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General Terms and Conditions for Events Organised by AI Quality & Testing Hub GmbH
1. Scope
1.1 These General Terms and Conditions (hereinafter referred to as ‘GTC’) govern the legal relationship between participants in conferences, meetings, training courses, seminars, classes and other events (hereinafter referred to as ‘events’) and AI Quality & Testing Hub GmbH, https://aiqualityhub.com/imprint (hereinafter referred to as ‘AIQ’). The content, schedule and other details of an event are set out in the respective event programme. In addition, the notes and information attached to the respective event programmes apply.
1.2 These GTC apply exclusively. Conflicting or supplementary terms and conditions of the participants shall not apply, even if they are communicated to AIQ in an order, a letter of confirmation or in any other way and AIQ does not expressly object to them. This also applies in the event that AIQ provides services to the participants without reservation in full knowledge of their terms and conditions.
1.3 Individual agreements made with participants in individual cases (including amendments, supplements and subsidiary agreements) shall in any case take precedence over these General Terms and Conditions. Subject to proof to the contrary, a written contract (text form is sufficient) with or written confirmation (text form is sufficient) from AIQ shall be decisive for the content of such agreements.
1.4 If a contractual relationship between participants and a third party is necessary for the technical implementation of an event (e.g. registration and/or user account with an online service provider for a virtual or hybrid event), the respective terms of use/business conditions of this third party must also be taken into account by the participants. AIQ does not become a contractual partner with regard to the services provided by this third party. AIQ is also not the representative of the third party. The third party is responsible for all matters arising from the contract between the participants and the third party.
2. Registration, conclusion of the contract, technical requirements for online participation, availability
2.1 Registration can be made in writing or electronically (e.g. by email or via a web form). It is a binding offer to enter into a contract (subject to acceptance of these GTC), to which the participant is bound until AIQ confirms the registration. The contract is concluded upon confirmation of registration by AIQ. An automated confirmation that a registration has been received does not constitute confirmation of registration. For events with limited participation capacity, registrations will be considered in the order in which they are received.
2.2 If participants receive access data for online participation in a (purely virtual or hybrid) event, this access data must be treated confidentially, must not be passed on to third parties and must be protected from access by third parties.
2.3 To participate online in a (virtual or hybrid) event, participants require an internet connection, a standard web browser and, if necessary, additional software. The specific technical requirements for participation are specified in the event programme or will be communicated to participants by email before the start of the event.
2.4 Participants are responsible for fulfilling the technical requirements in accordance with Section 2.3.
The absence of the necessary technical requirements or technical malfunctions during the event for which AIQ is not responsible do not release participants from their obligation to pay the participation fee.
2.5 Online participation in a (virtual or hybrid) event is generally only possible in real time on the scheduled date. Such events cannot usually be accessed retrospectively.
3. Changes to the course of the event
3.1 AIQ reserves the right to replace announced speakers with others, to change the course of the event or to replace, redesign or cancel individual presentations at an event, provided this does not affect the overall character of the event. AIQ also reserves the right to change the venue if necessary, provided this is reasonable for the participants. Such changes to the programme schedule or content for good cause do not entitle participants to a reduction in the participation fee.
3.2 In addition, events may be held as hybrid or purely virtual events at AIQ’s discretion, taking into account circumstances beyond AIQ’s control. Such a change does not entitle participants to free cancellation. If the participation fee for the virtual event is lower than the participation fee for the face-to-face event, the participants affected will be refunded the difference.
3.3 AIQ reserves the right to determine appropriate measures and suitable hygiene concepts in advance of individual events, in particular due to circumstances beyond its control (e.g. conference hotels and conference organisers). In addition, individual events will be held in accordance with the legal access rules applicable in the individual federal states on the date of the event. AIQ will inform all participants in writing (e.g. by email) in good time before the start of the event if and which hygiene regulations apply to the event.
4. Participation fee, terms of payment, default, offsetting
4.1 For events subject to a fee, participants are obliged to pay the agreed participation fee. The amount of the participation fees is specified in the respective event programme. Unless otherwise stated in the respective event programme, the participation fees are per person and event date and do not include VAT at the statutory rate.
4.2 The participation fee must be paid in advance using the payment methods offered for the respective event. Payment by sending cash or cheques is not possible; AIQ accepts no liability for loss. The participation fee must be paid within 14 days of receipt of the invoice at the latest. The date of receipt of payment is decisive.
4.3 If the participant is in default of payment, AIQ is entitled to charge default interest at a rate of 5 percentage points above the base rate applicable at that time (Section 247 of the German Civil Code (BGB)) per annum from the date of default. The contracting parties reserve the right to prove that the damage was lower or higher.
