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Terms of Service — Event Attendees ​

[ORGANIZATION NAME]Effective Date: [DATE]

1. Acceptance of Terms ​

Welcome to [Organization Name]'s event platform. By registering for, accessing, or attending any of our events, you ("Attendee," "you," or "your") agree to be bound by these Terms of Service ("Terms").

If you do not agree to these Terms, you may not register for or attend our events.

Updates: We may modify these Terms from time to time. The registration form links to the current Terms as published on our public website — each registrant accepts the version in effect at the time. We update the "Last Updated" date whenever changes are made. If a material change affects your rights, we will notify affected individuals directly. Previous versions are available upon request at [[email protected]].

Version recorded against your acceptance. When you accept these Terms at registration, we record a consent entry stamped with the consent policy version then in force, which is "1.0". The page you are linked to at the point of registration does not itself display a version identifier, an effective date or a last-updated date, so the version stamped on your acceptance cannot at present be matched by you to a dated text.

GAP-GOV-04 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously stated without qualification that each registrant accepts the version of these Terms in effect at the time and that the "Last Updated" date is maintained. The page served at the point of registration carries no version identifier and no effective or last-updated date, and every acceptance is stamped with the consent policy version "1.0", which has not changed while these Terms and the attendee-facing behaviour of the Platform have changed. This divergence is recorded on the compliance remediation register and is under review.

2. Definitions ​

  • "Event" means any live or recorded presentation, workshop, or training session hosted by [Organization Name], whether held online, in person, or in a hybrid format
  • "Platform" means the websites at [events.DOMAIN.com] and [live.DOMAIN.com], including all event rooms, chat features, polls, and related services, together with the landing, funnel and registration pages we publish for our events on any domain under our control
  • "Content" means all materials presented during events, including video, audio, slides, chat messages, and downloadable resources
  • "We," "us," "our" refers to [Organization Name]

3. Eligibility ​

You must be at least 16 years old to register for our events. By registering, you represent and warrant that:

  • You are at least 16 years of age
  • All information you provide (email, name) is accurate and complete
  • You will comply with these Terms and all applicable laws

If you are registering on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

4. Registration and Access ​

4.1 Registration ​

To attend a event, you must:

  1. Provide a valid email address and full name
  2. Complete the registration form on [live.DOMAIN.com/{eventId}], or the registration form on one of the landing pages we publish for the event
  3. You may receive a registration confirmation email (if the organizer has email delivery configured)
  4. Review our Privacy Policy

Optional consents. Consents to marketing email, behavioral tracking, notification channels and marketing push notifications are NOT required to attend the event. How they are collected depends on where you register.

In the attendee application, tracking and marketing email are presented as separate opt-in steps after registration, and where the organizer has enabled the relevant channel, WhatsApp and SMS notification and marketing consents are offered as separate checkboxes when you supply a telephone number. A WhatsApp consent recorded in this way results in no message: the Platform sends no WhatsApp messages, as stated in Section 7.

On the public funnel form a single checkbox records acceptance of both the terms of service and the processing of personal data, and a telephone number entered in the form grants consent to SMS notifications without a separate checkbox; where the marketing checkbox is also ticked, that marketing consent is extended to SMS marketing. The attendee application applies the same bundling for the terms and processing consents.

Consent is recorded only as a grant. Leaving the marketing checkbox unticked records nothing — no refusal is stored and no consent event is written — and registering again with the box ticked re-grants a marketing consent that was previously withdrawn.

GAP-CONSENT-04 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously stated that marketing email, behavioral tracking, WhatsApp and SMS notifications and marketing push notifications are each consented to through a separate checkbox. A landing-page registration form presents two checkboxes only: one required checkbox records both acceptance of these Terms and consent to the processing of personal data, and consent to SMS notifications is inferred from the presence of a telephone number rather than from any checkbox. This divergence is recorded on the compliance remediation register and is under review.

