Regulations for Sano 5^th anniversary and Sano Science Day 2024 

I. General provisions 

These Regulations establish the terms and conditions of participation, rights and obligations of Participants of the event entitled “5th anniversary of Sano and Sano Science Day 2024 ‘ (hereinafter referred to as ’Sano Science Day”). 

II.   Definitions 

The terms used in these Regulations shall have the following meanings: 

a) Organizer – Sano – Centre for Computational Personalised Medicine – International Research Foundation, with its registered seat at  Czarnowiejska 36 /C5  in Kraków (30-072), entered into the register of business entities and register of associations, other social and professional organizations, funds and independent publicly-funded healthcare establishments of the National Court Register, maintained by the District Court for Kraków-Śródmieście (Krakow City Centre) in Kraków, XI Commercial Division under KRS number 0000797490, tax Identification Number (NIP) 677-244-64-72, statistical number (REGON): 384298430, 

b) Participant – an natural person participating in the Sano Science Day; 

c) Speaker – a Participant who presents a lecture during the Sano Science Day or participates in a panel discussion conducted as part of the Sano Science Day 

d) Agenda – the detailed schedule of the Sano Science Day  available on the website https://sano.science/agenda-for-sano-science-day/ 

III. Date, time and venue  

Sano Science Day will take place on November 27, 2024 in AGH UST Center of Energy, room 307, Czarnowiejska 36 Street, building C5, 30-054 Krakow. 

IV.  Conditions of Participation 

1. This Regulation is available to Participants on the website https://sano.science/regulations/ and during the registration referred to in section 2 below. 

2. Participation in Sano Science Day is free of charge and requires prior registration through a registration form available on the page https://sano.science/sanoscience-day-2024-regulations-registration/, where the person wishing to participate in Sano Science Day will be required to provide the following information: full name, email address. 

3. During registration referred to in section 2 above, the Participant confirms that they have read this Regulation and accept it, which is a condition for participation in Sano Science Day. 

4. The detailed method of registration for participation in Sano Science Day and registration deadlines are specified on the page https://sano.science/sanoscience-day-2024-regulations-registration/ 

5. The Organizer reserves the right to end the acceptance of participation applications early in case of capacity being reached for Sano Science Day. 

6. Participation in Sano Science Day requires personal attendance on the date and at the place specified in item III above and at the time indicated in the Agenda. 

7. Registration as mentioned in section 2 above and confirmation of reading and accepting the Regulation is deemed to be the conclusion of an agreement with the Organizers concerning participation in Sano Science Day. 

V. Rights and Obligations of Participants 

1. Participants are obliged to comply with the safety rules, occupational health and safety regulations, and fire safety regulations in force at the venues where Sano Science Day is organized, as well as the sanitary regime rules applicable at that time, and the rules of this Regulation. 

2. The personnel of the Organizer in the event of disruption of public order and order by the Participant and failure to comply with the sanitary regime rules in force shall be entitled to: 

• call for appropriate behavior; 

• demand to leave the premises where Sano Science Day is taking place; 

• call the appropriate services in situations where the behavior qualifies for such intervention, particularly when it poses a threat to other participants or the personnel of the Organizer and Sano Science Day or the property of the Organizer, third parties, or the owner of the venue where Sano Science Day takes place. 

3. The Organizer shall not be liable for incidents resulting from Participants’ non-compliance with the Regulation, failure to follow the Organizer’s recommendations, and commands of Sano Science Day personnel and services responsible for safety and order. 

4. In case of noticing a threat to the life and health of Participants, the Participant is obliged to immediately inform the personnel of the Organizer. 

5. The Organizer is not responsible for items left or lost during Sano Science Day nor for items left in clothing or bags/suitcases he organizer is not responsible for items left and lost during the Sano Science Day and for items left in clothing or backpacks/bags/suitcases returned to the checkroom, as well as in other public places in the area where the Sano Science Day takes place. 

VI. Sano Science Day Rules 

1. Sano Science Day will be conducted in English in a stationary format. The Organizer does not provide a translator. 

2. Detailed information and the exact program of Sano Science Day are available in the Agenda. 

3. Sano Science Day includes lectures, panel discussions, presentations and poster sessions. 

4. The course of Sano Science Day, in whole or in part, will be recorded in the form of audio and video recordings and photo reports. The recordings and photo-reportage in whole, in part or a compilation thereof may be posted on the Organizer’s website, on any social media sites of the Organizer. 

