Terms and conditions of sale and participation

Version effective from 1 May 2026.

Preamble

The event you are registering for (hereinafter "the Event") is organised by HUB INSTITUTE, a French simplified joint-stock company (société par actions simplifiée) with a share capital of 1,000 euros, registered with the Paris Trade and Companies Register under number 523 594 752, with its registered office at 9 boulevard Gouvion Saint-Cyr, 75017 Paris, France (hereinafter "the Organiser").

EU VAT number: FR24523594752
Legal representative: Vincent Ducrey, President
Contact: [email protected]

These terms and conditions of sale and participation (hereinafter the "Terms") are made available on the registration page. Registering for the Event requires prior acceptance of the Terms, given by ticking the dedicated box in the registration form.

Article 1. Purpose and scope

These Terms set out the conditions for registration, sale and participation applicable to the Event.

They apply to all registrations, whether paid, free of charge, or made through an invitation or an access code.

They take precedence over any other document, in particular over the general purchasing conditions of the participant or of their company.

The Organiser may amend these Terms at any time. The applicable Terms are those in force on the date of registration. Each version is dated and archived.

Article 2. Registration and access

2.1 Target audience

The Event is intended for corporate decision-makers and professionals.

The Organiser may refuse any registration that does not correspond to the target audience of the Event.

2.2 Confirmation of registration

Registration is completed online using the dedicated form. It becomes final once the form has been validated, payment has been collected where applicable, and the Organiser has sent a registration acknowledgement by email.

The registration acknowledgement is a receipt confirming that the request has been received. Where registration is subject to prior approval by the Organiser, it does not in itself confirm attendance.

The Organiser may refuse a registration. Where a registration is refused after payment, the amount paid is refunded in full within fourteen (14) days of notification of the refusal, using the same payment method as the one used for registration.

2.3 Badge and access control

The access badge is strictly personal and non-transferable.

A valid form of identification must be presented when collecting the badge. It is checked visually on site. It is not scanned, photographed, copied or stored in any form.

Any transfer, loan or reproduction of the badge is prohibited and will result in access being denied without refund.

2.4 Badge scanning by partners

Partners of the Event operate exhibition spaces equipped with badge scanners.

By presenting their badge to a partner, the participant consents to their professional contact details being shared with that partner: surname, first name, job title, company and professional email address. Each scan is time-stamped.

This transfer is separate from the consent collected at registration for partner communications. It occurs solely at the participant's initiative and applies only to the partner concerned.

No data is shared unless the participant voluntarily presents their badge. Participants may decline to present it, with no effect on their access to the Event or to the exhibition spaces.

The receiving partner becomes the controller for the data shared with it and applies its own privacy policy. Participants may exercise their rights directly with that partner.

Article 3. Prices and payment terms

3.1 Prices

Applicable prices are shown on the Event registration page, in euros, both excluding and including VAT.

The applicable price is the one in force on the date of registration. Details of what is included in each access category are set out on the registration page.

Certain access categories are reserved for specific audiences and require an access code or prior approval by the Organiser.

3.2 Payment methods

Unless otherwise expressly agreed between the parties, HUB INSTITUTE may request, at the time of the order or of the confirmation of registration, payment of a deposit of up to 50% of the total amount including VAT.

The balance of the price must be paid in full no later than the date of the event.

Where no deposit is requested, the full price is payable no later than the date of the event.

Payments may be made by bank card through the secure payment platform provided by HUB INSTITUTE, or by bank transfer in accordance with the terms communicated by HUB INSTITUTE.

Any deposit paid constitutes a firm and final commitment by the Participant and remains acquired by HUB INSTITUTE, subject to the provisions relating to cancellation of the event set out in these Terms.

3.3 Late payment

In the event of late payment, the amounts due will automatically bear interest under the conditions provided for in Article L. 441-10 of the French Commercial Code. A fixed recovery fee of 40 euros will also be payable for each invoice paid late, without prejudice to HUB INSTITUTE's right to claim additional compensation where the recovery costs actually incurred exceed that amount.

3.4 Non-refundable registrations

Any confirmed and paid registration is firm and final.

