§ 2 Terms and Conditions of Service

1. The Organiser hereby reserves the right to provide services via the Website exclusively in accordance with the terms and conditions set out in these Rules and Regulations.

2. The use of the Website requires acceptance of these Rules and Regulations confirmed by the Website User at the time of Registration on the Website.

3. Acceptance of these Rules and Regulations consists in a declaration by the Website User confirming that he/she has read these Rules and Regulations and undertakes to comply with their provisions.

4. The User's device should meet the following technical requirements when accessing the Website:

1) a web browser with the latest updates,

2) no plug-ins, add-ons or applications which would prevent the Website from functioning properly.

5. In order for the Website to display and function properly, the device must be connected to the Internet.

§ 3 User Registration

1. Registration on the Website is mandatory and will enable the User to purchase the Tickets only if the User sets up an account on the Website.

2. An account on the Website is set up after selecting the "Registration" tab or button, and then accepting the Rules and Regulations referred to in section 2.2. above, by filling in the relevant fields with data identifying the User as well as confirming the User's consent to receive necessary information during and after the Meeting at the email address and mobile phone number provided in the form.

3. When registering, the User shall provide the following identification details:

1) his/her forename and surname,

2) the full business name of the entrepreneur/employer,

3) the address of the registered office or place of business (country, postcode and town, street),

4) tax identification number of the entrepreneur/employer,

5) mobile phone number,

6) email address,

7) information on membership status with the FIAT-IFTA Federation,

8) information on dietary preferences.

4. All data provided by the User during the Registration process should be accurate and complete, as it will be necessary for the conclusion of the contract, only accurate and complete data guarantee that the Organiser will duly perform its obligations as a service provider.

5. The Organiser reserves the right to verify the accuracy of the data provided by the User during the registration process by checking it against the data disclosed in the “Public Registry (e.g., corporate and commercial registers)”.

6. The use of bots or other automated ICT tools which allow registration without human involvement is prohibited.

§ 4 Sale of Tickets

1. The contract for the sale of a Ticket is concluded upon receipt by the Organiser of the required payment from the User. By the time the User has expressed his/her intention to be bound by the distance contract with the Organiser, the Organiser will present the terms and conditions to the User and, in particular, direct the User's rights and obligations. 

2. A User who, having selected the required type of Ticket, has clicked the "Order" button in order to receive the Ticket shall be obliged to make the required payment to the Organiser by way of a bank transfer or via a payment method of their choice (e.g. Autopay).

3. When ordering Tickets and making payment, the User shall be obliged to exercise due diligence. Entering of incorrect User data may result in the payment being rejected and in cancellation of the transaction.

4. Tickets may be available at different prices.

5. Once the User has selected the required Ticket, he/she will proceed to select his/her preferred payment method.

a) The online payment service provider is Stripe,Inc..

b) Available forms of payment: Payment via cards: American Express, VISA, Master Card, Maestro, JCB

6. The User has a choice of several payment methods offered by the electronic payment operator involving the Organiser.

7. When choosing the payment method, the Website User can confirm by clicking the "Order" button, by doing which he/she signifies his/her will to conclude the contract for the sale of the Ticket remotely, meaning that the User will have completed booking the Ticket for the Meeting. Upon clicking the “Order” button, the User shall be redirected to the website of the electronic payment operator involving the Organiser.

8. The organiser shall send a confirmation of receipt of payment, together with an invoice and a QR code for the ticket, to the e-mail address provided by the user.

9. In case of any doubt regarding the correctness of the booking process, the User should contact the Organiser by email at [email protected].

10. The use of bots or other automated ICT tools which allow the purchase of Tickets without human interaction is prohibited. The Organiser reserves the right to cancel any Tickets purchased with the use of unauthorised tools.

11. All amounts payable shall be stated and accounted for in the Japanese currency (JPY) for Users based in Japan and in Euros (EUR) for Users based in countries other than Japan.