4.2 Registration Accuracy ​

You are responsible for providing accurate registration information. We may deny access if:

  • You provide false information
  • Your email bounces (invalid address)
  • You violate these Terms

4.3 Access to Event Room ​

Upon registration, you receive:

  • A unique registration ID (stored in your browser's localStorage)
  • A link to the event room at [live.DOMAIN.com/{eventId}/watch]

Keep your confirmation email links private. The manage and cancel links in your confirmation email contain a token that allows cancelling your registration or changing your notification preferences — do not forward them to others.

4.4 Technical Requirements ​

Web (browser): To attend events online via our website, you need:

  • Modern web browser (Chrome, Firefox, Safari, Edge — latest version recommended)
  • Stable internet connection (minimum 1 Mbps recommended)
  • Enabled JavaScript and browser storage (sessionStorage, localStorage)

Mobile app: To use our mobile app [if offered by us], you need:

  • iOS 16 or later, or Android 10 or later
  • Stable internet connection (minimum 1 Mbps recommended)
  • The app installed from the App Store or Google Play

We are not responsible for access issues caused by your equipment, internet service, or browser/app configuration.

4.5 Mobile App — Push Notifications and Device Storage ​

If you use our mobile app, the following additional terms apply:

Push Notifications:

  • We may send you transactional push notifications (e.g., event reminders, replay available). As implemented, these rest on your consent, recorded against the push_notifications purpose, in combination with the operating-system push permission: a transactional push notification is sent only where a granted and unrevoked push_notifications consent is recorded for you and your data is not subject to a restriction of processing, and the only push messages the Platform sends are the event reminder, the "starting now" message and the replay-available message. See Section 2.3.1 of the Privacy Policy.
  • We do not currently send marketing push notifications. A marketing push consent can be recorded and is shown in your preferences, but no sending path in the Platform reads it.
  • You can revoke push notification access at any time in your device's OS settings (iOS: Settings → Notifications → [App Name]; Android: Settings → Apps → [App Name] → Notifications). Revoking OS-level permission stops ALL push notifications (transactional and marketing).
  • You can withdraw the marketing push consent on its own via your in-app preferences or by contacting us at [[email protected]]; because no marketing push path exists, doing so changes nothing in practice. Withdrawing the push_notifications consent stops the transactional push messages listed above.

GAP-CONSENT-06 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously stated that marketing push notifications are sent only where the recipient has explicitly opted in. No marketing push path exists in the Platform and no sending path reads the marketing push consent, so that consent, although collected and displayed in the preferences screen, controls nothing. This divergence is recorded on the compliance remediation register and is under review.

Device Storage:

  • The mobile app stores authentication tokens securely on your device (iOS Keychain / Android EncryptedSharedPreferences). These tokens expire within 1 hour and are refreshed automatically while you use the app.
  • Your device's push notification token (FCM token) is stored in our system to deliver notifications. It is linked to your registration by a pseudonymous identifier (hashed email), not your name. See our Privacy Policy for retention details.

Uninstalling the app removes locally stored tokens from your device but does not automatically delete your data from our systems. To request data deletion, see Privacy Policy Section 8.2.

5. Event Attendance and Conduct ​

5.1 Live vs Replay Access ​

  • Live events: Attend at the scheduled date and time (shown on registration page)
  • Replay access: Available after the live event ends (if enabled by organizer)
  • Evergreen events: Available at scheduled session times (pre-recorded content)

Replay availability is NOT guaranteed. We may remove replays at any time.

5.2 Prohibited Conduct ​

You agree NOT to:

Content Violations:

  • Record, screenshot, or redistribute event content without written permission
  • Share your personal access links or credentials with others — this covers the manage and cancel links in your confirmation email, which act as access tokens; it does not restrict the public event pages, which we invite you to share
  • Download or scrape content from the platform

Behavior Violations:

  • Send spam, offensive, or harassing messages in chat
  • Impersonate other attendees or staff
  • Post advertisements or promotional content without permission
  • Disrupt the event (flooding chat, trolling, off-topic spam)

Technical Violations:

  • Attempt to hack, reverse-engineer, or compromise the platform
  • Use bots or automated scripts to register or interact
  • Circumvent access controls or moderation

Legal Violations:

  • Violate any applicable laws (privacy, intellectual property, harassment)
  • Share illegal content (malware, pirated software, etc.)

