USED CARS BUSINESS EUROPE - Event Terms and Conditions

I. Definitions

AI Matchmaking – a feature that generates contact recommendations between Participants on the basis of profile data and activity on the Platform.

Badge – a Participant identifier enabling, among other things, entry control, registration of attendance at sessions and the voluntary sharing of data with a specific Sponsor or Partner.

Confidential Information – documents, data, materials and similar items disclosed in any form (oral, written or electronic) in connection with the organisation of the Event, containing technical, technological or commercial information or information relating to the organisation of the Organiser’s business, and/or any other information of economic value that is not publicly known.

Organiser – Sirocco Mobile sp. z o.o. with its registered office in Warsaw, ul. Domaniewska 48, entered in the register of entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register, under KRS number 0000301170, NIP 521-347-80-53.

Platform or Gridaly – the online platform used to organise and support the Event, enabling, among other things, participant registration, access to the Event programme, communication and the exchange of contact details between participants, the scheduling of meetings, the use of the AI Matchmaking feature and badge scanning.

Participant – a natural person taking part in the Event.

Sponsor or Partner – an entity cooperating in the Event, identified on the current list available on the Platform.

Event – an event organised by the Organiser for Participants for the purpose of disseminating and exchanging knowledge.

II. Basic information about the Event

1. Date of the Event – 18 November.

2. Venue of the Event – Fabryka Wełny.

3. Participation in the Event is free of charge.

4. The Event is intended for business representatives, Sponsors, Partners and the media, as well as other groups approved by the Organiser.

5. Registration for the Event takes place via the registration form made available by the Organiser and requires the Participant to set up an account on the Platform.

6. Registration is available publicly and via an individual invitation link. Every application is subject to verification by the Organiser. Submission of the form alone does not guarantee participation.

7. The number of places at the Event and at individual sessions and workshops is limited. Applications are accepted until the available places have been filled. Participation in the Event is subject to the Organiser’s acceptance, taking into account the profile of the Event, the number of available places, the participant limits for individual sessions or workshops and the order in which applications are received.

8. The Event is held in Polish and English.

9. The Organiser may change the programme, the speakers, the venue or the organisational conditions for important reasons. Information to this effect will be sent to the Participant’s contact details or published on the Platform.

10. The Organiser exercises due diligence to ensure that the Event is conducted by persons with appropriate knowledge and experience. The Organiser is not liable for any inaccuracies, errors or outdated information provided by speakers during the Event.

III. Registration and account

1. Registration requires the provision of the data marked as mandatory in the form and acceptance of these Terms and Conditions.

2. The Participant sets up an account on the Platform themselves. The Participant is obliged to provide data that is true, up to date and relating to their own person, and to protect the access credentials to their account.

3. The Participant is obliged to provide, at their own expense, a device and internet access enabling the use of the Platform.

4. Following successful registration, the Participant will receive confirmation of their application. The Organiser verifies the application and informs the Participant by electronic means of the acceptance or refusal of participation in the Event.

5. The agreement on participation in the Event is concluded at the moment the Organiser sends confirmation that the Participant’s application has been accepted.

6. The Participant may withdraw from participation in the Event at any time by contacting the Organiser.

7.Marketing consents, consent to be contacted after the Event in order to collect feedback and the voluntary sharing of data with a Sponsor or Partner by means of badge scanning do not constitute a condition of participation in the Event.

8. Within the Platform, the Organiser uses the AI Matchmaking feature, which serves to recommend potential business contacts to Participants. The detailed rules governing this feature are set out in the further part of these Terms and Conditions and in the privacy information clause.

IV. Profile, communication and exchange of contact details

1. By default, other Participants may see a Participant’s first name, surname and a short professional description. The Participant decides independently whether to share additional information in their profile, in particular contact details, a biography or social media profiles.

2. The Platform may enable the searching of Participants’ profiles, the sending of messages, the scheduling of meetings and the exchange of contact details between Participants.

3. The Participant undertakes to use the Platform in accordance with its intended purpose and with applicable law. It is prohibited to use the Platform to distribute unlawful content, to infringe the rights of third parties, to conduct unsolicited bulk communication or to collect data in a manner contrary to the purpose of the Event.

V. AI Matchmaking

1. AI Matchmaking is a feature used to suggest to a Participant persons with whom they may wish to establish contact or arrange a meeting during the Event (recommendations).

2. Recommendations are created on the basis of the data contained in the Participant’s profile and selected information concerning activity on the Platform, in particular the viewing of Participants’ profiles, the use of communication features and the scheduling of meetings.

3. Recommendations are of an auxiliary nature only and do not affect the possibility of taking part in the Event, access to its functionalities or the Participant’s status. Nor do they constitute a basis for taking decisions that produce legal effects or that similarly significantly affect the Participant.

4. The Participant is informed that recommendations are generated automatically using the AI Matchmaking feature available on the Platform.

5. The Organiser does not use the special categories of data referred to in Article 9 GDPR to create recommendations. The Participant should not include such data in the fields intended for free-text completion.

