. with its registered office in Gdyni, 81-521, Al. Zwycięstwa 241/13, entered into the National Court Register by the District Court Gdańsk-Północ in Gdańsk, VIII Commercial Division of the KRS, under the number 0000323662, NIP: 5213529520 (hereinafter referred to as “EventLabs Sp. z o.o.”), contact details: EventLabs Sp. z o.o., Al. Zwycięstwa 241/13, 81-521 Gdynia, telephone number: 530-982-290, e-mail address: info@evenea.pl. Detailed rules of personal data protection and processing by EventLabs Sp. z o.o. are specified in the Evenea Privacy Policy available at: https://app.evenea.pl/downloads/polityka-prywatnosci-evenea.pdf.
      6. The Participant is entitled to the right to access the content of their data, rectify them, erase them, restrict processing, the right to data portability, the right to object to processing, and the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).
      7. Providing data is voluntary but necessary to take part in the Event and, in the case of paid Activities, to purchase a ticket.

      B. Declarations of the Registrant

      1. By providing personal data in the Registration Form, the Registrant declares that:
        1. they are consistent with the facts,
        2. in the event of a change in personal data, they undertake to notify the Main Organizer of this fact within 7 calendar days from the occurrence of the change,
        3. they acknowledge that their personal data will be processed by the Main Organizer and EventLabs Sp. z o.o. (as a data processor) in accordance with the information clause contained in points 69-75 of the Terms and Conditions.

      C. Event Recording

      1. The Main Organizer, the Co-organizers, and the Event Partners identified on the Website may photograph, film, livestream, or otherwise record the Event for documentation, reporting, promotional, archival, and marketing purposes. As a consequence, the image and voice of Participants may be captured and used, without additional remuneration, in photographs, video recordings, livestreams, and other promotional materials relating to the Event. Such materials may be published on the websites, social media channels, and other communication platforms of the Main Organizer, the Co-organizers, and the Event Partners for as long as they remain relevant for the purposes for which they were created. The processing of Participants’ image and voice is based on the legitimate interests of the  the entities indicated in the preceding sentence acting as data controllers pursuant to Article 6(1)(f) GDPR. Participants have the right to object to such processing where the conditions set out in the GDPR are met.
      2. Dissemination of the image of a person who constitutes only a detail of a whole such as a gathering, landscape, or public event does not require permission.

      Final Provisions

      A. Application of the Terms and Conditions to Third Parties

      1. Where a Registration is completed on behalf of a Participant by a third party, including an employer or an entity purchasing a ticket under a business-to-business arrangement, that third party shall ensure that the Participant receives a copy of these Terms and Conditions and is informed that participation in the Event is subject to compliance with them.
      2. A Participant whose Registration has been completed by a third party shall be deemed to have accepted these Terms and Conditions upon attending the Event, including by presenting a valid ticket and, where applicable, collecting a Conference badge.

      B. These Terms and Conditions

      1. These Terms and Conditions, together with any amendments, shall become effective upon their publication on the Website.
      2. Participants will be notified of any amendment by email sent to the address provided in the Registration Form. The amended text of the Terms and Conditions shall become binding upon the Participant, unless the Participant objects within seven (7) calendar days of receiving the notification by sending an email to the Main Organizer at kontakt@codeme.pl. Submitting an objection is equivalent to resigning from participation in the Event and, in the case of paid Activities, entitles the Participant to a full refund of the paid Ticket Price. The Participant does not bear any costs or deductions related to this refund (including transaction commission costs of the payment operator).
      3.  In matters not regulated by these Terms and Conditions, the provisions of the Polish Civil Code (Kodeks Cywilny) shall apply. Any disputes will be resolved amicably. In the event of a lack of agreement, disputes will be resolved by a common court of competent subject-matter and local jurisdiction in accordance with the provisions of the Polish Civil Code.

      C. Comments on the Event

      1. The Registrant or Participant should direct comments and any questions about the Event:
        1. to the e-mail address: kontakt@codeme.pl
        2. by phone: 724 379 836