5. The recordings and photo report may be made available to an unrestricted public who will be able to get acquainted with them, including as part of a collective work, in combination with works and elements freely chosen by the Organizer (including, but not limited to, lectures of other Speakers, the graphic design of the platforms on which it would be placed, images and sound) as well as in their arrangements, adaptations. The Organizer may use any materials from recordings, fragments, shots, documentation created during the recording completion and post on the Organizer’s website, on all social media platforms of the Organizer for informational, documentary, educational, didactic, advertising, and promotional purposes of the Organizer and Sano Science Day. 

6. Participants accept the established rules of the  Sano Science Day and its Agenda and undertake not to influence its change. 

7. The Organizer reserves the right to change the Agenda, particularly in case of changes to Speakers or the necessity to change the venue of Sano Science Day for reasons beyond the Organizer’s control. The Organizers will inform about changes on the website. Organizer will not be obliged to the Participants and Speakers for any compensation or damages on this account. 

8. Participants undertake not to disrupt the course of Sano Science Day. 

9. The Organizer shall be entitled to exclude from participation in the Sano Science Day persons who violate the provisions of the Regulations, in particular: 

• disrupt the course of Sano Science Day; 

• engage in actions contrary to the law, good morals, or infringe on the legitimate interests of third parties; 

• undertake actions aimed at circumventing or indicating an attempt to circumvent the Regulation or the rules of Sano Science Day; 

• undertake actions that infringe on the legitimate interests of the Organizer or damage its image. 

10. The Organizer informs that participation in Sano Science Day is educational in nature and does not constitute advertising of the individual institutions represented by the participants of Sano Science Day. 

VII Copyright 

1. The Speaker shall be fully responsible for the form and content of his lecture. 

2. If any part of the lecture constitutes legally protected elements, the rights to which shall not be held by the Speaker, the Speaker warrants that Speaker is entitled to use them to the extent necessary to present the lecture and grant to the Organizer a License with the right to grant sublicenses referred to in this paragraph, without the need for the Organizer to obtain additional consents and permissions. 

3. The Speaker agrees that the Organizer or an entity acting on behalf of the Organizer may record the lecture in the form of an audio-video recording. 

4. The Speaker grants the Organizer a free of charge non-exclusive license, unlimited in terms of time and territory, as well as quantity and quality, with the right to grant a sub-license of a similar scope as the license, to use the lecture recorded in the form of an audio-video recording in whole or in part, individually or as a part of a collective work, in combination with works and elements of any choice of the Organizer (including, but not limited to, with the lectures of other Speakers, with the graphic design of the platforms on which it would be placed, the image and sound, as well as with its adaptations and any materials, graphics, excerpts, takes, documentation, etc.), as well as its adaptations and all materials, graphics, fragments, shots, documentation created both during the recording and after its recording – for informational, documentary, educational, didactic, advertising and promotional purposes of the Organizer and Sano Science Day, including, in particular, its use, making it available on the Internet, as well as within the framework of any telecommunication services, with the use of any systems and devices, on any social networks of the Organizer, on the Organizer’s website and on other websites of the Organizer and Sano Science Day, in particular on social media platforms such as Facebook, YouTube, LinkedIn, X, Instagram, Slack, etc. 

VIII. Image 

1. The Organizer will record the course of Sano Science Day using image and sound recording devices appropriately in the form of photography/photo reports and recording for educational, didactic, informational, documentary, advertising, and promotional purposes of the Organizer and Sano Science Day. 

2. By declaring at registration his/her willingness to participate personally in the Sano Science Day, the Participant gives his/her consent to the use of his/her image, as well as his/her voice (including his/her statements or fragments thereof) for the purposes indicated in paragraph 1 above without the right to remuneration for the above, in particular, by: recording the Participant’s image, as well as his/her voice in a photo-report and/or in a recording and using this recording, editing (processing, modification, trimming or used to create compositions), reproduction and repeated dissemination of the Participant’s image, as well as the Participant’s voice recorded in the above-mentioned manner, including, inter alia, in photographs and materials of the Participant’s work.The Participant’s image and voice recorded in the aforementioned manner, including, inter alia, in photographs and video materials (advertisements, self-promotional materials), designs of posters, leaflets, portfolios and any other promotional, marketing and/or information materials; without the need for their approval each time to the extent and in a manner analogous to that referred to in point VII(4) of the Regulations, including, in particular, by means of the Internet on the Organiser’s website, on any of the Organiser’s social networks, on the Organiser’s website and on other websites of the Organiser and on the Sano Science Day website, in particular, on social networks such as Facebook, YouTube, Instagram, LinkedIn, X, Slack, etc. 

