§1 GENERAL PROVISIONS

This document constitutes the Regulations of the “23rd International Congress of Aesthetic Medicine and Anti-Aging”, taking place on 26–28 September 2025 in Warsaw, hereinafter referred to as the “Congress”.
Organiser: Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Grzybowska 80/82/700, 00-844 Warsaw, NIP (Tax ID) 7010236972, REGON 142421711, KRS 0000357150.
Organising Office: Pharma Medical House Sp. z o.o., ul. Pod Lipą 4/U6, 02-798 Warsaw, NIP 5213756285, REGON 365901683, KRS 0000648227.
Personal Data Controller: Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Grzybowska 80/82/700, 00-844 Warsaw, NIP 7010236972, REGON 142421711, KRS 0000357150.

Participant:
a) Medical doctor / dental practitioner (dentist) holding a valid licence to practise (PWZ), registering via the online form at kongres-ptmeiaa.pl (full access to the scientific programme, plenary halls, lecture sessions and the exhibition area).
b) Healthcare facility manager / medical business representative, registering via the online form at kongres-ptmeiaa.pl (access only to the exhibition area and business sessions; no access to scientific sessions intended solely for persons authorised to receive advertising of prescription-only medicinal products).

Confirmation of participation: a communication sent by the Organiser in response to a submission made via the online form.

§2 PARTICIPATION IN THE CONGRESS

Participation in the Congress is paid. The conditions for participation are completion of the online form on the Congress website and payment of the fee. Only persons registered and confirmed by the Organiser, belonging to one of the groups indicated in §1(5), may attend.
The Participant (or a person acting on their behalf) will receive confirmation of registration at the e-mail address provided in the form.
Completing the form constitutes the conclusion of a contract with the Organiser under these Regulations, acceptance of their provisions, and an obligation to pay for the selected participation package.
Completing the form also constitutes consent to share the indicated e-mail address with entities cooperating with the Organiser under separate agreements, to the extent necessary to deliver the Congress (including, inter alia, accommodation/check-in, catering, payment confirmations, access to the app).
Attendance at company sessions intended for healthcare professionals and admission to presentations of prescription-only medicinal products is available only to persons authorised under law to receive advertising and promotion of such products. Registered managers and medical-business representatives have access to the exhibition area and business sessions.
The Participant (or a person acting on their behalf) undertakes to provide true and complete data. The Organiser reserves the right to verify the data and—if irregularities are found—to remove the Participant from the list.

Badge: The Participant is required to wear their badge visibly at all times throughout the Congress (scientific, exhibition and catering areas). It is prohibited to share, copy, modify the badge, or use another person’s badge. Breach may result in, inter alia:
– immediate exclusion from the Congress without a refund,
– invalidation of the certificate of attendance,
– notification of competent bodies/institutions (e.g., medical chambers, employers),
– refusal of registration for future editions.

The Organiser may close registration earlier if capacity is reached.
The Organiser reserves the right to change the programme of the Congress.
If the Congress is cancelled, the Organiser will notify registered Participants by e-mail no later than 7 days before the planned start date. In such case, the full registration fee will be refunded to the bank account indicated by the Participant within 30 business days from the cancellation date. The refund does not cover additional costs incurred by the Participant (e.g., accommodation, transport) unless purchased via the Organiser.
After the Congress, generating a Certificate of Attendance requires completing an evaluation survey (a link will be sent by e-mail).

Accommodation (information): Participants may use preferential hotel rates at Hilton Warsaw City—the Congress venue. Details and availability limits are provided on the Congress website. Reservations are made directly by the Participant with the hotel; accommodation is not included in the Congress registration fee. Any cancellation of accommodation is governed solely by the hotel’s rules; the Organiser is not liable for financial consequences of such cancellations.

§3 FEES

The current price list is published at https://kongres-ptmeiaa.pl/.
Payments may be made by bank transfer or online (via the payment operator indicated on the website).
Failure to pay on time entitles the Organiser to cancel the registration without an obligation to provide services.
After payment, the Participant receives a VAT invoice or—if a private individual not conducting business activity—a fiscal receipt, issued based on the data provided in the registration form. Once issued, the document type or buyer details cannot be changed.

