Conference Registration – Legal and Payment Documents
1. General Terms and Conditions
Organizer
Society of Environmental Engineering (Společnost pro techniku prostředí, z. s.)
Novotného lávka 5, 116 68 Prague 1, Czech Republic
Company ID: 00499978 | VAT No.: CZ00499978
E-mail: stp@stpcr.cz | Phone: +420 221 082 353
The Society of Environmental Engineering, z. s. (hereinafter referred to as “the Organizer”), organizes professional conferences and accompanying events in the field of environmental and building technology (HVAC).
Registration and Contract Conclusion
- Registration for the conference and accompanying events is made exclusively via the online registration form available on the conference website.
- By submitting the registration form and completing payment, the participant concludes a binding agreement with the Organizer.
- The participant is required to provide correct and complete data in the registration form.
Conference Fees and Services
- Participation fees and prices for accompanying events (e.g., gala dinner, technical tours, accompanying persons) are listed on the conference website in EUR, including applicable VAT.
- The conference fee includes participation in the scientific sessions and other items as specified in the program.
Invoicing
- After registration and payment, an electronic invoice (tax document) will be issued by the Organizer.
- The invoice will be sent to the e-mail address provided during registration.
Changes and Cancellations by the Organizer
- The Organizer reserves the right to modify the program, speakers, or venue, if necessary, due to organizational or technical reasons.
- In case of event cancellation by the Organizer, participants will be refunded the full amount paid.
Governing Law and Jurisdiction
- These Terms and Conditions are governed by the laws of the Czech Republic.
- Any disputes shall be settled amicably or, if necessary, before the competent court in Prague, Czech Republic.
2. Cancellation and Refund Policy
- Cancellation of registration must be made in writing by e-mail to info@roomvent2026.com
- Refunds depend on the date of cancellation as follows:
• Up to 60 days before the conference: 100% refund – minus EUR 30 (more information below)
• 59–14 days before the conference: 50% refund
• Less than 14 days before the conference: no refund
- The same conditions apply to all accompanying events (gala dinner, technical tours, accompanying persons).
- If a participant cannot attend, a substitute delegate may participate upon prior notice to the Organizer.
- In case of force majeure or travel restrictions, individual cases will be considered upon written request.
All conference registration fees are processed via an online payment gateway and paid by credit or debit card. Upon completion of the transaction, payment processing fees are incurred by the organizer.
In the event that a participant cancels their registration, the organizer reserves the right to deduct a fixed fee of EUR 30 from the total refund amount. This fee includes both the non-refundable payment gateway transaction costs and administrative handling expenses.
Refunds will therefore not equal 100% of the original payment. The final refunded amount will be calculated as the total amount paid minus a fixed fee of EUR 30.
By completing the registration and payment, the participant acknowledges and agrees to these cancellation and refund terms.
3. Payment Terms
- All payments are made in EUR (€) via the online payment gateway or by bank transfer to the Organizer’s account.
- The registration is valid only after full payment has been received.
- Payment methods available:
• Credit/debit card via secure payment gateway (SSL / HTTPS)
• Bank transfer (details provided upon request)
- All bank charges and currency conversion fees must be borne by the participant.
- The Organizer does not store or process credit card data; payments are handled by a certified payment provider.
4. Privacy Policy (GDPR Statement)
Data Controller
Society of Environmental Engineering (Společnost pro techniku prostředí, z. s.)
Novotného lávka 5, 116 68 Prague 1, Czech Republic
Company ID: 00499978 | VAT No.: CZ00499978
E-mail: stp@stpcr.cz
Scope and Purpose of Data Processing
The Organizer processes personal data of conference participants for the following purposes:
- Registration and management of conference participation
- Issuing invoices and processing payments
- Communication regarding the conference program and logistics
- Sending follow-up information and invitations to future events
- Sharing limited contact information (name, affiliation, e-mail) with conference partners or sponsors, if relevant to the event’s professional objectives
Personal data is processed in accordance with Regulation (EU) 2016/679 (GDPR) and Czech data protection law.
Data Retention
Personal data is retained only for the period necessary to fulfill the above purposes and to comply with accounting and tax regulations.
Data Sharing
Personal data may be shared only with:
- Contractual partners involved in conference organization (technical providers, payment processor, venue, etc.)
- Official sponsors or partners of the specific conference (in a limited scope)
No personal data is sold or transferred to third parties for marketing purposes.
Rights of Participants
Participants have the right to:
- Access their personal data
- Request correction or deletion
- Withdraw consent to data processing (without affecting past lawful processing)
- File a complaint with the Office for Personal Data Protection of the Czech Republic
Requests can be sent to info@roomvent2026.com
Data Security
All online data transmissions (including payments) are secured by HTTPS and SSL encryption.
The Organizer takes appropriate technical and organizational measures to protect personal data from unauthorized access, loss, or misuse.