Terms of Participation in Events

These policies govern the terms of registration for and participation in events organized by Cross Masters s.r.o. (the “Organizer”) and the rules for processing personal data related to such events. By registering for, attending, or otherwise participating in an event, the Participant confirms that they have familiarized themselves with these policies and acknowledge them.

1. Organizer Identification and Contacts

Organizer and personal data controller
Cross Masters s.r.o., Company ID (IČO): 28192648
Registered office: Plynární 1617/10, 170 00 Prague 7, Czech Republic
Entered in the Commercial Register kept by the Municipal Court in Prague, Section C, File 131862

Contact details
E-mail: info@crossmasters.com
Phone: +420 720 941 756
Address: Plynární 1617/10, 170 00 Prague 7, Czech Republic

2. Definitions

Event
An event organized by the Organizer, in-person, online, or hybrid, including accompanying activities, communications, and related services.

Participant
A natural person who registers for, attends, speaks at, or otherwise participates in an Event.

Personal Data
Information relating to an identified or identifiable natural person within the meaning of the GDPR.

3. Registration and Participation Conditions

3.1 Acceptance and Changes to the Terms

Participation in an Event is conditional upon becoming acquainted with these policies. The Organizer is entitled to reasonably amend these policies, in particular due to changes in legislation, Event organization, or tools used. The current version will be published in the Event communication channels (e.g., registration page, confirmation email). Changes apply from the moment of publication; for an Event already in progress, the version effective on the date of registration applies, unless changes must be applied due to a legal obligation or safety.

3.2 Registration, Capacity, Refusal, and Cancellation

Participation may be conditional upon registration and confirmation of registration by the Organizer. The Organizer may refuse, limit, or cancel a registration, in particular for capacity, organizational, safety, or compliance reasons, or in the event of a breach of these policies. If an Event is cancelled or rescheduled, the Organizer will provide reasonable notice through available channels. The Event is free of charge; the Participant is not entitled to reimbursement of costs (especially travel, accommodation, lost time), unless the Organizer expressly states otherwise in writing.

3.3 Age and Capacity

The Participant must be at least 18 years old, unless expressly stated otherwise for a specific Event.

3.4 Free of Charge and No Entitlements

Participation in the Event is free. Participation does not create any entitlement for the Participant, in particular to remuneration, reimbursement of expenses, compensation, future performance, conclusion of a contract, employment, cooperation, an order/contract award, a discount, or any other benefit.

3.5 Program Changes

The Organizer is entitled to change the content, program, speakers, date, venue, or form of the Event (in-person/online), in particular for operational, technical, or safety reasons.

4. Rules of Conduct and Safety

4.1 Code of Conduct

The Participant must behave politely, safely, and respectfully. Harassment, discrimination, threats, aggressive behavior, disruption of the Event, unauthorized interference with technical means (for online formats), infringement of third-party rights, and any unlawful conduct are prohibited.

4.2 Organizer’s Right to Intervene

The Organizer is entitled, without compensation, to remove the Participant from the Event, cancel the registration, deny entry, or disconnect the Participant from the online platform if the Participant violates these policies, the Organizer’s instructions, or endangers safety or the course of the Event.

4.3 Venue Instructions and Participant Liability

The Participant must follow the Organizer’s instructions and the rules of the venue (including fire and safety regulations). The Participant is liable for damage caused to the Organizer or third parties in connection with their participation, to the extent provided by law.

5. Recordings, Photographs, and Use of Likeness

5.1 Recordings Made by the Organizer

The Organizer and persons authorized by the Organizer may take photographs, audio/video recordings, and other outputs from the Event in which the Participant’s image, voice, name, or expressions may appear.

5.2 Scope of Use of Recordings

The Organizer processes and uses recordings:

1. for documentation and internal evaluation based on the Organizer’s legitimate interests
2. for communication and promotion of the Organizer and Events, typically based on the Organizer’s legitimate interests; in cases required by law (especially individually highlighted portraits in marketing), based on consent

Use may take place in particular on the website, social networks, printed materials, presentations, and the Organizer’s email communications. The Participant acknowledges that no remuneration is due for such use unless the Organizer and the Participant expressly agree otherwise in writing.

5.3 Objection and Request to Limit Publication

The Participant may object to processing of recordings based on legitimate interest, or request limitation of publication of a specific output. The Organizer will assess the objection with regard to legitimate interests, the nature of the publication, and technical possibilities. For third-party online channels, the Participant acknowledges that complete removal may be limited (shares, reposts, caches).

5.4 Recording by Participants and Confidentiality

Recording by Participants may be restricted or prohibited by the Organizer; the applicable regime may be announced in advance or on site. The Participant must respect intellectual property rights, personal rights, and any confidentiality of communications. For online Events, it is prohibited to share access credentials, bypass security, or disrupt the platform.

6. Intellectual Property and Materials

6.1 Rights to Content

All content provided within the Event (presentations, texts, videos, brands, know-how, recordings, software) may be protected by intellectual property rights of the Organizer, partners, or third parties.

6.2 Permitted Use

Unless expressly stated otherwise, the Participant may use materials only for personal, non-commercial purposes and only to the extent necessary for participation in the Event.