3. By agreeing to the Organiser to give a lecture or to participate in a panel discussion, the Speaker gives the Organiser unlimited time, territory, quantity and quality consent to use his or her image and voice for the purposes indicated in paragraph 1 above without the right to remuneration for the above, in particular by: capturing the Speaker’s image in the photo-report and/or in the recording and the use of this capturing, processing, reproduction and repeated dissemination of the Speaker’s image in the aforementioned manner, without the need for their approval each time to the extent and in a manner analogous to that referred to in point VII(4) of the Regulations, including, in particular, by means of the Internet on the Organiser’s website, on all the Organiser’s social networks, on the Organiser’s website and on other websites of the Organiser and on the Sano Science Day website, in particular, on social networks such as Facebook, YouTube, LinkedIn, X, Instagram, Slack, etc. 

4. The Participant/Speaker is aware that the photo report and recording of the Sano Science Day will be made available on the Internet and will be available on the Organizer’s website, profiles on its social media platforms and platforms such as YouTube Facebook, Instagram, LinkedIn, X, Slack, etc. to an unlimited number of people without time limit. 

IX. Processing of personal data 

1. Pursuant to Article 13(1) and (2) of the Regulation of the European Parliament 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 (hereinafter General Data Protection Regulation, hereinafter “GDPR”), I inform you that the administrator of the personal data is Sano – Centre for Computational Personalised Medicine – International Research Foundation, with its registered seat at Czarnowiejska 36 bud. C5  in Kraków (30-072), entered into the register of business entities and register of associations, other social and professional orgnizations, funds and independent publicly funded healthcare establishments of the National Court Register, maintained by the District Court for the Kraków-Śródmieście (Krakow City Centre) in Krakow XI Commercial Division under KRS number 0000797490, Tax Identification Number (NIP) 677-244-64-72, statistical number (REGON) 384298430; 

2. In order to exercise your rights under to GDPR please contact the Administrator using the provided contact details or the appointed Data Protection Officer at the e-mail address iod@sanoscience.org 

3. Personal data is processed for the purpose of registration and participation in the SANO SCIENCE DAY event and subsequently in connection with the use of the image, which, on the basis of acceptance of the Regulations, creates a contractual relationship between the Organizer and the Speaker/Participant.;  

4. Personal data is processed in relation to the purpose indicated above and the processing is necessary for the performance of an obligation (created on the basis of acceptance of the Regulations) to the which the data subject is a party or to take steps at the request of the data subject prior to acceptance of the Regulations in accordance with Article 6(1)(b) of GDPR; 

5. Personal data will be processed for the duration of the Sano Science Day and, after the Sano Science Day has ended, the data on the use of the image may be processed for longer, in particular through placement in the communication channels mentioned above. 

6. Providing personal data is a condition for taking part in the Sano Science Day. 

7. Recipients of personal data may be entities involved in projects carried out by the Administrator or public authorities and entities performing public tasks or acting on behalf of public authorities, to the extent and for the purposes arising from legal regulations, as well as entities providing services necessary for Sano to perform its tasks. The data may also be transferred to IT partners and entities providing technical or organizational support; 

8. The Speaker/Participant has the right, in relation to Sano, to request access to his/her personal data, as well as to demand rectification, erasure or restriction of processing or transfer. To exercise these rights, please contact us at the email address set out in section 2 above; 

9. The Speaker/Participant shall have the right to submit a complaint to the President of the Office for Personal Data Protection and also in particular, in the Member State of his habitual residence, place of work or place of the alleged infringement. 

X. Final provisions 

1. These Regulations are made available to Sano Science Day Participants at https://sano.science/sano-science-day-2024-regulations/ and shall enter into force on the date of their posting on the aforementioned website. 

2. These Regulations may be amended. The amendment to the Regulations shall enter into force as of the date of its posting on the page referred to in sec. 1 above. Participants who accepted the Regulations prior to the effective date of the amended Regulations will be informed of the change by e-mail and, if they do not accept the amended Regulations, of their right to resign from participation in the Sano Science Day. 

3. The Organizer reserves the right to cancel the Sano Science Day. The Organizer will immediately announce the cancellation of the Sano Science Day on the Science Day website. The Organizer will not be liable to Participants and Speakers for any compensation or damages on this account or for reimbursement of costs incurred to participate in the Sano Science Day. 

4. The Sano Science Day is funded from the budget Teaming for Exellence project under the promotion of the European Union Horizon 2020 research and innovation programme under grant agreement No 85733.  

5. These Regulations shall be governed by Polish law. 

Any disputes shall be subject to the jurisdiction of the Polish common courts having jurisdiction over the Organizer’s registered office. 

To register for the conference, simply fill out the registration form. Registration will be possible until November 20