No refund is issued in the event of withdrawal, absence or cancellation by the participant, regardless of the reason and regardless of the date of the request.

Where a participant is unable to attend, the substitution option set out in Article 3.5 is available.

This clause is without prejudice to the refund cases expressly provided for in Articles 2.2, 4.2 and 4.3 of these Terms.

3.5 Substitution of participant

A participant who is unable to attend may be replaced by another person from the same company, at no additional cost.

The request must be sent by email to [email protected] no later than seven (7) calendar days before the date of the Event, stating the surname, first name, job title and email address of the replacement.

The substitution takes effect once confirmed in writing by the Organiser. The replacement must fall within the target audience defined in Article 2.1 and accepts these Terms. A new badge is issued in their name and the previous badge becomes void.

Only one substitution is permitted per registration.

Article 4. Cancellation or modification by the organiser

4.1 Changes to the programme

The Organiser may change the programme, timings, speakers, session formats or venue of the Event.

Provided the Event takes place and its nature and purpose remain unchanged, such changes do not give rise to any refund or compensation.

Registered participants are informed by email of any significant change.

4.2 Full cancellation

If the Organiser cancels the Event in full, registered participants are informed by email as soon as possible and are refunded in full for the amounts paid.

The refund is issued within thirty (30) days of notification of the cancellation, using the same payment method as the one used for registration.

This refund constitutes the sole compensation owed by the Organiser. No further amount is due in respect of costs incurred by the participant, in particular travel or accommodation costs.

4.3 Force majeure

The Organiser cannot be held liable for failure to perform its obligations in cases of force majeure within the meaning of Article 1218 of the French Civil Code.

If the Event is cancelled due to force majeure, the participant may choose between a full refund of the amounts paid and the transfer of their registration to another event organised by HUB INSTITUTE, within twelve (12) months.

The participant must state their choice within thirty (30) days of notification of the cancellation. If no response is received within that period, a refund is issued.

Article 5. Conduct and liability

5.1 Participant undertakings

Each participant undertakes to behave in a respectful and professional manner, to comply with the safety rules of the venue and the instructions of the Organiser, and not to disrupt the running of the Event.

Any breach may result in immediate exclusion from the Event, without refund or compensation.

The following are prohibited in particular: unauthorised recording and distribution of the content presented, unauthorised commercial solicitation of other participants, and any form of harassment or discriminatory language.

5.2 Personal belongings

The Organiser does not take custody of participants' personal belongings. It cannot be held liable for theft, loss or damage to personal belongings occurring during the Event, except where attributable to its own fault.

5.3 Limitation of liability

The Organiser's liability under these Terms is limited to direct and foreseeable damages, and capped at the amount actually paid by the participant for their registration.

This limitation does not apply in cases of personal injury, gross negligence or wilful misconduct by the Organiser.

Article 6. Image rights

The Event is photographed and filmed.

Use of a participant's image requires their express consent, given by ticking a dedicated box in the registration form. This box is not pre-ticked, and declining has no effect on the validity of the registration or on access to the Event.

Where the participant consents, they authorise HUB INSTITUTE to reproduce and distribute their image under the following conditions:

• Purposes: promotion of the Event, of its future editions and of HUB INSTITUTE's activities;
• Media: the websites of HUB INSTITUTE and of the events it organises, HUB INSTITUTE's social media accounts, newsletters, printed and digital communication materials, video recordings and replays;
• Duration: five (5) years from the date of the Event;
• Territory: worldwide, as a result of online distribution;
• Consideration: authorisation granted free of charge.

This authorisation does not cover use of the participant's image in a paid advertising campaign or for the benefit of a third party. Any such use is subject to a separate and specific authorisation request.

The participant may withdraw their consent at any time, without giving reasons, by writing to [email protected]. Withdrawal does not affect the lawfulness of distribution carried out before it. The Organiser will remove the content from the media under its control within a reasonable time. It cannot guarantee removal of content already reproduced or republished by third parties.

A participant may also ask at any time, including during the Event, not to be photographed or filmed.

Article 7. Intellectual property

All content presented at the Event (presentations, talks, documents provided, video material, trademarks, logos, graphic elements) is protected by intellectual property law and remains the property of HUB INSTITUTE or its rights holders.