5.3 Moderation and Enforcement ​

We reserve the right to:

  • Remove or hide your chat messages
  • Mute or ban you from the event
  • Revoke your registration and deny future access
  • Report illegal activity to authorities

Automated screening of chat. Chat messages are screened automatically against a list of prohibited words configured by event staff for the session; the comparison ignores case and accents. Where a prohibited word appears in your message, the matching text is replaced in place with a fixed mask (******) and the message remains in the chat, attributed to you as before. Where the word is written in a form that cannot be masked cleanly, the whole message is removed from the chat. Removal is silent: you are not notified, no statement of reasons is given to you, and no route to contest the decision is offered in the event room. A removed message is not deleted — its original text, your display name and your actor identifier are retained in a record readable by event staff, together with the reason for removal. The same screening may be applied retroactively to messages already sent, for a single session or for every session of an event.

Reporting content. You may report another participant's chat message from within the event room. A report records the reported message, your actor identifier and the time of the report, and is visible to event staff.

No refunds or compensation will be provided for enforced moderation actions.

GAP-PROD-02 · PRODUCT — KNOWN GAP, REMEDIATION PENDING

This Section previously described moderation solely as a reserved right to remove or hide chat messages and disclosed no automated screening. Chat messages are screened automatically against a staff-configured word list, matched text is rewritten in place inside the attendee's own message, messages are removed without notice and without any statement of reasons, removed messages are retained in a staff-readable record, and the screening may be applied retroactively to messages already sent. This divergence is recorded on the compliance remediation register and is under review.

5.4 Displayed Engagement Metrics ​

The participant figure shown in the event room beside the live indicator is not necessarily the number of people connected to the event. Where the organizer has enabled online-count simulation for a session, the figure shown to attendees is calculated as a configured base number plus the true number of connected participants multiplied by a configured factor, and it is recalculated every minute with a small random variation so that it changes over time. The true participant count is visible to event staff and is not readable by attendees.

GAP-PROD-01 · PRODUCT — KNOWN GAP, REMEDIATION PENDING

This document previously made no statement about the participant figure displayed during a live event, which is presented beside a live indicator in a manner that implies it is the number of participants actually connected. Where the organizer enables online-count simulation, that figure is a calculated value that need not equal the true count and that varies at random within a small range each minute, while the true count remains visible only to event staff. This divergence is recorded on the compliance remediation register and is under review.

6. Intellectual Property ​

6.1 Our Content ​

All event content (video, audio, slides, handouts, chat transcripts curated by staff) is the exclusive property of [Organization Name] and protected by copyright, trademark, and other intellectual property laws.

You may NOT:

  • Copy, reproduce, or redistribute content without written permission
  • Create derivative works from our content
  • Use our content for commercial purposes
  • Remove copyright notices or attributions

You MAY:

  • Take personal notes for your own educational use
  • Share publicly available event landing pages (with proper attribution), including through the sharing options we provide in the event room and on our published pages — those options produce tracked links, as described in Section 11

6.2 Your Content (Chat Messages, Q&A) ​

By submitting chat messages, poll responses, or Q&A questions ("User Content"), you grant us:

  • A worldwide, non-exclusive, royalty-free license to use, reproduce, display, and distribute your User Content in connection with the event
  • The right to use your display name alongside your User Content
  • The right to include your User Content in event recordings or promotional materials (unless you request deletion under GDPR)

You retain ownership of your User Content, but you grant us the above license.

You represent and warrant that your User Content:

  • Does not violate any third-party rights (copyright, privacy, etc.)
  • Is accurate and not misleading
  • Complies with these Terms

Visibility of User Content. Your chat messages and the display name shown against them are visible to every other participant in the same event room and to event staff. Access is not limited to that event room: the chat stream, the actor directory (which holds attendee display names), the banned and muted actor lists, the feedback definition and the tracked-link table are readable by any authenticated user, which includes every anonymous attendee of every session.