4.4 If AIQ has not received the participation fee by the start of the event, the participant shall not be entitled to participate in the event.
4.5 Except in the case of revocation, offsetting against claims of AIQ is only permissible if the counterclaim has been legally established, is undisputed by AIQ, is recognised by AIQ or is in a close synallagmatic relationship with the claim of AIQ.
4.6 Subject to an individual contractual agreement, (i) partial bookings with price reductions are not possible; (ii) an event cannot be divided among several participants.
4.7 If the participant is entitled to a right of withdrawal and has requested that the services should commence during the withdrawal period, the participant must pay AIQ a reasonable amount corresponding to the proportion of the services already provided up to the time when the participant informs AIQ of the exercise of the right of withdrawal with regard to this contract in comparison to the total scope of the services provided for in the contract.
5. Right of withdrawal for consumers
5.1 If you are a consumer within the meaning of Section 13 of the German Civil Code (BGB), you have the right – unless a case under Section 312g (2) No. 9 BGB applies (contracts for the provision of services in the areas of accommodation for purposes other than residential purposes, transport of goods, motor vehicle rental, delivery of food and beverages, and the provision of other services in connection with leisure activities, if the contract provides for a specific date or period for the provision of services (§§ 312g (2) No. 9 BGB)) – to withdraw from contracts concluded within fourteen days without giving reasons, as explained below. A consumer is anyone who enters into a legal transaction for purposes that are predominantly neither commercial nor self-employed.
Cancellation policy
You have the right to cancel this contract within fourteen days without giving any reason. The cancellation period is fourteen days from the date of conclusion of the contract.
To exercise your right of withdrawal, you must inform us of your decision to withdraw from this contract by means of a clear statement (e.g. by email, letter or telephone).
The withdrawal must be declared to:
AI Quality & Testing Hub GmbH
Bessie-Coleman-Strasse 7
60549 Frankfurt am Main
Email: info@aiqualityhub.com
You can use the attached withdrawal form for this purpose, but this is not mandatory.
To comply with the withdrawal period, it is sufficient to send the notification of your exercise of the right of withdrawal before the expiry of the withdrawal period.
Consequences of withdrawal
If you withdraw from this contract, we shall reimburse you for all payments we have received from you, including delivery costs (with the exception of additional costs resulting from your choice of a type of delivery other than the cheapest standard delivery offered by us), without delay and at the latest within fourteen days of the day on which we receive notification of your withdrawal from this contract. We will use the same means of payment for this refund as you used for the original transaction, unless expressly agreed otherwise with you; in no event will you be charged for this refund.
Exclusion of the right of withdrawal
The right of withdrawal expires prematurely if the contract has been completely fulfilled by both parties at your express request before you have exercised your right of withdrawal. In the case of proportional participation in the event, the participant is obliged to pay compensation in accordance with clause 4.7.
Sample withdrawal form
To withdraw from the contract for participation in an AIQ event, please send us the completed form within 14 days of concluding the contract.
To:
AI Quality & Testing Hub GmbH, Bessie-Coleman-Strasse 7, 60549 Frankfurt am Main, E-mail: info@aiqualityhub.com
I/we hereby withdraw from the contract concluded by me/us for participation in the following event.
Date of conclusion of the contract:
Title of the event:
Name of consumer
Address of consumer
Date of cancellation Signature of consumer
6. Cancellation of the event by AIQ
6.1 Participants are not entitled to demand that an event be held by a specific speaker or at a specific location. AIQ reserves the right to make changes to the speakers and the venue at short notice, provided these are reasonable for the participants.
6.2 AIQ reserves the right to cancel events without replacement up to seven days before the start of the respective event if the minimum number of participants specified in the event description has not been reached by this time. Participants should take this into account, especially when booking their travel and accommodation.
6.3 AIQ also has the right to postpone or cancel an event without replacement if its implementation is impossible or unreasonable for reasons beyond AIQ’s control (e.g. force majeure, official requirements, e.g. due to a pandemic, illness of the speaker without a replacement speaker being available). In this context, AIQ is only liable for intent and gross negligence.
6.4 In the event of cancellation by AIQ or if the event cannot be held, the event fees will be refunded to the participants in full without delay. Any further claims for damages, in particular for travel and accommodation costs, are excluded, unless the circumstances leading to the cancellation of the event are due to gross negligence or intentional behaviour on the part of AIQ.
7. Withdrawal by participants
7.1 Participants have the right to withdraw from a registration or contract that has been concluded without giving reasons. Withdrawal must be made in writing. The date of receipt of the declaration by the recipient of the declaration shall be decisive for compliance with the deadline.
