REGULATIONS XXIII INTERNATIONAL CONGRESS OF AESTHETIC AND ANTI-AGING MEDICINE 26–28 September 2025, Warsaw
GENERAL PROVISIONS This document constitutes the Regulations of the “XXIII International Congress of Aesthetic and Anti-Aging Medicine”, held from 26 to 28 September 2025 in Warsaw, hereinafter referred to as the “Congress”.
The terms used in these Regulations shall mean: Organizer: Polish Society of Aesthetic and Anti-Aging Medicine PTL with its registered office in Warsaw, ul. Grzybowska 80/82/700, NIP 7010236972, REGON: 142421711, KRS 0000357150 Organizing Office: Pharma Medical House Sp. z o.o., based in Warsaw, 02-798, ul. Pod Lipą 4/U6, NIP: 5213756285, REGON: 365901683, KRS: 0000648227 Personal Data Administrator: Polish Society of Aesthetic and Anti-Aging Medicine PTL with its registered office in Warsaw, ul. Grzybowska 80/82/700, NIP 7010236972, REGON: 142421711, KRS 0000357150
Participant:
Medical doctor or dentist with a valid license to practice (PWZ), who registers for the Congress via the online form available on the website www.kongres-ptmeiaa.pl. Registered doctors have full access to the scientific program of the Congress, including access to plenary halls, lecture sessions, and the exhibition area.
Medical facility managers and representatives of the medical-business sector, registering for the Congress via the online form available on the website www.kongres-ptmeiaa.pl. Persons in this group have access only to the exhibition area and business sessions included in the Congress program. They are not entitled to attend scientific sessions intended exclusively for those authorized to receive advertising of medicinal products.
Participation confirmation: a message sent by the Congress Organizer in response to a registration submitted via the online form.
PARTICIPATION IN THE CONGRESS
Participation in the Congress is subject to a fee. The condition for participation is completing the online registration form available on the Congress website and paying the fee. Only registered and Organizer-confirmed individuals from the following groups may participate: a) Medical doctors, dentists, members of PTMEiAA, and medical students with an active professional license (PWZ). b) Medical facility managers, executives, representatives of the medical-business sector.
The Participant or a person acting on their behalf will receive confirmation of proper registration for the Congress by email to the address provided in the registration form.
Completing the registration form constitutes the conclusion of a contract with the Organizer in accordance with these Regulations. It also signifies acceptance of the provisions of these Regulations and imposes an obligation to comply with organizational regulations and any other arrangements made between the Participant and the Organizer. It also creates the obligation to pay for the ordered participation package.
Completing the registration form is equivalent to consenting to the disclosure of the provided email address to third parties cooperating with the Organizer within the framework of the Congress, who, under separate agreements with the Organizer, are responsible for the course and organization of the Congress (e.g., for accommodation, catering, confirmation of payments, participation, app access, etc.).
Participation in company-sponsored sessions intended for medical professionals and presentations of prescription medicinal products is only allowed for individuals authorized to receive advertising and promotion of such products in accordance with applicable laws. Participation in business sessions and access to the exhibition area of pharmaceutical and medical device companies is also available to registered medical facility managers and representatives of the medical-business sector.
By registering for the Congress, the Participant consents to the free use of their image for training and promotional purposes in connection with photo and/or video recording of the Congress, and waives all claims (existing and future) against the Polish Society of Aesthetic and Anti-Aging Medicine and Pharma Medical House Sp. z o.o. for the use of their image as described.
The Participant or a person acting on their behalf undertakes to correctly and truthfully fill in the registration form.
The Organizer is not responsible for any damages resulting from the entry of incorrect data into the registration form by the Participant. The Organizer reserves the right to verify the data provided and, in case of irregularities, remove the Participant from the list without refund.
The Participant is required to wear the ID badge received during registration in a visible place at all times during the Congress, including in the scientific, exhibition, and catering areas. The badge serves as an access control tool and ensures the safety of participants.
Sharing the ID badge with third parties, copying, modifying, or attempting to use someone else’s badge constitutes a serious violation of the Regulations. In such a case, the Organizer reserves the right to: – immediately exclude the participant from further participation in the Congress without a refund, – invalidate the participation certificate, – notify appropriate authorities and institutions (e.g., medical chambers or employers), – deny registration for future editions of the Congress.
The Organizer reserves the right to close registration early if all places at the Congress are filled.