Retention of User Content. Live-session data in the Realtime Database is retained indefinitely. There is no scheduled cleanup, and moving a session to replay or archived status does not remove it, so chat message text, display names, presence and attendance records, poll votes, reactions, offer clicks and feedback persist until a member of staff deletes the session or the parent event. Where you exercise your right to erasure, the chat messages, poll votes, reactions, offer clicks, feedback responses, presence, attendance and display name recorded against your participation in a session are deleted, including the copies held in the staff-readable record of removed messages.

GAP-RET-02 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously granted a licence over User Content without stating for how long that content is kept or who is able to read it. Live-session content is subject to no automated deletion and is removed only by the manual deletion of the session or the event or by an erasure request, and the chat stream and the directory of participant display names are readable by any authenticated user of the Platform rather than only by the participants of the session concerned. This divergence is recorded on the compliance remediation register and is under review.

6.3 Testimonials and Feedback ​

If you provide testimonials, reviews, or feedback about our events, you grant us a license to use them in marketing materials. That license is revocable. It ends on your withdrawal of it, or on your request for erasure, addressed to [[email protected]], and we will cease further use of the testimonial from that point.

Testimonials are not anonymous. An approved testimonial is published together with the name and company you supply and the rating you give, and is publicly readable.

Testimonials are used in automated content generation. Where staff generate landing-page or marketing copy with the assistance of artificial intelligence, approved testimonials — the author's display name, quote, company and rating — are embedded in the prompt sent to the model provider, which is established in the United States. The prompt and the generated output are retained in our systems.

We may edit testimonials for length or clarity but will not materially alter meaning.

GAP-RET-03 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously granted a perpetual and irrevocable license over testimonials, which cannot be reconciled with the erasure carve-out in Section 6.2 or with the deletion right stated in Section 7, given that a testimonial is published with its author's name. Withdrawal or erasure now ends further use of a testimonial, but the stored records of automated content generation that embed an approved testimonial are not linked to a contact record and are not reached by the erasure process, so the quote and the author's name persist in those stored prompts and outputs after erasure. This divergence is recorded on the compliance remediation register and is under review.

7. Privacy and Data Protection ​

Your privacy is important to us. Please review our Privacy Policy to understand:

  • What personal data we collect
  • How we use and share your data
  • Your rights under GDPR (access, deletion, portability, etc.)
  • How to withdraw consent for marketing or behavioral tracking

Key Points:

  • Event access requires an email address and a name. Where you register through one of our landing pages we additionally record campaign attribution, your approximate location (country and city, derived from your IP address) and your device type, operating system, browser and time zone
  • Consent to tracking governs whether your interactions are retained for analytics, not whether they are recorded in order to run the event. Where an attendee has not granted behavioural-tracking consent, their chat messages, poll votes, reactions, offer clicks and feedback are still written to the live-session database and remain visible to staff on the live dashboard, and their attendance is still recorded against their registration. Only the granular behavioural event rows in the analytics database are suppressed
  • Marketing email consent governs whether your contact record is synchronised into our marketing email provider's lists and segments. Registration confirmations, reminders, "starting now" and replay messages, automation email and one-off sends to a saved audience are not conditioned on it; those messages are withheld only where your address has bounced, you have complained or opted out globally, or your data is subject to a restriction of processing
  • SMS notifications require consent, and that consent is enforced: a message is sent only where a granted and unrevoked SMS notification consent is held and no restriction of processing applies. A WhatsApp notification or marketing consent can be recorded and is shown in your preferences, but no sending path reads it
  • We do not send marketing push notifications (see Section 4.5). Transactional push notifications require a granted push notification consent
  • You can request data deletion at any time. Certain records survive erasure: the log of SMS messages sent to you and the record of one-off sends to a saved audience are keyed by a hash of your email address and are not reached by the erasure process, and your email address is retained by our email provider as a permanently suppressed address so that no further message can be delivered to it

GAP-CONSENT-06 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously presented each optional channel as gated by an explicit consent. Marketing email consent controls only synchronisation into the marketing email provider's lists and segments and gates no other email lane, no marketing push path exists, no WhatsApp message is sent although the consent is offered and recorded, and consent to tracking suppresses only the analytics records and not the recording of chat, polls, reactions, feedback and attendance for the running of the event. This divergence is recorded on the compliance remediation register and is under review.