6.3 Prohibition of Unauthorized Distribution

Without prior written consent of the entitled persons, the Participant may not copy, distribute, publicly communicate, modify, translate, sell, or otherwise commercially exploit the materials.

7. Liability and Disclaimer of Warranties

7.1 Provided “As Is”

The Event and related services and information are provided “as is” given their nature; the Organizer provides no warranties beyond those required by law.

7.2 Limitation of Liability

To the maximum extent permitted by law, the Organizer is not liable for indirect damages, lost profit, loss of data, and consequential or special damages arising in connection with participation in the Event or its cancellation or change. This does not affect liability for damage caused intentionally or by gross negligence, and rights that cannot be excluded.

7.3 Personal Belongings

The Participant is responsible for their personal belongings. The Organizer is not liable for loss, theft, or damage to the Participant’s items, except where such liability cannot be excluded, then only to the extent provided by law.

8. Force Majeure

If the Organizer cannot hold the Event due to reasons beyond its reasonable control (e.g., natural disaster, war, terrorism, epidemic/pandemic, actions of public authorities, transport disruptions or third-party service outages, large-scale technical failures), it may cancel, interrupt, reschedule, or change the form of the Event. In such case, the Organizer is not in default and bears no liability for related damages to the extent permitted by law.

9. Personal Data Processing Policy for Events

9.1 Purposes of Processing

The Organizer processes personal data mainly for:

1. registration, maintaining the list of participants, and Event organization
   identification, registration confirmation, capacity management, organizational information
2. communication before, during, and after the Event
   program changes, support, responses to inquiries
3. security and protection of legitimate interests
   prevention of registration abuse, incident handling, protection of property and persons
4. documentation and presentation of the Event
   photo/video/audio outputs under Article 5
5. evaluation and improvement of Events
   feedback, attendance statistics, internal analyses
6. marketing communications
   informing about future events and the Organizer’s service offer (see 9.4)

9.2 Categories of Processed Data

The Organizer may process in particular:

1. identification data
   first name, last name, optionally a nickname on a badge
2. contact data
   email, phone
3. professional data
   company/organization, position, field of interest (if provided)
4. participation data
   registration, attendance, program choices, communication with the Organizer
5. Event recordings
   photos, video, audio, chat contributions (for online platforms)
6. technical data for online registration/access
   IP address, device/browser data, logs, cookies (if used)

9.3 Legal Bases for Processing

The Organizer processes data based on:

1. performance of a contract and pre-contractual measures (Article 6(1)(b) GDPR)
   ensuring registration and participation, providing Event information
2. legitimate interests (Article 6(1)(f) GDPR)
   organization, security, abuse prevention, internal evaluation, protection of rights and property, basic Event-related communication, standard documentation
3. consent (Article 6(1)(a) GDPR)
   where required (typically marketing outreach beyond statutory conditions or individually highlighted use of likeness in marketing)

9.4 Marketing Communications

Marketing communications are not a condition of participation in the Event unless expressly stated otherwise for a specific registration in accordance with legal regulations. The Organizer may send commercial communications:

1. based on the Participant’s consent (opt-in), where required
2. or in cases permitted by law (e.g., to existing contacts if statutory conditions are met), with an easy opt-out option

Withdrawal of consent does not affect the lawfulness of processing prior to withdrawal.

9.5 Recipients and Processors

Personal data may be made available to:

1. authorized persons within the Organizer
   only to the extent necessary for Event organization and related activities
2. processors and suppliers
   registration systems, emailing, online platforms, IT infrastructure, photo/video services, security services
   appropriate data processing agreements are concluded with processors

9.6 Transfers Outside the EU/EEA

If personal data is transferred outside the EU/EEA (e.g., when using global cloud services), the Organizer will ensure appropriate safeguards under the GDPR (e.g., standard contractual clauses) and will provide information about these safeguards upon request if required by law.

9.7 Retention Period

The Organizer retains data:

1. registration and organizational data
   for the period necessary to deliver the Event and typically up to 12 months after the Event ends to handle inquiries, incidents, and evaluation, unless a longer period is necessary
2. accounting and legal records
   for the period required by law
3. marketing communications
   for the duration of consent or until an objection/unsubscribe is exercised, depending on the applicable legal basis
4. recordings (photo/video)
   for a period proportionate to the purpose of documentation and promotion, typically up to 5 years, unless a longer period is justified (e.g., archiving significant company events)

9.8 Data Subject Rights

The Participant has the right:

1. to access personal data
2. to rectify inaccurate data
3. to erasure, where GDPR conditions are met
4. to restriction of processing
5. to data portability, where applicable
6. to object to processing based on legitimate interest
7. to withdraw consent where processing is based on consent
8. to lodge a complaint with the supervisory authority

Office for Personal Data Protection (Úřad pro ochranu osobních údajů),
Pplk. Sochora 27, 170 00 Prague 7

Rights may be exercised using the contacts listed in Article 1.

9.9 Security

The Organizer implements appropriate technical and organizational measures to secure personal data with regard to risks, the nature of processing, and available technologies.

10. Final Provisions

If any provision is invalid or unenforceable, it does not affect the validity of the remaining provisions. The invalid provision will be replaced by a provision that is closest in meaning and purpose.