Registration for the Event confers no intellectual property rights over this content. It grants only a strictly personal right of use, for internal information purposes, with no right of reproduction, representation, adaptation or distribution.

Any audio or video recording of the talks by a participant requires the prior written authorisation of the Organiser.

The HUB INSTITUTE trademark and the names of the events it organises are registered trademarks. Any unauthorised use constitutes infringement.

Article 8. Personal data

8.1 Data controller

HUB INSTITUTE
9 boulevard Gouvion Saint-Cyr, 75017 Paris, France
Paris Trade and Companies Register 523 594 752
Contact for any question relating to personal data: [email protected] (subject line: "GDPR")

HUB INSTITUTE has not appointed a data protection officer. Requests are handled by the contact indicated above.

8.2 Data collected

Data not stored: banking details are processed directly by Stripe and do not pass through the Organiser's systems. Identification presented when collecting the badge is checked visually only.

Fields marked with an asterisk in the registration form are mandatory. Without them, the registration cannot be processed. All other fields are optional.

8.3 Purposes and legal bases

Where processing is based on consent, that consent is collected through a separate box that is not pre-ticked, and declining has no effect on the validity of the registration.

8.4 Recipients

Internal teams: HUB INSTITUTE staff responsible for organisation, participant relations and invoicing.

Processors acting on the instructions of HUB INSTITUTE under a contract compliant with Article 28 GDPR:

Event partners: only where the participant has given express consent, either through the dedicated box in the registration form or by voluntarily presenting their badge at an exhibition space under the conditions of Article 2.4. The list of partners for each Event is available on the "Partners" page of the Event website, updated until the Event takes place. Each partner is a controller for the data shared with it and applies its own privacy policy.

Other participants: the networking feature is enabled only if the participant expressly consents to it. Otherwise, no data is made visible to other participants.

Data is not sold, rented or transferred to third parties outside the cases set out above.

8.5 Transfers outside the European Union

Some of the processors listed in Article 8.4 may process personal data outside the European Union, in particular in the United States. These transfers are governed by the following mechanisms:

Participants may obtain a copy of the safeguards in place by writing to [email protected].

8.6 Retention periods

8.7 Your rights

Participants have the following rights over their data:

• Access: obtain a copy of the data concerning them;
• Rectification: correct inaccurate or incomplete data;
• Erasure: request deletion of their data, subject to legal retention obligations;
• Restriction: request temporary suspension of processing;
• Objection: object to processing based on legitimate interest, and object at any time and without reason to commercial prospecting;
• Portability: receive their data in a structured, machine-readable format;
• Withdrawal of consent: withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal;
• Post-mortem instructions: set instructions regarding the fate of their data after their death, in accordance with Article 85 of the French Data Protection Act.

These rights may be exercised:

• by email to [email protected] (subject line: "GDPR");
• by post to HUB INSTITUTE, 9 boulevard Gouvion Saint-Cyr, 75017 Paris, France.

A response is provided within one month, extendable by two months for complex requests. Proof of identity may be requested where there is reasonable doubt as to the identity of the requester.

Unsubscribing from communications is also possible via the link included in every email.

Complaints: if the response is unsatisfactory, participants may lodge a complaint with the French data protection authority (CNIL), 3 place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France, or at www.cnil.fr.

8.8 Cookies and trackers

The Event website uses cookies. They are managed through the Axeptio solution, accessible at any time from the banner or the preference management widget.

No non-essential cookie is placed before consent is obtained. Declining is as easy as accepting. Choices made are stored for 6 months, after which consent is requested again.

Article 9. Governing law and disputes

These Terms are governed by French law.

In the event of a dispute, the parties will seek an amicable solution. Failing that, and for disputes between professionals, exclusive jurisdiction is given to the courts of Paris, including where there are multiple defendants or third-party proceedings.

Article 10. Language

These Terms are drawn up in French and in English. The English version is provided for information purposes only. In the event of any discrepancy or difference of interpretation between the two versions, the French version prevails.

Single reference document. References to "terms and conditions of sale", "terms and conditions of participation" and "T&Cs" on the Event forms and materials refer to this document.