Mobile app: If you use our mobile app, additional data is collected (push notification tokens, Firebase Auth UID). See our Privacy Policy Section 1.3 and 2.3.1 for details, and Section 9.2 for push notification withdrawal options.

8. Disclaimers and Limitations of Liability ​

8.1 Educational Content Disclaimer ​

Events are provided for educational and informational purposes only. Content presented:

  • May not be suitable for your specific situation
  • Should NOT be considered professional advice (legal, financial, medical, etc.)
  • May contain opinions or predictions that do not reflect our official positions

Always consult qualified professionals before making decisions based on event content.

8.2 No Warranties ​

The Platform and events are provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied, including but not limited to:

  • Merchantability
  • Fitness for a particular purpose
  • Non-infringement
  • Accuracy or completeness of content
  • Uninterrupted or error-free access

We do NOT guarantee:

  • Events will start on time or run without technical issues
  • Replay recordings will be available
  • Chat or interactive features will work perfectly
  • Content will be updated or accurate

8.3 Limitation of Liability ​

To the maximum extent permitted by law, [Organization Name] and its officers, directors, employees, and service providers SHALL NOT BE LIABLE for:

Direct Damages:

  • Lost profits or revenue
  • Lost data or business opportunities
  • Cost of substitute services

Indirect Damages:

  • Consequential, incidental, special, or punitive damages
  • Damages arising from your use or inability to use the Platform
  • Reliance on event content

Maximum Liability: If we are found liable despite the above, our total liability shall not exceed €50 (or the registration fee if you paid for the event).

Exceptions: Nothing in these Terms excludes liability for:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Violations of your statutory rights under EU consumer protection laws

9. Indemnification ​

You agree to indemnify, defend, and hold harmless [Organization Name], its affiliates, and service providers from any claims, damages, losses, or expenses (including legal fees) arising from:

  • Your violation of these Terms
  • Your User Content (chat messages, Q&A)
  • Your violation of any third-party rights
  • Your violation of applicable laws

Example: If you post defamatory content in chat and a third party sues us, you agree to cover our legal costs.

10. Termination ​

10.1 Termination by You ​

You may stop attending events at any time. To delete your account data, see our Privacy Policy Section 8.2 (Right to Erasure).

10.2 Termination by Us ​

We may terminate or suspend your access immediately, without notice, if:

  • You violate these Terms (especially prohibited conduct)
  • We suspect fraudulent or illegal activity
  • Required by law or court order
  • We discontinue the Platform

Effect of Termination:

  • You lose access to all event rooms (including replays)
  • You lose any downloadable resources (save them during the event)
  • These Terms remain in effect for provisions that survive termination (IP, disclaimers, indemnification)

11. Third-Party Links and Services ​

Events may contain links to third-party websites, products, or services (e.g., recommended tools, sponsor offers).

Embedded third-party video player. The event room does not merely link to third parties; it embeds the event stream in a player hosted by the video provider the organizer has chosen. The attendee watch page embeds the stream in a www.youtube.com iframe — not the no-cookie variant — with no consent gate and no click-to-load placeholder, so a YouTube-hosted webinar transmits the attendee's IP address, user agent and viewing behaviour to Google and sets Google cookies for the duration of the session. The playback URL is organisation-supplied, so another third-party video host may be embedded the same way. On the live watch page the cookie banner and the floating cookie-settings button are suppressed, so cookie preferences cannot be set or changed from that page; see our Cookie Policy.

Sharing and tracked links. Links to social networks and to email placed on our published pages are rewritten automatically into tracked links. Those links record the channel used and attribute any registration that follows to the person who shared. Where you follow a tracked link from one of our pages, the campaign parameters and the advertising click identifiers — utm_source, utm_medium, utm_campaign, utm_content, utm_term, fbclid, gclid, ttclid, li_fat_id and the referral source — are forwarded onto the destination address, which is frequently a third-party site; where they are absent, they are generated from the funnel to which the link belongs.