12. Any request for deletion of data submitted to the Organiser at the following address email: [email protected] before the Organiser has provided the service shall mean that the User has withdrawn from the Ticket sale contract and will result in the Organiser ceasing to provide the service.

Notation based on the Act on Specified Commercial Transactions

§ 5 Meeting Tickets

1. The Ticket must be printed and brought by the User to the Meeting or presented on a mobile device at the time of entry control.

2. The User is obliged to verify whether the data / information shown on the Ticket (i.e. name, event name) corresponds to the order placed.

3. Each Ticket comes with a unique QR code, which will be used for verification purposes upon entry to the Meeting.

4. An illegible, damaged or defaced Ticket may be deemed invalid by the Organiser.

5. The Ticket must not be altered, copied or made available to third parties whose details are not listed on the Ticket. The Organiser reserves the right to declare a Ticket invalid if the holder is not the person named on the Ticket.

6. Ticket sales will close on April 30, 2025.

7. Ticket prices may be subject to change during the sales period. Therefore, if the organiser cancels a ticket reservation because the user paid for the ticket after the respective deadline or because the electronic payment operator could not confirm the payment of the ticket within the deadline, the organiser shall not be liable to the user for the user's failure to purchase the ticket at the price originally selected by the user (especially if the price of the ticket has increased in the meantime).

8. The Organiser does not allow any resale of purchased Tickets by Users. The Organiser reserves the right to cancel any resold Tickets and to refuse admission to the Meeting on the basis of a resold Ticket. 

§ 6 Invoices

1. An invoice for the Ticket purchase shall be sent together with the Ticket to the email address provided by the User.

2. When ordering a Ticket, the user shall provide data identifying the billing address, and these details will be used by the organiser only for the purpose of issuing the requested invoice. 

3. If the User wishes to request an invoice after the Ticket purchase process has been completed or to make a correction to the invoice for the Ticket, the User should send the data required to issue an invoice or make a correction to such invoice together with his/her request via email to: [email protected].

§ 7 Terms and Conditions of Participation in the Meeting

1. The Organiser and the Manager of the Venue where the Meeting is held are entitled to refuse entry if Meeting participants are in breach of any of the terms and conditions of participation in the Meeting as set by the Organiser. The Organiser or the Manager of the Venue where the Meeting is held shall be entitled to carry out Ticket checks and occasional security checks in accordance with the provisions of generally applicable laws.

2. The Manager of the Venue where the Meeting is held has set out the Rules and Regulations for the use of the Venue, available at https://ybht.co.jp/articles.php, which shall apply to all Meeting participants present at the Venue.

3. The Organiser hereby advises the User that during some of the events accompanying the Meeting, special effects such as sound, audio-visual and/or light effects may be used, which may present health contraindications for some individuals (e.g.epilepsy), and that prolonged exposure to noise may cause hearing impairment.

4. While attending the Meeting, a Ticket holder shall be required to:

1) comply with the instructions given by the Organiser and the Manager of the Venue.

2) comply with instructions of the security personnel at the Meeting,

3) comply with the provisions of the Rules and Regulations for the use of the Venue.

4) comply with the fire regulations in force on the premises where the Meeting is held,

5) comply with the prohibition on bringing alcohol beverages to the Meeting,

6) smoke cigarettes and electronic cigarettes in designated areas only,

7) comply with the prohibition on participating in the Meeting while under the influence of intoxicants or narcotic drugs,

8) conduct himself/herself in a manner respecting the rules of social conduct, so as not to impede others’ participation in the Meeting and/or use of their accommodation,

9) respect the copyright of the speakers at the conference held in the framework of the Meeting,

10) wear or carry an identification badge and display it in a visible way at all times during the Meeting and accompanying events

5. The Organiser reserves the right to remove from the Meeting any Ticket holders who are in breach of the rules of conduct set out in clause 7.4 above. Any Ticket holder so removed shall forfeit any and all rights to compensation.

6. Meeting participants shall be fully liable for any damage caused by them to both the Meeting venue and their accommodation.