7.2 No fees will be charged for cancellations received at least 90 days before the start of the event. Any participation fees already paid will be refunded in full.
7.3 In the event of withdrawal up to 30 days before the start of the event, 25% of the participation fee shall be payable. In the event of later withdrawal, non-attendance or premature departure from the event, 100% of the participation fee shall be payable. Rebookings shall be treated as cancellations.
7.4 The statutory right of withdrawal remains unaffected by this.
7.5 Participants who are unable to attend the event are entitled to name a substitute participant for the event. It is not possible to split an event between several participants.
8. Image, sound and media recordings
8.1 AIQ is generally entitled, but not obliged, to make or have made photo, film or other media recordings during events.
8.2 These recordings are used for publication for presentation and information purposes, including on our websites, in AIQ publications or social media, and in the press.
8.3 If participants do not agree to being photographed or otherwise recorded by the media, we ask that they inform the respective event manager.
8.4 Detailed information in accordance with Art. 13 GDPR can be found in the information provided for the specific event.
9. Copyright
9.1 Conference documents and other materials to which participants have access during the event are generally protected by copyright. The reproduction, distribution or other use of these documents is only permitted with the express written or text-based consent of AIQ.
9.2 Any use of the logos, trademarks or names of AIQ and companies affiliated with AIQ within the meaning of Sections 15 et seq. of the German Stock Corporation Act (AktG) is not permitted and requires the prior express written or text-based consent of AIQ.
9.3 AIQ is entitled to publish contributions submitted by participants or developed during the event for presentation and information purposes, including on our website, in AIQ publications or social media, and in the press.
10. Liability
10.1 AIQ accepts no liability for the topicality, accuracy and completeness of the conference documents and the execution of the event by the respective speakers.
10.2 If AIQ, its legal representatives, employees or vicarious agents intentionally or grossly negligently breach a contractual or statutory obligation, AIQ shall be liable for the resulting damage to the exhibitor in accordance with the statutory provisions.
10.3 If AIQ, its legal representatives, employees or vicarious agents breach a contractual or statutory obligation through simple negligence, claims for damages by the exhibitor against AIQ, regardless of their nature and legal basis, are excluded, unless there is a simple negligent breach of a material contractual obligation. In this case, liability shall be limited to the amount of damage foreseeable at the time of conclusion of the contract and typical for this type of contract. An essential contractual obligation in this sense is one whose fulfilment is essential for the proper execution of the contract and on whose compliance the participant regularly relies and may rely.
10.4 The above exclusion of liability or limitation of liability shall not apply in cases of mandatory statutory liability (e.g. in the event of fraudulent concealment of a defect, claims arising from a quality guarantee or under the Product Liability Act), or in the event of culpable injury to life, limb or health.
10.5 The statutory rules on the burden of proof remain unaffected by the above provisions.
10.6 The above provisions shall apply equally to the personal liability of AIQ’s legal representatives, employees or vicarious agents.
10.7 Participants must immediately notify AIQ in writing of any damage for which AIQ is liable.
10.8 Joint and several liability on the part of AIQ and its affiliated companies is excluded.
11. Advertising and sales activities, sponsorship
11.1 At the event location and the associated premises, any kind of advertising or the offering and sale of goods or services by participants is only permitted with the express prior written or text-based consent of AIQ.
11.2 Notwithstanding clause 11.1, participants who participate in the event on the basis of a separate agreement with AIQ through financial support or material resources (sponsors) are entitled to designate themselves as sponsors of the event. The details are set out in the separate agreement between AIQ and the sponsor.
12. Compliance
12.1 Participants undertake to comply with all laws of the applicable legal system(s) within the scope of the event, in particular all applicable laws for the protection of fair competition, intellectual property and the personal rights of other participants.
13. Data protection information
13.1 Personal data will be processed for the purpose of preparing, organising and conducting the events in accordance with the applicable data protection laws and stored in accordance with commercial and tax law regulations. Further information on data protection and the rights of data subjects can be found in our general data protection information (available at https://aiqualityhub.com/en/privacy-policy/) and in the event-specific special data protection information (if available).
14. Final provisions
14.1 Verbal agreements are only valid if confirmed in writing or in text form by AIQ. Section 305b of the German Civil Code (BGB) remains unaffected.
14.2 The law of the Federal Republic of Germany applies exclusively.
14.3 In business transactions with merchants, legal entities under public law or special funds under public law, the exclusive place of jurisdiction shall be the registered office of AIQ, insofar as this can be agreed upon.