We are NOT responsible for:

  • Content or accuracy of third-party sites
  • Privacy practices of third parties (review their policies)
  • Products or services offered by third parties

Links do NOT imply endorsement unless explicitly stated.

GAP-TRACK-04 · CODE — KNOWN GAP, REMEDIATION PENDING

This Section previously addressed only links that an attendee chooses to follow. The event room embeds a third-party video player that loads automatically when the room opens, without a consent gate and on a page from which the cookie banner has been removed, and following a tracked link forwards advertising click identifiers to the destination site. This divergence is recorded on the compliance remediation register and is under review.

12. Force Majeure ​

We are NOT liable for failure to perform our obligations due to events beyond our reasonable control, including:

  • Natural disasters (earthquakes, floods, pandemics)
  • Internet outages or infrastructure failures
  • Government actions (censorship, shutdowns)
  • Cyberattacks or security breaches
  • Service provider failures (Firebase, Railway downtime)

If a event is cancelled due to force majeure, we will make reasonable efforts to reschedule but are NOT obligated to provide refunds or compensation.

13. Governing Law and Dispute Resolution ​

13.1 Governing Law ​

These Terms are governed by the laws of [Country], without regard to conflict of law principles.

EU Consumer Rights: If you are an EU consumer, you retain mandatory consumer protection rights under your local law that cannot be waived by these Terms.

13.2 Dispute Resolution ​

Informal Resolution (Required First Step): Before filing any legal action, you agree to contact us at [[email protected]] to attempt informal resolution. We'll respond within 14 business days.

Jurisdiction:

  • EU Consumers: You may bring claims in your country of residence or our country of establishment
  • Business Users: Exclusive jurisdiction in the courts of [City, Country]

Alternative Dispute Resolution (ADR): The European Commission's Online Dispute Resolution platform, to which this Section previously referred, has been discontinued and is no longer available. EU consumers may instead refer a dispute to the competent consumer protection authority — in the country whose law governs these Terms under Section 13.1 or in their own country of residence — and to any approved alternative dispute resolution entity competent for that dispute. ⚠️ Whether we are subject to, or have undertaken to participate in proceedings before, a specific ADR entity has not been established and must be confirmed before these Terms are relied upon.

13.3 Class Action Waiver ​

To the extent permitted by law, you agree to bring claims individually, NOT as part of a class action, collective action, or representative proceeding.

14. Miscellaneous ​

14.1 Entire Agreement ​

These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and [Organization Name] regarding event attendance.

14.2 Severability ​

If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect.

14.3 No Waiver ​

Our failure to enforce any right or provision does NOT constitute a waiver of that right.

14.4 Assignment ​

You may NOT assign these Terms to anyone else. We may assign our rights and obligations to any successor or affiliate.

14.5 Language ​

These Terms may be published in more than one language. The governing version is the version published in the language of the country whose law governs these Terms under Section 13.1; any other language version, including this English version, is provided for convenience and does not prevail in the event of conflict.

As recorded in Section 1, the published versions do not currently carry a version identifier or an effective date, so the governing text applicable at a given date cannot presently be identified from the published pages.

14.6 Survival ​

The following sections survive termination: Intellectual Property, Disclaimers, Limitation of Liability, Indemnification, Governing Law.

15. Contact Information ​

Questions about these Terms?

Email: [[email protected]] Website: [events.DOMAIN.com] Mailing Address: [Organization Name], [Street Address], [City, Postal Code, Country]

For privacy-related questions, see Privacy Policy Section 14.

16. Acknowledgment ​

By clicking "Register" or accessing any event, you acknowledge that:

  • You have read and understood these Terms of Service
  • You have read and understood our Privacy Policy
  • You agree to be bound by these Terms
  • You are at least 16 years old
  • You will comply with all applicable laws and event conduct rules

Document Version: 1.0 (DRAFT) Prepared by: [Legal Team] Review Status: ⚠️ REQUIRES LEGAL REVIEW — This is a draft for lawyer consultation

Last Updated: [DATE]