§4 PROMOTIONS AND CONTESTS

The Organiser may run time-limited promotional actions, including contests, under which a Participant who completes registration and pays the fee within the Promotional Period receives a guaranteed reward.
Participation in a promotion constitutes acceptance of these Regulations and the detailed promotional rules published in the promotional notice.
A reward is granted only after payment is booked within the Promotional Period.
Tickets purchased during the Promotional Period are non-refundable in the event of the Participant’s cancellation.
If the Congress is cancelled by the Organiser, rewards granted under the promotion are not refundable or exchangeable unless they have not yet been delivered to the Participant.
The Organiser may terminate or amend the rules of a promotion; this will not affect acquired rights of Participants who have already met the promotional conditions.

§5 CANCELLATIONS AND COMPLAINTS

Cancellations must be submitted by e-mail only to: ptmeiaa@kongres-ptmeiaa.pl.
The cancellation date is the date the message reaches the Organiser. Confirmation of cancellation is sent by e-mail.

Refund rules:
– by 10.07.2025 – 100% refund,
– after 10.07.2025 – 50% refund,
– after 10.08.2025 – no refund.

Failure to cancel and non-attendance results in being charged the full cost.
Complaints against the Organiser must be submitted in writing (registered letter with return receipt) to the Organiser’s registered office within 7 days of the end of the Congress.
Complaints submitted after the deadline will not be considered.
A complaint must include the Participant’s full name, correspondence address, and justification.
The Organiser’s decision regarding a complaint is final.

§6 PERSONAL DATA PROTECTION (GDPR)

The controller of personal data is the Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Grzybowska 80/82/700, 00-844 Warsaw, NIP 7010236972, REGON 142421711, KRS 0000357150.
Contact regarding personal data: ptmeiaa@kongres-ptmeiaa.pl.
The Participant has the right to access their data and information on the purpose of processing, categories of data, recipients, planned storage period, and rights under applicable law.
The Participant has the right to request rectification, completion, restriction of processing, data portability, and erasure in cases provided by law. The Controller may refuse erasure where processing is necessary to establish, exercise or defend legal claims or to fulfil legal obligations.
Legal basis for processing: the Participant’s consent; where a contract is concluded—Article 6(1)(b) GDPR; for special categories of data—Article 9(2)(a) GDPR. Providing data is necessary to conclude and perform the contract.
Legal basis for processing for marketing purposes: voluntary consent, in accordance with the Polish Act on Rendering Electronic Services and the Telecommunications Law.
Scope of data: first name and last name, e-mail address, phone number, correspondence address, PWZ number (licence to practise), invoicing details.
Data are retained for the period of using the service and thereafter to the extent necessary for settlements (including tax) and the pursuit of claims.
The Controller applies appropriate technical and organisational measures, including encrypted transmission and SSL-secured communication during data collection and payments.

Consent to use of image: by registering, the Participant consents free of charge to the recording and use of their image for educational and promotional-advertising purposes in connection with photo and/or video recording of the Congress by PTMEiAA and Pharma Medical House Sp. z o.o.; the Participant waives claims on this account within the above scope. Consent may be withdrawn at any time and does not affect the lawfulness of processing prior to withdrawal; withdrawal may limit the ability to participate in recorded events.

Recipients of data may include: the Organiser, entities providing accounting and office services to PTMEiAA, IT service providers (including the congress app provider), and providers of transport, accommodation, catering and other services—to the extent necessary to organise the Congress.
The Participant may withdraw consent forming the basis for processing at any time; withdrawal may prevent participation in the Congress.
The Participant has the right to lodge a complaint with the President of the Personal Data Protection Office (Poland).

§7 LIABILITY

The Organiser is not liable for damage arising from the Participant providing incorrect, incomplete or outdated data, including where this prevents service provision.
The Organiser is not liable for Participants’ belongings that are lost, damaged or stolen during the Congress.
Participants bear full material and legal liability for damage they cause at Congress venues, accommodation sites and during additional activities.

§8 FINAL PROVISIONS

It is the Participant’s duty to familiarise themselves with these Regulations.
Matters not regulated herein are governed by the Polish Civil Code.
Amendments to the Regulations and event format: The Organiser reserves the right—where circumstances beyond its control arise—to cancel, change the date, change the format/mode of participation, or postpone the Congress, as well as to amend these Regulations. Participants will be promptly notified by e-mail at the address provided during registration; the current text will be published on the Congress website. Amendments take effect 7 days after publication on the website, unless stated otherwise.
These Regulations enter into force on the date of their publication on the Congress website.