14.4 Should individual provisions of these terms and conditions be wholly or partially invalid, or should the terms and conditions contain a loophole, the validity of the remaining provisions or parts of such provisions shall remain unaffected. The invalid or missing provisions shall be replaced by the relevant statutory provisions.
General Terms and Conditions for the Newsletter of AI Quality & Testing Hub GmbH
1. Scope of Application
1.1 These General Terms and Conditions (GTC) apply to the subscription to electronic specialist information and newsletters (hereinafter “Newsletter”) provided by AI Quality & Testing Hub GmbH, https://aiqualityhub.com/impressum (hereinafter “AIQ”).
1.2 By subscribing to the Newsletter, the subscribing person (hereinafter “Subscriber”) accepts these GTC.
1.3 Conflicting or deviating terms of the Subscriber shall not apply.
2. Description of Services
2.1 The Newsletter provides information about: AIQ events, programs and dates, AIQ products and services, specialist information, market and industry topics, and company news.
2.2 AIQ reserves the right to reasonably adjust the content, scope, and frequency of distribution of the Newsletter at any time.
2.3 The Subscriber is not entitled to a specific frequency of distribution or to specific content.
3. Conclusion of Contract
3.1 Subscription to the Newsletter takes place via an electronic registration form or a comparable online process.
3.2 The sending of the Newsletter requires the Subscriber’s express consent. AIQ uses the double opt-in procedure. The contract for receiving the Newsletter is concluded only upon confirmation of the subscription by clicking the confirmation link.
3.3 AIQ is entitled to reject subscriptions without stating reasons.
4. Free of Charge
4.1 The Newsletter is provided free of charge.
4.2 AIQ reserves the right to discontinue or modify the Newsletter offering at any time.
5. Advertising to Existing Customers (Section 7 (3) UWG)
5.1 If the Subscriber has provided their email address in connection with booking an event or using a service of AIQ, AIQ is entitled to use this email address for direct advertising of its own similar events or services, provided that the statutory requirements of Section 7 (3) UWG are met.
5.2 The Subscriber will be informed at the time of collection of the email address and with each use thereof about their right to object at any time.
5.3 The legal basis for processing is Article 6 (1) (f) GDPR (legitimate interest in direct marketing).
6. Withdrawal and Termination
6.1 Consent to receive the Newsletter may be withdrawn at any time with effect for the future.
6.2 Withdrawal or unsubscription may in particular be effected via an unsubscribe link or by notifying the contact address stated in the legal notice (Imprint).
6.3 Upon receipt of the withdrawal, the email address will be promptly removed from the active distribution list unless statutory retention obligations prevent such deletion.
7. Data Protection
Personal data is processed in accordance with the provisions of the General Data Protection Regulation (GDPR). Further details regarding the type, scope, and purposes of data processing as well as the rights of data subjects are set out in AIQ’s Privacy Policy, available at https://aiqualityhub.com/en/privacy-policy/.
8. Liability
8.1 AIQ shall be liable in cases of intent and gross negligence as well as in the event of culpable injury to life, body, or health in accordance with the applicable statutory provisions.
8.2 In cases of simple negligence, AIQ shall be liable only for breach of a material contractual obligation (cardinal obligation). Material contractual obligations are obligations whose fulfilment is essential for the proper performance of the Newsletter contract and on whose compliance the Subscriber may regularly rely. In such cases, liability shall be limited to the foreseeable, typical damage at the time of conclusion of the contract.
8.3 Any further liability of AIQ for damages – irrespective of the legal grounds – is excluded.
8.4 AIQ assumes no guarantee for the timeliness, accuracy, completeness, or economic usability of the information contained in the Newsletter, unless AIQ has provided incorrect information intentionally or with gross negligence.
8.5 Liability for the continuous technical availability of the Newsletter service or for transmission delays, disruptions, or failures of telecommunications services is excluded unless caused intentionally or by gross negligence of AIQ.
8.6 The above limitations of liability shall also apply in favor of AIQ’s legal representatives, employees, and agents.
9. Amendments to these GTC
AIQ reserves the right to amend these GTC with effect for the future if this is necessary for objective reasons. Subscribers will be informed of material amendments by email.
10. Final Provisions
The law of the Federal Republic of Germany shall apply, excluding the UN Convention on Contracts for the International Sale of Goods. If the Subscriber is a merchant within the meaning of the German Commercial Code (HGB), the place of jurisdiction shall be the registered office of AIQ. Should individual provisions of these GTC be wholly or partially invalid, the validity of the remaining provisions shall remain unaffected.