7. Meeting participants will be fully charged for the use of the hotel car park and parking spaces.

8. The Organiser shall not be liable for the Meeting participants' belongings which are lost, damaged, left behind or stolen during the Meeting.

9. It is the responsibility of each Meeting participant to immediately notify the Organiser's staff of any situations which may pose a risk to the life or health of other participants.

§ 8 Liability

1. The User assumes full responsibility for the accuracy and correctness of the data he/she provides, including liability for any consequences resulting from providing incomplete or incorrect data.

2. The Organiser shall not be liable for any consequences of the User's negligence or disclosure of the account password and their data to unauthorised parties.

3. The Organiser shall not be liable for any problems affecting the use of the Website caused by Internet disruptions beyond the Organiser's control.

4. The Organiser reserves the right to temporarily suspend the operation of the Website for technical reasons (breakdowns, maintenance work, etc.). The User shall not be entitled to any compensation on this account.

5. The Organiser shall be liable for non-performance or improper performance of the service, excursively to the extent of the damage actually sustained by the User (excluding lost profits), unless such non-performance or improper performance was caused by force majeure or the fault of the User, or the User's failure to comply with these Rules and Regulations.

§ 9 Ticket Refunds

1.In the event that a Ticket cannot be used for reasons attributable to the User or a Meeting participant, the Organiser will not make a refund for such unused Ticket, even if return of such Ticket was requested prior to the start of the Ticket's validity term.

2. The User shall not have the right to withdraw from this ticket purchase contract except when the refund provisions under the Act on Specified Commercial Transactions are met.

3. In the event that the Meeting is cancelled or its date is changed, the Organiser will immediately communicate this fact to the Users by sending information to the respective email address, by telephone or by SMS, and by posting information on the Meeting website at www.zensoren.events.

4. The Organiser will refund to the user the fee paid for the Ticket within 30 days of the decision to cancel the Meeting.

5. In order to return a Ticket due to cancellation of the Meeting, the Website User should notify the Organiser accordingly by sending an email to the following address: www.zensoren.events., expressing his/her wish to return the Ticket and providing his/her identifying data, e.g. name and surname. The price for the returned Ticket can only be refunded after the Organiser has received information about the desire to return the Ticket. The price of such returned Tickets will be refunded to the bank account from which the payment for the Ticket was originally made, unless the User specifically indicates a different account number to which the price should be refunded.

6. It shall not be possible to return a Ticket in any cases other than those referred to in clause 9.5 above.

§ 10 Protection of Personal Data of Website Users

1. The Organiser shall be the Controller of the Users’ personal data. The Organiser shall take appropriate (technical and organisational) measures to protect the Website and the set of data created as a result of registration of Users, by safeguarding them against hacking, theft, destruction or other unauthorised use by third parties.

2, At the request of the organiser, user data will be stored in a registry managed by the Saitama Prefectural Office, whose registered office is 1-3-3 Tsukagoshi, Warabi City, Saitama Prefecture, 335-0002. and is processed by a company registered with company number 7030001113849 (hereinafter referred to as “Data Processor”).

3. The Organiser undertakes to maintain the confidentiality of the Users' data.

4. The scope of data entrusted by the Organiser to the Data Processor includes the Users' data provided on the Website for the registration and purchase of Meeting Tickets: forename, surname, email address, mobile phone number, payment information, preferences specified during the Meeting registration process.

5. Based on the Act on the Protection of Personal Information (Personal Information Protection Act), the Organiser will sell Meeting Tickets on its website to the extent necessary to conclude and fulfill contracts with users.

6. The Organiser may also process Users' personal data for the purpose of establishing, defending or asserting potential claims, conducting marketing activities, conducting analysis and statistical recording, responding to submissions and requests from Users, responding to pending complaint proceedings, and conducting activities related to ensuring security and for the purpose of carrying out activities related to ensuring security. All of these constitute legitimate interests of the Organiser under the Personal Data Protection Law.