The Organizer reserves the right to make changes to the Congress program and Regulations, as well as to change the date, participation mode, or cancel the Congress.
If the Congress is cancelled, the Organizer will notify registered Participants by email no later than 7 days before the planned start date. In such a case, the Organizer will refund the full registration fee to the account indicated by the Participant within 30 business days of the cancellation. The refund does not cover additional costs incurred by the Participant (e.g., accommodation, transport) not purchased through the Organizer.
After the Congress, Participants wishing to generate a Certificate of Participation must complete an evaluation survey (a link will be sent by email).
The Organizer informs that Participants can benefit from preferential accommodation rates at Hilton Warsaw City Hotel – the venue of the Congress. Detailed information on bookings and applicable rates is available on the Congress website. The number of rooms at preferential rates is limited and allocated on a first-come, first-served basis.
Accommodation booking is made independently by the Participant, without the Organizer’s involvement, under conditions agreed directly with the hotel.
The accommodation fee is not included in the Congress registration fee and constitutes a separate financial obligation between the Participant and the accommodation facility.
In case of cancellation of Congress participation, hotel reservation cancellation is the sole responsibility of the Participant and is subject to the hotel’s policies. The Organizer is not liable for financial consequences of accommodation cancellation, including any non-refundable costs.
FEES
Detailed information on fees is published on the Congress website https://kongres-ptmeiaa.pl/
Payments can be made by traditional bank transfer or online (via the payment operator indicated on the website).
Failure to make the payment on time entitles the Organizer to cancel the registration without any obligation to provide services.
After payment, the Participant receives a VAT invoice or – in the case of individuals not conducting business activity – a fiscal receipt, issued based on the data provided in the registration form. The Participant is responsible for providing correct and accurate data, which will serve as the basis for issuing the sales document. Once issued, it is not possible to change the type of document or purchaser data.
PROMOTIONS AND CONTESTS
As part of promotional activities, the Organizer may conduct temporary promotions, including contests, in which the Participant, by registering and paying for Congress participation within a specified period (hereinafter: “Promotional Period”), receives a guaranteed prize.
Participation in the promotion implies acceptance of the conditions outlined in these Regulations and the detailed rules of the promotion specified in a promotional communication published on the Congress website or delivered in another form.
The guaranteed prize is awarded only to persons who complete full registration and pay the Congress fee during the Promotional Period. The prize is granted automatically after the payment is credited.
In the event of cancellation of participation in the Congress, tickets purchased during the Promotional Period are non-refundable, regardless of the date and reason for cancellation. Fees paid during the promotion are not refundable.
If the Congress is cancelled by the Organizer, prizes awarded under the promotion are not refundable or exchangeable, provided they have not yet been delivered to the Participant.
The Organizer reserves the right to end or change the promotion rules at any time, provided that it does not affect the acquired rights of Participants who have already fulfilled the promotion conditions.
CANCELLATION AND COMPLAINTS
Cancellation of participation in the Congress may only be made via email to: ptmeiaa@kongres-ptmeiaa.pl
The date of cancellation is the date the email is received by the Organizer.
The cancellation will be confirmed by the Organizer in writing via email.
In the case of cancellation by the Participant/payer, the following refund rules apply: – until 10.07.2025 – cancellation is free of charge (100% refund), – after 10.07.2025 – 50% of the paid amount will be refunded, – after 10.08.2025 – no refund.
Failure to cancel and not attending the Congress does not constitute cancellation of participation and will result in the full participation fee being charged.
All complaints from Participants regarding the Organizer must be submitted in writing (by registered mail with confirmation of receipt to the Organizer’s registered address).
Complaints may be submitted no later than 7 days after the end of the Congress.
Complaints submitted after this period will not be considered.
Each complaint should include the Participant’s name, address, and justification for the complaint.
The Organizer’s decision regarding complaints is final.
DATA PROTECTION
The administrator of your personal data provided during registration for the Event via the online form or by email is the Polish Society of Aesthetic and Anti-Aging Medicine PTL with its registered office in Warsaw, ul. Grzybowska 80/82/700, NIP 7010236972, REGON: 142421711, KRS 0000357150.
The Data Administrator authorizes the Organizing Office to contact you regarding personal data. Contact with the Organizing Office regarding personal data is possible via email: ptmeiaa@kongres-ptmeiaa.pl
You have the right to request access to your personal data, and the Data Administrator is obliged to confirm its processing and provide information about: the purpose of processing, category of processed data, recipients or categories of recipients to whom the data has been or will be disclosed, planned data retention period, and your rights concerning processing and data protection.