6. With respect to the AI Matchmaking feature, Gridaly acts as a processor of data on the Organiser’s instructions.

VI. Badge scanning

1. The Badge may be scanned on entry to the Event and to selected sessions or workshops, and by Sponsors or Partners. Scanning by the Organiser serves the purposes of access control, confirmation of attendance, management of place limits and the keeping of statistics relating to the organisation of the Event.

2. Scanning by a Sponsor or Partner takes place only where the Participant knowingly and voluntarily makes the Badge available to a representative of a specific entity.

3. Once the Badge has been scanned, the Organiser will transfer to that Sponsor or Partner only the following Participant data: first name and surname, company name, job title, business e-mail address and telephone number.

4. Upon receipt of the data, the Sponsor or Partner becomes a separate controller of that data and fulfils its own information obligation.

5.The Organiser records the scanning event, the recipient, the time and the scope of the data transferred in order to be able to demonstrate that the process has been carried out correctly.

VII. Photographs, recordings and image

1. During the Event, the Organiser may record its course in the form of photographs, audio and video recordings and other materials documenting the Event. Such materials may be used for documentary, informational and promotional purposes, in particular through publication on the Organiser’s website, on the Organiser’s social media and in the Organiser’s other communication channels.

2. A Participant’s image captured as part of a wider whole, such as a gathering, a public event, coverage of an event or a shot depicting the course of the Event, may be disseminated by the Organiser to the extent provided for in Article 81(2)(2) of the Act on Copyright and Related Rights.

3. In the case of individual photographs, interviews, statements, promotional materials or recordings in which the Participant constitutes the main or a clearly recognisable element of the material, the Organiser will obtain separate, prior and voluntary permission specifying the scope of use of the image, the purposes of such use, the publication channels and any sharing of the material with Sponsors or Partners.

4. The sharing of materials with Sponsors or Partners does not grant them the right to use the Participant’s image freely. The scope of use of the image by a Sponsor or Partner must follow from separate permission granted by the person to whom the image relates or from another appropriate legal basis.

VIII. Rules of participation and liability

1. The Participant has the right to take part in the Event and to ask questions of the speakers at the time and in the form provided for by the Organiser.

2. The Participant is obliged to take part in the Event in accordance with applicable law, the principles of social coexistence, safety rules and the Organiser’s organisational instructions, with respect for the rights, personal interests and good name of other participants and of third parties.

3. Without the Organiser’s prior consent, the Participant may not record, copy, distribute or share presentations, materials, recordings or information marked as confidential.

4. If, during the Event, a Participant discloses information constituting a trade secret or information protected under applicable law, the Participant should expressly inform the Organiser of this fact. In the absence of such notification, the Organiser is not liable for the further use of such information in accordance with the rules governing the organisation of the Event.

5. A Participant who gains access to the Organiser’s Confidential Information undertakes not to disclose it to third parties for a period of 5 years from the end of the Event.

6. The Organiser may exclude from participation in the Event any person who breaches the provisions of these Terms and Conditions, safety rules or the rights of other participants or of third parties, or who acts in a manner that threatens the proper course of the Event.

7. The Organiser may cancel the Event or change its programme, date, venue, speakers or organisational conditions for important reasons. The above circumstances do not constitute a breach of the agreement concluded between the Organiser and the Participant.

8. Unless mandatory provisions of law provide otherwise, the Organiser is not liable for:

a)the cancellation of the Event or a change to its programme, date, venue or course for reasons beyond the Organiser’s control;

b)the improper functioning of technical devices, ICT networks, the Platform or other services provided by independent suppliers, resulting in the inability to register for or take part in the Event;

c)events caused by force majeure;

d)indirect damage or lost profits;

e)the manner in which Participants use the knowledge, materials or information obtained during the Event.

9. Should any events occur that may affect the delivery of the Event, the Organiser will take reasonable steps to limit their effects and to inform Participants of the situation.

IX. Complaints and withdrawal

1. The Participant may withdraw from participation in the Event at any time by sending a message to: conference@usedcarsbusiness.com.

2. The Participant has the right to submit complaints on any matters relating to the organisation or course of the Event to the Organiser’s registered address or by electronic means to: conference@usedcarsbusiness.com.2

3. A complaint should contain at least:

a) the first name and surname of the person submitting the complaint;

b) contact details enabling a reply to be provided;

c) a description of the circumstances forming the basis of the complaint.

4. The Organiser shall consider the complaint without undue delay and no later than within 14 days of its receipt, unless the law requires a different time limit.

5. The Organiser shall inform the person submitting the complaint of the outcome of the complaint using the contact details indicated in the complaint.

X. Detailed information on the processing of personal data

1. The controller of the Participant’s personal data is the Organiser. The controller has appointed a Data Protection Officer who may be contacted on all matters concerning the processing of personal data and the exercise of rights relating to such processing at: iod@sirocco.eu.