7. The organiser may also process personal data of Users to the extent necessary to comply with legal obligations, e.g. in the scope of accounting and taxation.

8. In the event that the User consents to marketing, the Organiser shall process the User's personal data for the purposes indicated in the respective consent in accordance with the Personal Data Protection Law in each case. The User has the right to withdraw his/her consent at any time. The withdrawal of consent shall not affect the legality of the data processing carried out on the basis of the consent before its withdrawal.

9. The Organiser may disclose Users' personal data to entities providing legal, IT, maintenance, courier, postal, marketing and promotional services to the Organiser, entities authorised by law, control and supervisory entities, enforcement authorities, in the event that this is necessary for participation in the Meeting (e.g. identifiers, personal certificates of participation).

10. The Organiser shall store the personal data of Users for as long as it is necessary for the purposes for which such data are processed based on the following criteria: in the case of the performance of a contract concluded with Website Users, for as long as the contract is in force, and following its termination or expiry – for the period resulting from legal regulations obliging the Organiser to process the personal data of Users for the period indicated therein (e.g. invoice data for 5 years from the end of the respective accounting year). In the event of processing of the Users' personal data for the purposes of pursuing the Organiser's legitimate interest or on the basis of the User's consent, the Organiser shall store the Users' personal data, respectively, for the period of implementation of such purposes, or the period for which the consent was given, or until, respectively, the acceptance of an objection to the processing of the User’s personal data or the withdrawal of the User's consent to further processing of his/her personal data.

11. Website Users have the right to request access to their personal data, to rectify their personal data, to request supplementation of incomplete personal data, including by submitting an additional statement, to request erasure of their data or to restrict the processing thereof, and the right to data portability. In the event of processing of personal data for the purposes of pursuing the 

12. Organiser's legitimate interest, Users may object to further processing of their personal data.

Website users may file a complaint with the Privacy Commissioner if they believe that the organiser is handling their personal data in violation of the Privacy Act.

13. The Organiser uses information obtained by means of so-called cookies. Users may withdraw their consent to the use of their personal data obtained in this way at any time by changing the settings of their browser accordingly.

14. Detailed information relating to the processing of personal data is also contained in the Privacy Policy.

§ 11 Complaint Procedure

1. Each User shall have the right to lodge a complaint regarding matters related to the functioning of the Website and the performance by the Organiser of the services ordered through the Website

2. Complaints must be submitted in writing by email to [email protected] within 7 days after the end of the meeting. Complaints submitted after this deadline shall be dismissed without consideration.

3. A complaint will be considered within 14 days of its receipt by the Organiser.

4. The Organiser reserves the right to extend the time limits set forth in Section 11.3 above on a pro-rata basis if proper consideration of the complaint requires additional explanation from the User or if the Organiser encounters a technical failure beyond its control (failure of the ICT network, equipment, etc.).

5.Responses to submitted complaints will be sent to the e-mail address provided by the User during the complaint process.

6.If the organiser does not acknowledge the complaint, the user may pursue out-of-court means to handle the complaint and claim. Users can seek assistance from consumer organizations and municipal or district consumer affairs centers. For more information on the options available to users with consumer status in using out-of-court complaint and claim handling avenues, as well as the rules for accessing these procedures, please visit the website of the Consumer Agency at https://www.caa.go.jp/.

§ 12 Final Provisions

1. These Rules and Regulations take effect on 1 December 2024.

2. The Organiser undertakes to notify all changes to these Rules and Regulations and to publish their uniform text on website www.zensoren.events

3. In matters not addressed by these Rules and Regulations, generally applicable provisions of Japanese law shall apply.

4. Any and all disputes which may arise between the User and the Organiser, insofar as the same cannot be resolved amicably, shall be settled by the competent court of law.

5. With respect to the resolution of disputes with foreign business partners, the Japanese language wording of these Terms and Conditions shall prevail. The governing law in interpreting the provisions of these Rules shall be the laws of Japan.