You have the right to request immediate rectification of inaccurate data and to request completion of incomplete data. You also have the right to: – have your data deleted if: the personal data is no longer necessary for the purposes for which it was collected, – you withdraw consent on which processing is based and there is no other legal ground for processing, – you object to the processing of your personal data, – the personal data is processed unlawfully, – deletion is required to comply with a legal obligation under applicable law.
The Data Administrator may refuse to delete data if its processing is necessary for establishing, pursuing, or defending claims or fulfilling the Data Administrator’s legal obligations under the Regulation and national laws.
The legal basis for processing your personal data in the case of registration for the Event is the voluntary consent given by you or a person acting on your behalf. If a contract is concluded, the legal basis is Article 6(1)(b) of the Regulation and Article 9(2)(a). Providing personal data is a prerequisite for concluding and performing the contract. Failure to provide personal data will make it impossible to complete the order.
The legal basis for processing personal data for marketing purposes is your voluntary consent, collected in accordance with the Act of July 18, 2002 on the provision of electronic services and the Telecommunications Law Act of July 16, 2004.
The Data Administrator processes the following personal data: name and surname, email address, phone number, correspondence address, license to practice number (PWZ), invoicing details.
Subject to item 17 below, the Data Administrator does not transfer, sell, or share collected personal data of Participants with other entities. Personal data provided by the Participant is treated as confidential and is used solely for communication between the Participant and the Organizer and for accommodation/check-in purposes at the Congress venue.
The Organizer is entitled to process Participants’ personal data to the extent necessary to properly deliver services and ensure participation in the Congress.
Personal data of Participants is retained during the use of the service and thereafter to the extent necessary for transaction settlement, including tax purposes and pursuing claims for payment.
The Participant has the right to access, delete, or correct their personal data at any time.
The Data Administrator implements all appropriate security measures in line with generally accepted standards to protect confidentiality of information.
Information of particular importance, including personal data and payment information collected for transaction purposes, is encrypted before transmission.
Communication between the user’s computer and the Organizer’s server during data collection and transaction processing is encrypted using the SSL protocol.
The recipients of Participants’ personal data will be: the Organizer, the accounting service provider of PTMEiAA, the office service provider of PTMEiAA, IT service providers, Congress application provider, and providers of transport, accommodation, catering and other services related to Congress organization.
The Participant may withdraw consent to data processing at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. Withdrawal of consent will prevent participation in the Congress.
The Participant has the right to lodge a complaint with a supervisory authority if they believe that the processing of their personal data violates legal provisions.
FINAL PROVISIONS
It is the Participant’s responsibility to read these Regulations.
The Organizer reserves the right, in the event of circumstances beyond its control, to cancel, change the format, or postpone the Congress.
In matters not regulated by these Regulations, the provisions of the Civil Code shall apply accordingly.
Upon publication of changes to the Regulations by the Organizer, each Participant who has completed the registration form should immediately familiarize themselves with the changes. If the Participant does not accept the changes to the Regulations, they should inform the Organizer in writing via electronic communication to the address ptmeiaa@kongres-ptmeiaa.pl. This statement must reach the Organizer no later than 7 days after the amended Regulations come into effect. If the Organizer does not receive such a statement within the specified timeframe, it is assumed that the Participant has accepted the amended Regulations.
By registering for the Congress, the Participant or the person acting on their behalf gives consent to the use of the Participant’s image for training and promotional purposes in connection with photo and/or video recording of the Congress.
The Congress is a closed event and does not constitute a mass event within the meaning of the Act of 23 March 2009 on the safety of mass events (Journal of Laws 2009 No. 62, item 504).
It is the Participant’s duty to wear the ID badge received during registration at all times.
The Organizer is not responsible for items lost, damaged, or stolen during the Congress.
Participants bear full material and legal responsibility for any damage caused by them within the premises where any Congress-related activities are held, as well as in accommodation facilities and during additional activities.
The Organizer has the right to amend the provisions of the Regulations. Participants will be immediately informed of any changes to the Regulations via email to the address provided during Congress registration.
Changes come into force 7 days after being published on the Congress website.
These Regulations come into force on the date of their publication on the Congress website.