2. The Participant’s data will be processed for the following purposes:

a) carrying out the registration process, verifying the application, organisational communication with the Participant and ensuring participation in the Event on the terms set out in these Terms and Conditions (Article 6(1)(b) GDPR);

b) ensuring the organisation and proper course of the Event, including the management of access to the Event and to sessions and workshops, the keeping of attendance statistics, the analysis of interest in individual elements of the programme and the preparation of reports on the course of the Event, which constitutes a legitimate interest of the controller (Article 6(1)(f) GDPR);

c) the Participant’s use of the functionalities of the Platform, in particular searching for Participants, communication between Participants, the scheduling of meetings and the exchange of contact details (Article 6(1)(b) GDPR);

d) supporting participants in establishing business contacts through the use of the AI Matchmaking feature available on the Platform. This feature analyses the information contained in the Participant’s profile and selected information concerning activity in the application in order to recommend potential business contacts. The basis for processing is the legitimate interest of the controller consisting in increasing the usefulness of the Event and facilitating the establishment of business contacts by Participants (Article 6(1)(f) GDPR);

e) enabling the transfer of the Participant’s data to a Sponsor or Partner of the Event where the Participant voluntarily makes their identifier (Badge) available for scanning during the Event. The basis for processing is the legitimate interest of the controller consisting in enabling business contacts to be established between Participants and the Sponsors and Partners of the Event (Article 6(1)(f) GDPR);

f) documenting the course of the Event, taking photographs and recordings and publishing coverage of the Event in the Organiser’s communication channels, on the basis of the legitimate interest of the controller (Article 6(1)(f) GDPR);

g) conducting marketing activities in connection with the consent given by the Participant to receive commercial and marketing information by electronic or telephone means (Article 6(1)(a) GDPR);

h) conducting a satisfaction survey or collecting feedback on the Event after its conclusion, where the Participant has given separate consent to this (Article 6(1)(a) GDPR);

i) establishing, pursuing or defending against any claims connected with the organisation of and participation in the Event, on the basis of the legitimate interest of the controller (Article 6(1)(f) GDPR).

3. The provision of the data marked as mandatory is necessary in order to register for and take part in the Event. Failure to provide this data makes participation in the Event impossible.

4. The granting of marketing consents and of consent to be contacted after the Event is entirely voluntary and does not affect the possibility of taking part in the Event.

5. The Platform makes use of the AI Matchmaking feature, which involves profiling within the meaning of the GDPR, consisting in the automated analysis of profile data and of the Participant’s activity for the purpose of recommending potential business contacts.

6.Such profiling does not lead to decisions being taken in relation to the Participant based solely on automated processing that produce legal effects or that similarly significantly affect the Participant’s situation. Recommendations are of an auxiliary nature only and do not affect the possibility of taking part in the Event, access to its functionalities or the Participant’s status.

7.Personal data will be stored:

a) to the extent necessary to hold the Event and to provide access to the Platform and its functionalities – for the period during which the Participant’s account is maintained on the platform or until the Organiser ceases to use the Platform;

b) as regards marketing consents and consent to be contacted after the Event – until consent is withdrawn or the purpose of the processing ceases to apply;

c) as regards data processed on the basis of the legitimate interest of the controller – until that interest has been realised or an effective objection has been raised;

d) after the expiry of the periods indicated above – for the time necessary to establish, pursue or defend against claims.

8. The further period for which data transferred to a Sponsor or Partner is stored is determined by that Sponsor or Partner as a separate data controller.

9.The recipients of the Participant’s personal data may be:

a) the provider of the Platform, Gridaly;

b) entities providing the controller with IT, technical support, marketing, photographic, legal, audit and advisory services, which process the data solely on the basis of an agreement and in accordance with the controller’s instructions;

c) Sponsors or Partners of the Event to whom the Participant voluntarily makes their data available by having their identifier (Badge) scanned. Upon receipt of the data, the sponsor or partner becomes a separate controller of the personal data with respect to the data received.

10. With respect to the setting up and maintenance of a user account on the Platform, the data processing rules laid down by the provider of the Platform also apply. Detailed information concerning the processing of data connected with the user account is available in the documents made available by the provider of the Platform.

11. Participants’ personal data is not transferred outside the European Economic Area (EEA).

12.The Participant has the right to:

a) access their data;

b) rectify their data;

c) have their data erased;

d) restrict the processing;

e) data portability in the cases provided for by law;

f) object to processing based on Article 6(1)(f) GDPR;

g) withdraw consent at any time, without affecting the lawfulness of the processing carried out before its withdrawal;

h)lodge a complaint with the President of the Personal Data Protection Office.

XI. Final provisions

1. In matters not regulated herein, Polish law shall apply, including the Civil Code, the GDPR, the provisions on electronic communication and the Act on Copyright and Related Rights.

2. The Organiser has the right to amend these Terms and Conditions. Participants will be notified of any such amendment by publication of the new terms and conditions on the Event website.

3. These Terms and Conditions enter into force on 11 September 2026.